Many businesses looking to simplify online rentals, manage on-premise rental sales activity, or switch from spreadsheet tracking can benefit from an all-in-one equipment rental software. Here are some of our top picks we found using our advanced review methodology:
- HireHop: Best Overall
- RentMan: Best for Audio and Video Equipment Rentals
- booqable: Best for Outdoor Recreational Rentals
- Texada: Best for Heavy Equipment Dealers
- EZRentOut: Best Online Booking
- RigER: Best for Oilfield Rentals
- Goodshuffle Pro: Best for Event and Party Rentals
HireHop - Best Overall
Why we chose it: HireHop is our top pick for equipment rental management with a solid score of 9.2 for its affordable, upfront pricing, useability, and years of experience in the rental industry. It offers a solution for managing rentals across various industries, including construction, events, and AV rentals. Businesses can keep track of equipment availability, manage maintenance schedules, and streamline the booking process for customers.
HireHop features real-time availability tracking and online booking to allow customers to view and reserve equipment online. The inventory module provides detailed tracking of equipment status, location, and maintenance schedules for the equipment. It also includes custom quoting, contract management, and invoice templates to make customer communication easier.
Rental businesses dealing with equipment that needs to be regularly maintained can use HireHops’ maintenance scheduling tool to track the last time an item was serviced. HireHop also has a CRM tool to manage customer interactions, track rental history, and improve customer retention. Finally, HireHop integrates with accounting software like QuickBooks, Xero, and many others to allow for accurate financial tracking and reporting.
RentMan - Best for Audio and Video Equipment Rentals
Why we chose it: RentMan is our top pick for businesses managing both AV equipment rentals and an AV crew. AV rental companies can keep track of equipment availability, track maintenance, and manage production crew schedules on RentMan.
RentMan has barcode scanning for a quick equipment check-in and check-out process. The software can bundle equipment typically rented together as a package, ensuring all items are available for a job. It also allows businesses to register lost equipment and remove it from inventory. When equipment is sent for repairs or marked as lost, you can easily charge customers for the damage and add those costs to invoices.
For AV rental businesses offering event or production services, RentMan has specific modules for managing a production crew’s event tasks, such as setting up lighting equipment or running sound checks. It allows businesses to track costs by project and understand equipment, crew, and transport expenses for each job, earning it an editor’s score of 8.5.
booqable - Best for Outdoor Recreational Rentals
Why we chose it: booqable made our list for its ability to manage a rental business on mobile devices. Because of its ease of use and mobile accessibility, booqable is a great fit for kayak, bicycle, and camping gear rentals.
We gave it a 8.2 because it allows users to track rental inventory, create or manage orders, and collect customer payments on any device. We found booqable is best for small to medium-sized rental businesses looking to quickly set up a rental operation and manage it on the go. Although some users have found booqable’s maintenance tracking somewhat basic, it works wellfor basic outdoor recreational rentals. Otherwise, businesses can always add a CMMS solution to manage more advanced maintenance.
Booqable allows businesses to create and manage rental websites to list their available products or review rental guidelines. Once new orders are created, users can simply click a button and have rental contracts pre-filled with booking information, including product information, rental period, and terms. These rental agreements can also be signed on mobile devices so customers can quickly fill out and start using their rented equipment.
Texada - Best for Heavy Equipment Dealers
Why we chose it: Texada is a top pick for heavy equipment dealers and rental companies that rent out excavators, aerial equipment, and generators. Texada offers capabilities for managing that equipment, such as tracking real-time inventory, rental contracts, and scheduling equipment delivery or pick-up.
We found the Texada Gateway to be a useful tool for creating rental websites for users who need to set up an online presence. Rental customers can browse and rent equipment, view and manage their account history, or even track deliveries. Some users have found its user interface challenging and require multiple clicks to locate specific features. But after using the system for awhile, it becomes easier to use.
Texada simplifies maintenance tracking by providing preventive maintenance scheduling, work order management, and service history tracking, ensuring equipment is always in top condition. It offers asset management features that enable users to monitor the equipment lifecycles, track usage, and manage all compliance documentation.
EZRentOut - Best Online Booking
Why we chose it: EZRentOut made our list as the top solution for businesses seeking a streamlined online booking experience. EZRentOut includes a configurable webstore widget that lets businesses embed a storefront and catalog into their existing website. EZRentOut offers real-time availability tracking and online reservations, making the booking experience easy for customers.
Rental companies can also manage their inventory with detailed asset tracking, barcode and QR code scanning, and basic maintenance scheduling. EZRentOut enhances customer management with specific customer profiles, automated notifications, and customizable rental agreements. It integrates directly with accounting software such as QuickBooks Online and Xero to provide a well-rounded solution.
EZRentOut’s eCommerce capabilities and other advanced features are locked behind its Premium package. However, its free trial and low starting cost of $79/month make it great for rental companies of any size, including tool rentals, AV rentals, party/event rentals, and IT rentals.
RigER - Best for Oilfield Rentals
Why we chose it: RigER is our top pick for oilfield equipment and tool rental management. It offers capabilities for managing oilfield rentals, including dispatching, rental fleet repairs, and maintenance tracking. Companies can track equipment utilization and location in real-time, ensuring maximum uptime.
RigER supports complex rental agreements and integrates with industry-specific entities like Enverus for ticketing, invoicing, and order management. It can also be customized for specific oilfield operations such as coil tubing, fishing equipment, and workover rigs. RigER integrates with leading accounting solutions such as QuickBooks and Microsoft Business Central to provide a well-rounded solution.
RigER includes a mobile application for customer/vendor portals and equipment scanning, enabling remote access between field and office operations. We found the application works great for operations in remote locations with intermittent internet connectivity, allowing users to access critical information on the go.
Goodshuffle Pro - Best for Event and Party Rentals
Why we chose it: Goodshuffle Pro found its way on our list for its ability to streamline operations for event rentals. Goodshuffle works great for businesses renting tents, chairs, bouncy houses, table linens, and AV equipment.
Goodshuffle Pro has real-time inventory tracking with automated conflict detection to avoid double-booking equipment. It has customizable quotes and contracts capabilities and includes an integrated online payment system to simplify transactions. Goodshuffle can tailor pricing structures to set custom rates, provide seasonal pricing, or offer package pricing. Additionally, Goodshuffle Pro provides tools for scheduling deliveries and pickups and helps manage staff to set up or put down the equipment.
Some users found that Goodshuffle has limited integration with third-party solutions. Still, we found that it integrates with popular accounting software like QuickBooks and can operate completely on the cloud, allowing it to be accessed from anywhere the internet is available.
What is Equipment Rental Software?
Equipment rental software is used for managing inventory, reservations, and maintenance of rentable assets. Some rental businesses seek all-in-one software to simplify online rentals, while others simply want to manage sales activity or electronic invoicing. Yet the needs of a party rental store will be very different from those of a construction equipment rental service. Fortunately, this software offers functionality for all types of operations and also assists with generating quotes and proposals and handling payment processing.
This software is a complete management solution for both the customer experience side and your business’s operational side:
- From the customer experience side, you’ll want software that makes it easy for customers to see in-store inventory and reserve the equipment they need online. The customer should be able to schedule a date to pick up and drop off the rental.
- From the operational side, you need to be able to keep records of all the rentable equipment you own in real-time. You can assign SKUs and catalog the equipment in your system to track what you have available and what is being used. You’ll also be able to schedule pickups and preventative maintenance.
Core Features
| Feature | Functionality |
|---|---|
| Asset Tracking | Track the location of your rentable assets and who is using the asset. |
| Maintenance Management | Track maintenance history, upcoming preventative maintenance schedules, and predictive maintenance. |
| Lease Management | Store and access signed leases and review lease terms of rented equipment in a timely manner. |
| GPS Tracking and Asset Tagging | Use GPS tracking to see the current, real-world location of the asset. Tag assets with a barcode, QR code, or RFID to find information on the cost of the asset, who is renting it, and when it should be returned. |
| Order Management | Track the entire order process from receipt of payment to return of the equipment. Send late fees if the asset isn’t returned on time. |
| Invoicing | Create billing documents that detail the customer’s payment obligations. |
| Accounting | Measure revenue and expenses with modules including accounts payable, accounts receivable, and a general ledger. |
| Fixed Asset Management | Track the cost, valuation, depreciation, and gain or loss on the assets you rent out. |
| Customer Relationship Management (CRM) | Keep detailed records on new and returning customers to enhance the customer experience with better service. |
Equipment Rental Software Benefits
Equipment rental software can optimize your operations in several ways:
Easy Invoice Management
Optimize your payment processes by using software to automate your invoice workflow. Send out timely invoices to customers, receive reminders on payment status, and update customer information all in one place. You can even expand your POS offerings so your customers can pay online or by credit card.
Better Scheduling to Reduce Downtime
This software will provide you with maintenance history data, as well as send notifications for predictive and preventative maintenance. When you stay on top of repairs and maintenance, the assets you rent out will have a longer lifespan, allowing you to continue renting them out longer.
More Organized Rental Schedules
Knowing whether or not your rentable assets are in use is critical for increasing ROI and reducing downtime. Like any inventory management software, an equipment rental solution makes it easy to see which assets are in use and which aren’t. This allows you to use the assets you have on hand and keep them rented out more frequently.
What Does Your Business Need?
- Small businesses and rental-only businesses (no sales): A small business or rental-only business will get by with basic features like inventory management, accounting to track accounts payable and accounts receivable, and document management. You’ll want to be able to stay organized and easily view rental schedules, so you know which assets will be available at future dates to schedule more customers in the future.
- Businesses with both equipment rentals and sales: If your business provides both rental and sales, you’ll want additional modules or a system that tracks point-of-sale. Your inventory management system needs to be able to distinguish between items for sale or rent, as well.
- Large equipment rental businesses: Businesses that rent out heavy machinery and large equipment need software that provides user-friendly preventative and predictive maintenance scheduling and notifications. And you’ll need large-scale customer management modules to handle the high volume of clients.
Common Equipment Rental Categories:
Rental management software is used by many sectors including, but not limited to:
| Industry/Business Type | Top Features: |
|---|---|
| Construction Equipment and Tools | The point of rental in this industry is sometimes to test out equipment before buying, so warranty tracking is a must. |
| Commercial and Industrial Machinery | Preventative and predictive maintenance scheduling and notifications to reduce downtime. |
| Oilfield Tools | Asset tracking to manage the location and utilization of your equipment. Maintenance and repair scheduling to ensure your oilfield tools are working properly. |
| Automotive | Lease management to store and access signed lease terms and agreements. GPS tracking to track the location of your vehicles and avoid theft. |
| IT and Assistive Technology | Online rental scheduling to keep track of checked out equipment and avoid double-booking the same piece of equipment. |
| AV | Asset tracking with the ability to easily store and access technical information on your equipment’s specs. |
| Party and Event | Tracking modules keep tabs on the props, decorations, and other rental inventory you have on-hand and in-use. |
| Sports and Recreational Gear | Maintenance management to track repairs needed and recording if there is damage after the equipment is returned. |
Equipment Rental Software for QuickBooks
For many small businesses, QuickBooks is great for handling basic accounting. Some equipment rental software integrates easily with QuickBooks. The QuickBooks Apps store also lets you link various software solutions to your QuickBooks Online account. QuickBooks Apps lists some equipment rental software solutions including:
- EZRent Out - A cloud-based equipment rental and event/party rental software.
- booqable - Rental equipment software for small to medium-sized businesses that helps track and manage party rentals to medical equipment rentals.
- Goodshuffle Pro - Features inventory management, crew management, and double booking detection. Integrates with QuickBooks Online solutions.
If you’re planning on keeping an existing accounting system like QuickBooks, be sure to check that your new equipment rental solution will integrate.
Pricing
Subscription rates for equipment rental software range between $35 per month all the way up to $2,000 per month. There are also perpetual license pricing plans, which can cost $900 to $4,999 per user. How much your plan costs will depend on how many total users you have, whether you want a cloud-based or on-premise deployment, and any requested add-ons for extra functionality.
Another cost factor to consider is whether you want a mobile app for managing rentals on the go. This can increase the total price of software yet offer valuable flexibility in the long run. A fully customizable app can run on both iOS and Android devices.
Common Equipment Rental Industry Pain Points
- Keeping important information secure. Your rental equipment software will store sensitive information, including the location of your expensive assets, customer contact, and billing details. The solution you choose needs to have security features to protect all of your private information.
- Adapting to changing trends in your industry. Many rental operations need to modify or expand the selection of rental equipment they offer to keep up with evolving trends in their industry. The equipment rental software you choose needs to be able to manage what you have now and be flexible enough to grow with your business.
- Organizing billing, invoicing, and contracts. Without equipment rental software, tracking recurring invoices, late fees, and signed contracts is extremely difficult. Forgetting to invoice a customer or incurring a late fee when necessary will cost you. Equipment rental software will automate invoice payment reminders, send alerts for contract renewals, and assist with invoicing.
- Unorganized or non-existent inventory tracking. If you don’t have a system for managing inventory or are using pen and paper or Excel, you are likely losing money. Without software, it’s significantly more difficult to manage reservations and inventories. You could have equipment sitting around for long periods of time or accidentally double-book the same piece of equipment, causing you to lose business. This software makes it easy to see what you have available and when the equipment will be used.
Industry Trends
- Online bookings: More and more people and businesses prefer to rent equipment online. Equipment rental management software lets customers see inventory availability in real-time so they can make reservations outside of business hours.
- GPS tracking: Rental companies are investing in more advanced security measures like GPS and geo-fencing. ConstructionBriefing found that the average construction rental theft falls between $35,000 to $45,000 of lost value for a business. By utilizing GPS tracking, rental businesses can improve their recovery of stolen equipment. They also found that with the increase of GPS technology recovery rates are up to about 22% from just 5% 15 years ago.
- Rental industries see revenue growth: As reported by the American Rental Association at ARA show, the U.S. equipment rental market is projected to grow by 7.9% in 2024. And the construction and industrial rental equipment segment is growing by up to 7.5%.
- Increasing the customer experience through eCommerce: Technological advances over the last few years have made it easier for more businesses to manage and support customer relationships. Businesses can improve delivery, pickup, and return processes. According to Statista, over 60% of all business sales are now made through eCommerce. An online platform offering customers a simple booking experience is crucial for capturing more sales.
What Do The Industry Leaders Use?
The equipment rental industry’s leaders use software to streamline their operations. Below is a list of what they are using to manage their equipment rentals in North America.
| Company | Overview | Software Used |
|---|---|---|
| United Rentals | The largest equipment rental company in the world. | Total Control® |
| Sunbelt Rentals | Leading equipment rental company, a subsidiary of Ashtead Group. | RentalMan by Wynne Systems |
| Herc Rentals | Offers equipment for various industries including construction, industrial, and utilities. | FleetLogic |
| Home Depot Rental | Provides rental equipment for homeowners, DIY enthusiasts, and small contractors. | Point of Rental |
| H&E Equipment Services | Full-service equipment company providing rentals, sales, parts, and service. | Wynne Systems |
