{"id":6490,"date":"2025-08-11T17:55:38","date_gmt":"2025-08-11T17:55:38","guid":{"rendered":"https:\/\/www.be-bookable.com\/?p=6490"},"modified":"2026-10-14T15:06:22","modified_gmt":"2026-10-14T15:06:22","slug":"moderniser-gestion-location","status":"publish","type":"post","link":"https:\/\/www.be-bookable.com\/fr\/ressources\/moderniser-gestion-location\/","title":{"rendered":"Gestion des locations : passer d'Excel \u00e0 un logiciel de location en cinq \u00e9tapes"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"6490\" class=\"elementor elementor-6490\" data-elementor-post-type=\"post\">\n\t\t\t\t<div class=\"elementor-element elementor-element-a09c6ab e-con-full e-flex e-con e-parent\" data-id=\"a09c6ab\" data-element_type=\"container\" data-e-type=\"container\">\n\t\t\t\t<div class=\"elementor-element elementor-element-2ac9b23 elementor-widget elementor-widget-html\" data-id=\"2ac9b23\" data-element_type=\"widget\" data-e-type=\"widget\" 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thead,.bbb tbody,.bbb tr,.bbb th,.bbb td{display:block;width:auto}.bbb thead{display:none}\n .bbb tbody tr{padding:12px 16px;border-top:1px solid var(--lijn)}.bbb tbody tr:first-child{border-top:0}.bbb tbody th{border:0;padding:0 0 6px;width:auto;font-size:16px}\n .bbb tbody td{border:0;padding:4px 0 6px;font-size:16px}.bbb tbody td[data-col]::before{content:attr(data-col);display:block;font-family:var(--kop);font-weight:600;font-size:12.5px;letter-spacing:.06em;text-transform:uppercase;color:var(--tx2);margin-bottom:3px}\n}\n<\/style><script type=\"application\/ld+json\">{\"@context\": \"https:\/\/schema.org\", \"@type\": \"FAQPage\", \"mainEntity\": [{\"@type\": \"Question\", \"name\": \"Can I import my Excel file into rental software?\", \"acceptedAnswer\": {\"@type\": \"Answer\", \"text\": \"Your product list usually yes: Be-Bookable reads products from a CSV or Excel file with name, category, stock and price. 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A full comparison of eight vendors is in the article on rental software costs.\"}}]}<\/script><div class=\"bbb\"><div class=\"wrap\"><article class=\"art\"><p class=\"intro\">Most rental companies start their administration in Excel or Google Sheets: a tab with products, a tab with bookings, a folder with invoices. That works, until it does not. This article shows what belongs in a rental administration, how far a spreadsheet takes you, the signs that you have outgrown it and how to switch in five steps without losing current bookings. Written by someone who ran his own rental business in a spreadsheet for years.<\/p><section class=\"kort\" aria-label=\"In short\"><h2>In short<\/h2><ul><li>A rental administration is five lists: products and stock, bookings per date, customers, payments and invoices, and maintenance.<\/li><li>Excel works fine up to about ten products and a few bookings a week; after that, keeping it up costs more time than it saves.<\/li><li>Switching takes an afternoon: clean up products, import, move current bookings, run in parallel for two weeks, switch on the web shop.<\/li><li>After the switch the system confirms, invoices and guards availability by itself; you keep a ten-minute weekly routine.<\/li><\/ul><\/section><details class=\"toc-m\"><summary>Contents<\/summary><ol><li><a href=\"#what-belongs\">What belongs in a rental administration?<\/a><\/li><li><a href=\"#excel\">How far does Excel take you?<\/a><\/li><li><a href=\"#signs\">Five signs you have outgrown it<\/a><\/li><li><a href=\"#steps\">From Excel to software in five steps<\/a><\/li><li><a href=\"#after\">What changes after the switch?<\/a><\/li><li><a href=\"#routine\">Keep it simple: a ten-minute weekly routine<\/a><\/li><li><a href=\"#faq-en\">FAQ<\/a><\/li><\/ol><\/details><h2 id=\"what-belongs\">What belongs in a rental administration?<\/h2>\n<p>Whether you rent out party tents, bikes or cameras, your administration revolves around five lists that refer to each other:<\/p>\n<ul>\n <li><strong>Products and stock.<\/strong> What you rent out, how many units you have, the price per hour, day or week and the condition of each item.<\/li>\n <li><strong>Bookings per date.<\/strong> Who rents what, from when until when, including the time you need to clean or transport an item before it can go out again.<\/li>\n <li><strong>Customers.<\/strong> Contact details, address, earlier bookings and agreements.<\/li>\n <li><strong>Payments and invoices.<\/strong> What has been paid, what is open, which invoice belongs to which booking, and the VAT on it.<\/li>\n <li><strong>Maintenance and damage.<\/strong> When an item was checked or repaired and which damage a customer reported.<\/li>\n<\/ul>\n<p>The problem with a spreadsheet is not that you cannot make these lists. The problem is that they stand apart: a booking does not automatically lower the available stock on that date, and a payment does not update the invoice status. You are the link, and you are busy.<\/p>\n<h2 id=\"excel\">How far does Excel take you?<\/h2>\n<p>Further than you might think, if you set it up well. A workable rental administration in Excel or Google Sheets has:<\/p>\n<ul>\n <li>one tab per list (products, bookings, customers, invoices), with a product number and customer number in the bookings list instead of names;<\/li>\n <li>a start and end date per booking, plus a column for the day after as cleaning or travel time;<\/li>\n <li>conditional formatting that turns a row red when the same product appears twice in the same period;<\/li>\n <li>fixed invoice numbering and a &#8220;paid on&#8221; column;<\/li>\n <li>a weekly backup somewhere other than your laptop.<\/li>\n<\/ul>\n<p>A sheet like that is fine for a starter with a handful of products and a few bookings a week. You pay nothing, you understand exactly what is in it and you can change anything. If you still work in Excel, you are doing nothing wrong. The only question is when keeping it up costs more time than it saves.<\/p>\n<h2 id=\"signs\">Five signs you have outgrown it<\/h2>\n<ul>\n <li><strong>You have had a double booking.<\/strong> Once is bad luck. Twice means your sheet no longer guards availability.<\/li>\n <li><strong>You confirm bookings in the evening.<\/strong> Every request means: open the sheet, check the date, send an email or message, make an invoice, chase the payment. At ten bookings a week that is an evening gone.<\/li>\n <li><strong>Someone works with you.<\/strong> Two people in one spreadsheet means overwritten cells and two versions of the truth.<\/li>\n <li><strong>Customers ask whether they can book online.<\/strong> Or worse: they do not ask and book with a competitor who offers it.<\/li>\n <li><strong>Your VAT return is a search job.<\/strong> You gather invoices from email, sheet and bank statement instead of running one export.<\/li>\n<\/ul>\n<p>Recognise two or more? Then switching is probably cheaper than carrying on. What rental software costs and how to compare vendors is in <a href=\"https:\/\/www.be-bookable.com\/resources\/understanding-rental-software-costs\/\">what does rental software cost<\/a>.<\/p>\n<h2 id=\"steps\">From Excel to software in five steps<\/h2>\n<p>A switch does not have to be a project of weeks. This is the order that works:<\/p>\n<h3>Step 1: clean up your product list<\/h3>\n<p>Remove products you no longer rent out, add the correct stock and rental price per period for each product and settle on one naming scheme. This is also the moment to set your day, weekend and week prices if you have not yet.<\/p>\n<h3>Step 2: choose software and load your products<\/h3>\n<p>Pick a system that can read products from a file. In Be-Bookable you <a href=\"https:\/\/www.be-bookable.com\/features\/product-management\/\">import products<\/a> from a CSV or Excel file and set the stock, rental prices and buffer time before and after a booking per product.<\/p>\n<h3>Step 3: move current bookings<\/h3>\n<p>Enter the bookings that are already fixed by hand as orders, with the right customer and period. That is an hour of work for a normal calendar, and from that moment the system guards availability for those periods too.<\/p>\n<h3>Step 4: run in parallel for two weeks<\/h3>\n<p>Keep your sheet going next to the system for a while. Every new booking goes into both. After two weeks you know whether stock, prices and emails are right, and you dare to let the sheet go.<\/p>\n<h3>Step 5: switch on the web shop<\/h3>\n<p>Let customers book and pay by themselves from now on. New bookings arrive without you retyping anything.<\/p>\n<div class=\"tabel\"><table>\n <thead><tr><th scope=\"col\">From your spreadsheet<\/th><th scope=\"col\">How it moves<\/th><\/tr><\/thead>\n <tbody>\n  <tr><th scope=\"row\">Products, stock, prices<\/th><td>Import from CSV or Excel, then check per product<\/td><\/tr>\n  <tr><th scope=\"row\">Current bookings<\/th><td>Enter by hand as orders, including customer and period<\/td><\/tr>\n  <tr><th scope=\"row\">Customers<\/th><td>Created automatically with their first order; duplicates with the same email address are merged<\/td><\/tr>\n  <tr><th scope=\"row\">Old invoices<\/th><td>Stay in your old administration; keep the sheet as an archive<\/td><\/tr>\n  <tr><th scope=\"row\">Maintenance log<\/th><td>Keep as an internal note on the product or order to begin with<\/td><\/tr>\n <\/tbody>\n<\/table><\/div>\n<h2 id=\"after\">What changes after the switch?<\/h2>\n<ul>\n <li><strong>Availability guards itself.<\/strong> A product rented out on a date cannot be booked again for that date, not even by you.<\/li>\n <li><strong>Confirming and invoicing happen automatically.<\/strong> The customer gets a <a href=\"https:\/\/www.be-bookable.com\/features\/customer-emails\/\">confirmation per order status<\/a> and an <a href=\"https:\/\/www.be-bookable.com\/features\/invoice-generation\/\">invoice PDF<\/a>; you retype nothing.<\/li>\n <li><strong>One overview instead of three tabs.<\/strong> In <a href=\"https:\/\/www.be-bookable.com\/features\/order-management\/\">order management<\/a> you see all bookings as a table, a calendar or a workflow board, and drag an order to its next status.<\/li>\n <li><strong>Figures without formulas.<\/strong> <a href=\"https:\/\/www.be-bookable.com\/features\/reports\/\">Reports<\/a> show revenue, orders, returning customers and your most rented products, compared with last year.<\/li>\n <li><strong>Working together without overwriting.<\/strong> <a href=\"https:\/\/www.be-bookable.com\/features\/users-and-roles\/\">Team members with their own roles<\/a> see only what they need.<\/li>\n <li><strong>Accounting in one export.<\/strong> Your orders go to your accountant as an export instead of as loose invoices from your inbox.<\/li>\n<\/ul>\n<h2 id=\"routine\">Keep it simple: a ten-minute weekly routine<\/h2>\n<p>Software takes over the work, not the responsibility. A short fixed routine keeps your administration clean:<\/p>\n<ul>\n <li><strong>Monday:<\/strong> open the workflow board, see what goes out and comes back this week, and move orders that are ready to the right status.<\/li>\n <li><strong>After every return:<\/strong> check the item, note any damage as an internal note on the order and mark the order completed.<\/li>\n <li><strong>End of the month:<\/strong> run the export for your accountant and check in the reports which products were often out and which sat still.<\/li>\n<\/ul>\n<p>That is all. Everything that repeats, let the system do; everything that needs judgement, you do yourself.<\/p>\n<section class=\"check\"><h2>Checklist: switching from Excel to rental software<\/h2><ul><li>Product list cleaned up: names, stock, rental price per period<\/li><li>Buffer time per product decided (cleaning, transport)<\/li><li>Products imported from CSV or Excel and checked<\/li><li>Current bookings entered as orders<\/li><li>Rental terms and thank-you page filled in<\/li><li>Online payments connected<\/li><li>Two weeks run in parallel with the old sheet<\/li><li>Web shop switched on and linked from your website and social media<\/li><li>Old sheet saved as an archive, backup made<\/li><\/ul><\/section><section class=\"faq\" id=\"faq-en\"><h2>Frequently asked questions about rental administration<\/h2><details><summary>Can I import my Excel file into rental software?<\/summary><p>Your product list usually yes: Be-Bookable reads products from a CSV or Excel file with name, category, stock and price. Bookings and customers cannot be imported from a spreadsheet; you enter current bookings by hand as orders, and customers are created with their first booking.<\/p><\/details><details><summary>What do I do with bookings already in my sheet?<\/summary><p>Move them over as orders with the right customer and period. That is an hour of work for a normal calendar. From then on the system keeps stock free for those periods too.<\/p><\/details><details><summary>How much time does the switch take?<\/summary><p>Count on an afternoon for cleaning up, importing and entering current bookings, plus two weeks in which you keep sheet and system side by side. After that, administration takes you about ten minutes a week.<\/p><\/details><details><summary>Do I have to drop Excel completely?<\/summary><p>No. Keep your old sheet as an archive and use Excel for what it does well: your own analysis on an export from your system. Only the day-to-day administration no longer belongs in a spreadsheet.<\/p><\/details><details><summary>Is rental software worth it for a small business with five products?<\/summary><p>Yes, if the software is paid monthly and has no setup fee. With Be-Bookable your first 100 orders are free, so you only see costs once business is running.<\/p><\/details><details><summary>What does rental software cost?<\/summary><p>For a small rental business between 20 and 100 euros per month, depending on the pricing model. A full comparison of eight vendors is in the article on rental software costs.<\/p><\/details><\/section><section class=\"slot\"><h2>Ready to let the sheet go?<\/h2><p>Put your products online today and feel free to run the first two weeks in parallel.<\/p><div class=\"knoppen\"><a class=\"knop knop--p\" href=\"https:\/\/www.be-bookable.com\/sign-up\/\">Start for free<\/a><a class=\"knop knop--s\" href=\"https:\/\/www.be-bookable.com\/resources\/understanding-rental-software-costs\/\">What does rental software cost?<\/a><\/div><\/section><\/article><nav class=\"toc\" aria-label=\"Contents\"><p>Contents<\/p><ol><li><a href=\"#what-belongs\">What belongs in a rental administration?<\/a><\/li><li><a href=\"#excel\">How far does Excel take you?<\/a><\/li><li><a href=\"#signs\">Five signs you have outgrown it<\/a><\/li><li><a href=\"#steps\">From Excel to software in five steps<\/a><\/li><li><a href=\"#after\">What changes after the switch?<\/a><\/li><li><a href=\"#routine\">Keep it simple: a ten-minute weekly routine<\/a><\/li><li><a href=\"#faq-en\">FAQ<\/a><\/li><\/ol><\/nav><\/div><\/div>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>Excel est un bon point de d\u00e9part pour la gestion de vos locations. Voici les signes indiquant que votre logiciel est devenu insuffisant, et comment passer \u00e0 un logiciel de gestion locative en cinq \u00e9tapes.<\/p>","protected":false},"author":1,"featured_media":9327,"comment_status":"closed","ping_status":"open","sticky":false,"template":"elementor_theme","format":"standard","meta":{"footnotes":""},"categories":[22],"tags":[],"bb_blog_topic":[81],"bb_feature_group":[],"class_list":["post-6490","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resources"],"_links":{"self":[{"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/posts\/6490","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/comments?post=6490"}],"version-history":[{"count":4,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/posts\/6490\/revisions"}],"predecessor-version":[{"id":9345,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/posts\/6490\/revisions\/9345"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/media\/9327"}],"wp:attachment":[{"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/media?parent=6490"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/categories?post=6490"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/tags?post=6490"},{"taxonomy":"bb_blog_topic","embeddable":true,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/bb_blog_topic?post=6490"},{"taxonomy":"bb_feature_group","embeddable":true,"href":"https:\/\/www.be-bookable.com\/fr\/wp-json\/wp\/v2\/bb_feature_group?post=6490"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}