Rental Equipment Billing & Maintenance System

Streamline your rental operations with precision

Advanced rental equipment management software to eliminate tracking errors, automate billing and maintenance, and provide transparent experiences for managers and customers in tool shops, AV rentals, and beyond.

Trusted by rental businesses
Efficient rental equipment management software visual

The Core Problem

Rental shop owners face revenue losses from manual tracking errors, such as double bookings, overlooked returns, untracked damages, and missed fines. Customers experience uncertainty with equipment availability and lack of reminders, leading to unexpected fees and frustration. Our rental equipment management software provides a centralized platform for seamless billing, maintenance tracking, and transparent operations, preventing disputes and maximizing efficiency for tool shops, AV rentals, and equipment fleets.

  • Double bookings and scheduling errors
  • Missed returns and uncollected fines
  • Untracked damages and disputes
  • Ignored maintenance leading to downtime

Outcome

A robust equipment billing system that automates tracking, ensures transparency with photo evidence, and scales for small shops to large fleets.

Designed for Every Role

Manager (Shop Owner)

Oversees inventory, bookings, payments, and analytics with full control. Assigns tasks, monitors maintenance, and generates reports for smooth operations.

Customer

Accesses a self-service portal to browse equipment, book rentals, view invoices, upload documents, and track rental status with ease.

Technician (Custom Addon)

Handles maintenance tasks, uploads photos and notes, updates equipment conditions, and communicates with the manager for efficient repairs.

Manager Dashboard

Gain a clear overview of operations with real-time insights into rentals, availability, and performance.

  • Rental overview by status: Active, Overdue, Returned
  • Equipment availability calendar with booked and maintenance slots
  • Payment tracker for pending deposits, fines, and collections
  • Customer activity: Recent bookings, returns, disputes
  • Analytics charts: Revenue trends, popular items, overdue patterns
  • Real-time alerts for new bookings, returns, and maintenance needs
  • Messaging hub for customer and technician communications
Manager Dashboard preview for rental management

Standard Plan

Core rental equipment management software features for efficient tracking, billing, and customer handling in small shops or solo operations.

Equipment Catalog & Setup

Included

Effortlessly manage your inventory with detailed listings, pricing, and real-time status updates.

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Availability Calendar & Quick Booking

Included

Visualize equipment slots and enable seamless bookings without overlaps.

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Customer Booking Form

Included

Capture essential details for rentals with easy submission and approval.

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Check-Out/Check-In Workflow

Included

Document equipment condition with photos and digital signatures for transparency.

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Deposit, Billing & Late Fees

Included

Automate invoices and fines for accurate, hassle-free payments.

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Damage & Dispute Handling

Included

Record damages with evidence and manage resolutions efficiently.

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Maintenance Scheduling & History

Included

Track and schedule repairs to minimize downtime.

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Rental Agreement Generator

Included

Create customizable PDF agreements for every booking.

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Automatic Reminders

Included

Send timely return and payment alerts to reduce oversights.

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Two-Way Messaging System

Included

Facilitate secure communication between managers and customers.

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Simple Reports & Exports

Included

Generate and export CSV reports for insights.

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Audit Trail

Included

Log all actions for complete transparency and accountability.

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Only $99/one-time payment only

Access the full base platform for your rental team.

  • Unlimited bookings
  • Email notifications
  • Role-based access
  • Customer portal

Enhance with add-ons for advanced needs.

All Add-ons

Customize with premium features for growing rentals — $20-35 each.

Automated Maintenance Scheduling

$25/mo

Automatically schedule maintenance to prevent equipment failures.

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Smart Availability Insights

$22/mo

Analyze trends to optimize inventory and pricing strategies.

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Dynamic Pricing & Seasonal Discounts

$28/mo

Adjust rates based on demand to boost bookings.

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Automated Follow-Up Messages

$20/mo

Send post-rental messages to encourage repeats.

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Custom Contract Builder

$24/mo

Tailor agreements for different equipment types.

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Role-Based Access Control

$30/mo

Customize permissions for secure, scalable operations.

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Damage & Deposit Dispute Report

$21/mo

Generate summaries to resolve disputes transparently.

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Multi-Unit / Multi-Branch Mode

$35/mo

Manage multiple locations with consolidated reporting.

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Technician Role for Maintenance

$26/mo

Assign and track maintenance tasks efficiently.

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Smart Reminder Dashboard

$23/mo

Display countdown timers for returns in customer portals.

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Loyalty / Points Program

$27/mo

Reward repeats with redeemable points for discounts.

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Automated Promotions

$20/mo

Schedule targeted offers to drive sales.

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Saved Equipment Lists

$22/mo

Let customers favorite items for quick re-booking.

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Multi-Language System Toggle

$25/mo

Support diverse customers with easy language switches.

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Extend Rental Feature

$24/mo

Allow customers to request extensions via portal.

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Digital Signature on Return

$21/mo

Confirm conditions with timestamped signatures.

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Customer Insights Dashboard

$20/mo

View rental stats in customer portals.

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Overdue Follow-Up Automation

$23/mo

Automate reminders and fines for late returns.

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WhatsApp Notification Addon

$99

Send and receive unlimited WhatsApp messages and notifications.

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WhatsApp Media Notification Addon

$25/mo

Send images and media through WhatsApp notifications.

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Telegram Notification Addon

$35

Send notifications and reminders via Telegram.

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Custom SMTP Addon

$30

Integrate your own SMTP server for email notifications.

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Quick Comparison

Standard Plan

Essential rental management for daily efficiency

$99/one-time
  • Equipment Catalog & Setup
  • Availability Calendar & Quick Booking
  • Customer Booking Form
  • Check-Out/Check-In Workflow
  • Deposit, Billing & Late Fees
  • Damage & Dispute Handling
  • Maintenance Scheduling & History
  • Rental Agreement Generator

Custom Add-ons

Advanced tools for scaling rental operations

$20-35 each
  • Automated Maintenance Scheduling
  • Smart Availability Insights
  • Dynamic Pricing & Seasonal Discounts
  • Automated Follow-Up Messages
  • Custom Contract Builder
  • Role-Based Access Control
  • Damage & Deposit Dispute Report
  • Multi-Unit / Multi-Branch Mode

What Rental Businesses Are Saying

“Downtime reduced significantly with automated maintenance—game-changer for our fleet.”

— Alex, Tool Shop Owner

“No more disputes; photo evidence and agreements make everything transparent.”

— Jordan, AV Rental Manager

“Overdue fines are now collected automatically, boosting our revenue effortlessly.”

— Taylor, Equipment Fleet Operator

Ready to optimize your rental business?

Begin with the Standard Plan and scale with add-ons for advanced rental management.