Vendor Guide
First-Time Vendor Guide
01 — How to Add a New Listing
Adding your first rental listing takes just a few minutes. Here’s how:
Step 1 — Go to your Vendor Dashboard
After logging in, click Vendor Dashboard from your account menu.
Step 2 — Navigate to Bookings
From the dashboard sidebar, click: Bookings → Add New Booking
Step 3 — Fill in your listing details
Complete all required fields:
- Name — give your item a clear, descriptive title
- Example: Heavy-Duty Power Drill – DeWalt 20V
- Description — describe the item honestly. Include:
- condition
- what is included
- any limitations or requirements for use
- Category — select the most relevant category
- Price — set your rental price per day/week/period
- Rental Availability — set your available dates using the booking calendar
Step 4 — Upload your photos
See Section 02 below for image recommendations.
Step 5 — Publish your listing
When everything looks good, click Publish. Your listing will go live on the Gear Next Door marketplace immediately.
Tip: The more detail you provide, the more trust you build with renters. Complete listings get more views.
02 — Recommended Image Sizes for Listings
Good photos make a big difference. Renters want to see exactly what they are getting before they commit.
Technical recommendations
Image type | Recommended size | Aspect ratio |
|---|---|---|
Main/cover image | 1200 x 1200 px | 1:1 square |
Additional images | 1200 x 900 px | 4:3 landscape |
Minimum acceptable | 800 x 800 px | 1:1 square |
Photo tips
✅ Use the first photo as your hero shot — show the full item clearly
✅ Use natural daylight — avoid flash and artificial lighting where possible
✅ Keep the background plain and uncluttered — let the item stand out
✅ Shoot from multiple angles — front, back, sides, and close-up details
✅ Show the actual condition — photograph any wear, marks, or imperfections honestly
✅ Use your own photos — do not use stock images or manufacturer photos
✅ Upload up to 10 images — the more the better
Tip: Square images display best across all pages, including search results and category views. Always start with a clear, well-lit full-item shot as your first photo.
03 — Admin Commission Disclosure
Gear Next Door charges a platform commission on completed rental transactions.
How it works
- A percentage-based commission and/or a fixed fee is deducted automatically from each completed rental
- The commission amount is set by the platform administrator
- You will always see your net earnings clearly displayed in your Vendor Dashboard
What this means for your pricing
When setting your rental price, keep the admin commission in mind so your final payout meets your expectations.
Important: The applicable commission rate will be communicated to you at onboarding or through your Vendor Dashboard settings. If you have questions about your commission rate, please contact the Gear Next Door team.
Tip: Factor the commission percentage into your rental price before publishing so your earnings reflect what you actually want to make.
04 — Using the Dashboard to Track Orders
Your Vendor Dashboard is your central hub for managing all rental activity.
Where to find your orders
From your dashboard sidebar, click: Orders or Bookings
What you can track
Feature | What it shows |
|---|---|
Active rentals | Items currently rented out |
Pending requests | Rental requests awaiting your confirmation |
Completed orders | Past rentals and transaction history |
Earnings | Revenue, commissions, and net payouts |
Booking calendar | Availability and scheduled rental dates |
Order status types
- Pending — a renter has requested your item, awaiting confirmation
- Confirmed — rental is approved and scheduled
- Active — item is currently with the renter
- Completed — rental period has ended
- Cancelled — rental was cancelled by either party
Tip: Check your dashboard regularly to respond to rental requests promptly. Fast responses build trust and improve your vendor rating.
05 — Sales Tax
Important Notice for All Vendors: Sales tax collection is the sole responsibility of the vendor.
Gear Next Door does not collect, calculate, or remit sales tax on your behalf.
What this means for you
- You are responsible for understanding the sales tax requirements in your state and locality
- All applicable sales tax must be included in your listed rental price
- Gear Next Door will not add tax on top of your listed price at checkout
Best practice
- Research your local and state sales tax obligations before publishing listings
- Build any applicable sales tax directly into your rental price
- Keep records of your rental income for tax reporting purposes
- Consult a tax professional if you are unsure of your obligations
Tip: The simplest approach is to include your estimated tax in your rental price from the start. This keeps your pricing transparent to renters and ensures you are covered.
Need Help?
If you have questions about your vendor account, listings, or dashboard features, our support team is here to help.