Rental management system for an equipment hire company
We replaced the spreadsheet records of a two-site hire company managing several hundred machines with a booking calendar, QR-code equipment tracking and automated contract handling.
The starting point
Machine availability was tracked in a shared spreadsheet, which regularly led to double bookings — customers sometimes only found out on arrival that the machine they had reserved was actually with someone else. Rental contracts and deposit records were written by hand, and mandatory periodic maintenance often slipped because nothing flagged when it was due.
Our solution
Every machine received a QR-code identity, and availability is shown in a shared booking calendar across both sites. At hand-out the system generates the rental contract automatically from the scanned code, partner data and deposit; at return it records operating hours and machine condition. Maintenance is scheduled automatically based on operating hours and the calendar, and returning partners can check availability for their desired period on a simple web interface.
The outcome
Double bookings have disappeared since launch, drawing up a contract takes seconds instead of minutes, and for the first time it became visible how much individual machines sit idle — the client has since rebalanced the fleet composition based on this. Thanks to maintenance reminders the machines are more reliable, with fewer breakdowns during rentals.
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