Skip to main content
The first months of the year brought a steady run of improvements to Sharefox, our equipment rental management system built for operators who run booking, inventory, invoicing, and self-service access from one platform. This update is a practical, feature-by-feature look at what changed in March 2025 — what it does, who it’s for, and how to turn it on. Nothing here is theoretical: every item below shipped to production and is already in use by Sharefox customers running vehicle, equipment, and self-storage rental businesses.
As one rental operator using the platform put it during a support call this spring:
“The small stuff — a login email change, a discount rule, an automatic cancellation — is what actually eats admin time every week. Fixing those is worth more to us than a flashy new dashboard.”
That’s the spirit of this release: fewer manual steps, tighter accounting integrations, and more control over pricing and access, so operators can spend less time on admin and more time on the parts of the business that need a human.
What Changed This Month
| Area | What shipped |
|---|---|
| Pricing & discounts | Customer-specific category discounts, configurable from the Customer Page |
| Customer accounts | Admins can now change a customer’s login email directly |
| Scheduling | Custom Delivery Status colors for a clearer visual Schedule |
| Contracts | Custom contract PDF title and terms, supported by our team |
| Invoicing | VAT/no-VAT receipts, new order fields to invoices, Fortnox/PowerOffice/Visma improvements |
| Billing | Subscriptions can now charge on the same calendar day each month |
| Self-service | Automatic cancellation of access when an order is cancelled |
| Inventory | Randomized inventory allocation option for Auto-Allocation |
| Performance | Faster Storefront, Calendar, and Admin Inventory loading |
Improved Customer Level Discounts
If you sell to a mix of B2C and B2B customers, blanket discounts rarely make sense. You can now set customer-level category discounts directly from the Customer Page in Admin, and — because product categories can be nested as children under parent categories — you can get as granular as you need. A wholesale partner might get a discount only on your trailer category, for example, while a walk-in customer pays list price. This sits alongside the broader pricing and rate management tools already available in Sharefox, and it’s a direct response to feedback from operators managing tiered B2B relationships.
Change the Customer Login Email
Customers change email addresses more often than most rental businesses plan for. Support teams can now update a customer’s login email themselves, from Customers → select the customer → Information tab → Actions → Edit → Login Email — no need to ask the customer to re-register or lose their order history.
Customize Your Delivery Status Colors
Visual clarity matters when you’re managing a busy Schedule. You can now customize the colors assigned to each Delivery Status, and if the built-in set doesn’t cover your workflow, Support can create new statuses entirely. It’s a small change, but for teams triaging dozens of orders a day, color-coding cuts down on misreads.
Custom Contract PDFs
By default, contracts generated in Admin use the standard Webshop terms and conditions. If your legal or operations team wants something different, Support can now help you change the document title and insert custom terms and conditions — useful if you want to shorten a contract for readability or align the wording with your own rental agreements and waivers.
VAT-Aware Receipts
Businesses selling to both private individuals and companies often need to show prices differently depending on the buyer. Email receipts can now display prices with or without VAT based on customer type — reach out to Support to enable this for your account.
Same-Day Monthly Billing for Subscriptions
Instead of billing every 30 or 31 days, subscriptions can now charge on the same calendar day each month. This removes the drift that made invoices land on different days over time, which matters for both customer trust and your own cash-flow forecasting. It’s a natural complement to our existing subscription management tools, which already support flexible recurring billing for rental, hybrid, and pure subscription models.
Self-Service Automatic Cancellation
Previously, when a customer cancelled an order using a self-service product — an Inet key or a ShareBox unit, for instance — a staff member had to manually revoke access. That step is now automated. It closes a real security gap (revoked access happening immediately rather than “whenever someone gets to it”) and removes a manual task from your team’s queue. This builds on the self-service rental infrastructure that already handles check-in and check-out without staff on site.
Randomized Inventory Allocation
If you track rentals down to the specific unit and use Auto-Allocation, Sharefox previously always allocated the first available item. You can now configure the system to pick a random available item instead. For operators who need more slack between rentals of the same physical unit — to fit in cleaning, inspection, or maintenance — this spreads wear and rest time more evenly across your fleet. It sits inside the same inventory management system that handles your stock levels and item-level tracking. Contact Support to switch it on.
Send a Specific Order Directly Over to Fortnox
Orders can now be sent to Fortnox individually, in addition to the standard batch export. That matters most for till payments, where getting a cash receipt into your accounting system in seconds — rather than waiting for the next batch — closes the loop for same-day reconciliation.
Invoicing Improvements
A cluster of upgrades landed for teams handling invoicing and accounting integrations:
- New order fields — item Inventory ID and order Public Notes — can now pass through to invoices where configured.
- PowerOffice gets flexible field mapping.
- Fortnox gets payment method mapping.
- Visma eAccounting integration improvements.
- General performance gains across invoicing.
Together with broader platform integrations, these changes reduce the amount of manual re-entry between Sharefox and your accounting system — one of the most common sources of admin error we hear about from customers.
A Quick Before/After
| Task | Before this update | After this update |
|---|---|---|
| Revoking self-service access after a cancellation | Manual, staff-dependent | Automatic |
| Sending a till-paid order to Fortnox | Wait for the next batch | Send that order immediately |
| Billing a subscription monthly | Charges drift across different days | Same calendar day every month |
| Allocating inventory items | Always the first available item | Optionally randomized for even wear |
| Setting a discount for one customer | Store-wide rules only | Category-level, per customer |
For Self-Storage and Property Operators
Self-storage and property managers get a broader set of improvements this round: online booking and payment for units, automated access and lock control, and simplified handling of subscriptions and long-term agreements. Combined, these are aimed at making it faster to bring a new site online with minimal added admin — see how this fits into a wider self-storage software setup, including payment processing for self-storage tenants.
Performance and Platform Improvements
- Faster Storefront general loading time.
- Faster Calendar availability loading.
- Faster Admin Inventory loading.
- Improved Autopass service: faster processing, clearer user-facing messages, cleaner timestamp data.
- New Public API endpoint for admin/customers, extending the Sharefox API for teams building custom integrations.
- Ability to edit Blog URLs directly from Admin.
All in one platform
