Where an equipment yard loses margin
Not the diesel, not the maintenance. These three are harder to see and cost more.
The damage that arrives back quietly
A machine returned with a new dent and nobody sure when it happened. Condition notes and photos at hand-over and return settle it in two minutes.
The deposit nobody collected
A machine leaving the yard without a deposit is a risk you carry for free. Taken at booking, it protects the asset before it moves.
The machine that never earns
Some equipment pays for itself twice a year and some sits behind the shed. Utilisation reports tell you which is which before you buy another one.
From catalogue to return, in one file
Availability, contracts, deposits and condition all hang off the same rental.
Equipment catalogue online
Every machine with its specifications, photos, day rate and week rate, published on your own site for customers to browse.
A calendar per machine
Each unit has its own availability, so you can see instantly what is out, what is booked and what is standing idle.
Reservations with deposits
Customers reserve online and pay a deposit up front, which filters the enquiries that were never serious.
Rental contracts and handover notes
The agreement is generated from the booking, and the handover note records condition, hours, fuel and accessories that left with it.
Damage and return tracking
Condition at return is recorded against condition at departure, so a dispute has evidence rather than two opinions.
Utilisation reporting
Days rented, revenue and idle time per machine, so the next purchase is based on numbers instead of instinct.
What changes
in the yard.
Software is only worth the subscription if the day feels different. This is where it does.
They see the machine is free for Thursday to Monday, pay the deposit and get a confirmation with the collection details.
Hours, fuel, accessories and condition photos are recorded on the rental, and the contract is signed on the spot.
The machine shows as out until it comes back, so nobody promises it to a second customer for the same days.
New photos beside the old ones, extra days and damage added, invoice generated. The machine is available again immediately.
What does it cost?
A yard with fifteen machines and one with two hundred are not the same job, so there is no single sticker price. Three things decide yours:
How many machines you track, since each unit needs its own calendar, rates and condition history.
Whether you take deposits online, because card payments need a payment provider connected and tested first.
How much history moves over, from your old system or your spreadsheets, because we migrate equipment, customers and future bookings rather than leaving you with an empty database.
Hosting, SSL, daily backups, updates and support are inside the monthly price. There is no separate hosting bill and no commission per rental, whether you hire out ten machines a month or a hundred.
Ask for your priceQuestions rental yards actually ask
Can I rent the same model as several units?
Yes, and you should. Each physical unit has its own calendar and its own condition history, even when five of them share the same catalogue entry.
How are deposits handled?
You set a deposit per machine or per category. It is taken at booking, held against the rental and released or partly retained when the machine comes back.
Does it track service intervals?
Yes. Hours or days since last service are recorded per machine, so a unit due for maintenance can be blocked from the calendar before it goes out again.
What if a customer keeps the machine longer?
Extra days are added to the rental at your rate and appear on the invoice. The calendar updates too, so the next booking is not silently broken.
Can customers see availability themselves?
Yes. The catalogue on your website shows what is free for the dates they enter, which removes most of the phone calls that only asked that.
How long before we are live?
Usually one to two weeks depending on the size of the fleet. We load your machines, rates and contract template, migrate your data and train the team.
See it with your own machines in it
Open the live demo to click through it yourself, or send us your equipment list and we will set up a version with your machines and your rates.
Looking for something else? See all our business apps.