Equipment Rental Software — Delivery, Tracking & Payments

A tool and equipment yard, run from a phone.

Ridgeline Rentals is our test yard in Dayton, Ohio: one mini excavator, five demolition hammers, two plate compactors, three generators and a utility trailer. Every screen below comes from it, with its rentals from late September through October.

Every machine with its price by the day and its own calendar.

A contractor calls to ask if the mini excavator is free on Thursday and what three days cost. The answer is in a notebook on the counter.

On your website every machine has its photos, its price for a day, three days and a week, and a calendar of the free days. The customer picks the days and sees the price: three days of the mini excavator are $795, not $885.

The mini excavator on the website: October 20–23 picked, $795 for three days

The days, the price by duration. Click the image to enlarge.

Five identical hammers: five units, each with its number.

You have five identical demolition hammers and no idea which one is where. One comes back without its chisel and you can’t tell who had it.

Every unit has its own number, DH-01 to DH-05. The customer only sees “available”. At handover you choose which one goes out, and the list shows only the units free on that customer’s days; the ones already out don’t appear.

Preparing Ryan Patel’s order: two hammers to pick, and the list shows only DH-01, DH-03 and DH-05, because DH-02 and DH-04 are out with Megan Fisher until the 10th

You pick the unit at handover, from the free ones. Click the image to enlarge.

The down payment and the deposit, visible from the booking.

The deposit is haggled over at the counter, in cash, and handed back “on trust”.

At checkout the customer sees the total, the 30% down payment due now and the balance. Each machine’s damage deposit, $1,000 for the mini excavator, sits on the order and is taken at handover.

Checkout: the mini excavator, October 20–23, the down payment due now and the balance due later

The down payment at booking, on the real order. Click the image to enlarge.

The rental agreement is signed on the phone, not on the counter.

The agreement gets printed, signed in a hurry at pickup and lost in a binder.

With the confirmation, the customer gets a link to the agreement. They read it and sign it on their phone before handover. The signed agreement stays on the order.

The rental agreement on the customer’s phone: the agreement text, the name, the consent box and the signature

Text messages: the mini excavator booking confirmed, the agreement link, “Signed”, the delivery time

The agreement on the phone; the confirmation (texts, drawn).

Handover: the unit, the checklist, the deposit. On one screen.

At handover someone writes down by hand what goes out, the hour meter and the condition. The customer signs a sheet that gets soaked on the trailer.

The handover screen has the whole order: the units going out, the handover checklist (you fill it in, then the customer signs it on their phone), the deposit to take and the balance still due. “Mark as sent” and the order is out.

Megan Fisher’s handover screen: the order sent, hammers DH-02 and DH-04, the handover checklist complete, the $300 damage deposit, the balance due

Handover, on the real order. Click the image to enlarge.

Jobsite delivery, with the driver on his phone.

The driver leaves with an address on a sticky note and calls from the road to ask who he hands it to.

Delivery orders show up in the day’s logistics list with the jobsite address. You give them to Tony, and he sees them in the driver app: the route from the yard, the address with navigation, who’s waiting for him with a call button, the rental days and what to load. At handover, the customer signs on his phone.

Logistics for Tuesday, October 13: the mini excavator to deliver to Kowalski Builders, 1438 Brookhaven Dr

The driver app, Tony: Tuesday’s delivery, from the yard at 4120 Springfield Pike to Kowalski Builders, 1438 Brookhaven Dr

The order in the driver app: Dave Kowalski with call and message buttons, Kowalski Builders LLC, October 13–16, the mini excavator to load

The delivery confirmed in the driver app: Dave Kowalski’s name and his signature

The day’s list; the driver app: the route, the order, the signature at handover. The driver app comes with the Driver app & dispatch plan. Click the image to enlarge.

What’s out and what’s in the yard, unit by unit.

On Friday evening you don’t know how many hammers come back on Monday, or whether you can promise the excavator for Tuesday.

The calendar shows every machine and, under it, each of its units, day by day: who has it, from when until when. You see at a glance what’s out and what’s coming back.

The calendar for October 1–17: the mini excavator, the hammers, the compactors, the generators and the trailer, each unit on its own row

Every unit, by the day. Click the image to enlarge.

At return: the hour meter and the damage, recorded on the spot.

The excavator comes back with 32 more hours and a bent handle, and the argument about who pays lasts a week.

At return the screen asks for the hour meter, with the last reading next to it, and a tick that you checked. If something broke, you press “Report damage”: what broke, whether it can be repaired, until when it’s out of service and what it will cost. The unit can’t be rented again until it’s fixed.

The mini excavator’s return: the hour meter, 1,236 at handover, 1,268 at return, ticked “Checked”

The damage report on the plate compactor: damaged, guide handle bent and air filter cover cracked, repairable, back in service October 12, estimated $150

The meter and the damage, at return. Click the image to enlarge.

The return inspection report, signed by both.

There is no return report: the customer drives off, and you find the damage the next day.

After the return, the inspection report shows up on the order: you fill it in with the meter and what broke, then the customer signs it. They also get it by text, with the deposit released and the repair cost.

The plate compactor’s return screen: the order returned, the return inspection report complete

The plate compactor’s return inspection report: the hour meter at handover and at return, the condition, the remarks and both signatures

Text messages to the customer: the return inspection report, the $123 repair with its payment link and the deposit released

The report on the order; the document (generated image); the texts (drawn). Click the image to enlarge.

The repair is billed on its own. The money, by the day.

The repair is remembered “for next time”, and at the end of the month you add up the receipts.

The shop puts the labor and the part on the job, and the customer gets a separate order to pay from a link. The report shows what came in, by card and in cash.

The repair order: labor, $85, and the air filter cover, $38

The payments report for September–October

The repair, on its own order; the money. Click the image to enlarge.

Your rental website, with the equipment and the paperwork. Included.

The business has a Facebook page with old photos and a phone number.

We build it in your name: the equipment with prices by the day, how the paperwork works on the phone, jobsite delivery. Hosting is included.

The Ridgeline Rentals website on a phone: “Tomorrow’s machine, booked today. Paperwork on your phone.”, the equipment with prices, the paperwork in four steps

Ridgeline, the test yard. Yours looks like yours.

Ridgeline Rentals is a test yard we built for this page; the customers’ names are made up, the phone numbers don’t exist and the photos are generated. The text messages are drawn and the return inspection PDF is a generated image; every other screen is the system, with the test yard’s rentals run through it.

Questions rental yards ask us

If yours isn’t here, ask us. A person answers.

Does my rental agreement stay mine?

Yes. We put it in as it is, as text the customer reads and signs on their phone. The checklists follow the way you fill them in today: the condition, the hour meter, the remarks.

I have five identical units. How do I tell them apart?

Each one has its own number. The customer only sees “available”; at handover you choose which one goes out, from the units free on their days, and you can always see which one is with whom.

How is the damage deposit handled?

The deposit sits on the order from the booking and is taken at handover, by card or in cash, the way you take it now. At return it’s released, or kept for the repair.

Can I take photos at handover and at return?

Today you record the condition and the remarks in the checklist. Photos on the order are the next step; we build them for the yards that ask for them.

I deliver to jobsites. How does the driver know?

Delivery orders show up in the day’s list with the address. You assign them to a driver, and he sees them in the driver app: the route, the address with navigation, the customer and what to load. At handover the customer signs on his screen. The driver app is on the Driver app & dispatch plan.

My machines are serviced by the hour.

The hour meter is read at every return, and the service (an oil change every 250 hours, say) comes up on its own when it’s due. A unit in the shop can’t be rented.

What if I’m seasonal?

Reservety is month to month and you can cancel anytime. If you close for the winter, the Hibernation plan keeps your yard, your customers and your website for $15 a month.

Do I need a credit card for the trial?

No. The trial is fourteen days and free, with no card. You pay the first month when you want us to start your setup.

Equipment Rental Software with Delivery Tracking & ID Verification. Built For You.

Connects with the tools you already use

A tool and equipment yard, run from a phone.

Every machine with its price by the day and its own calendar.

Five identical hammers: five units, each with its number.

The down payment and the deposit, visible from the booking.

The rental agreement is signed on the phone, not on the counter.

Handover: the unit, the checklist, the deposit. On one screen.

Jobsite delivery, with the driver on his phone.

What’s out and what’s in the yard, unit by unit.

At return: the hour meter and the damage, recorded on the spot.

The return inspection report, signed by both.

The repair is billed on its own. The money, by the day.

Your rental website, with the equipment and the paperwork. Included.

You run the business. We build the tech.

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