Six steps
Contract → return → invoice.
1. Contract creation
Yard manager creates a RentalContract with customer, asset, start/end dates, rate (HOUR / DAY / WEEK / MONTH), included hours, overage rate. Contract starts in DRAFT, flips to ACTIVE on hand-out.
2. Hand-out inspection
Capture pre-rental photos against the asset. Operator hour reading at hand-out is logged so the return delta is unambiguous.
3. Customer use
Customer records hours daily (or hooks in their telematics provider so we sync automatically). Hours roll up to the project = customer-job for billing.
4. Return inspection
Yard tech opens the asset, hits 'New return inspection' under the active contract. Final meter reading + condition (PASS / DAMAGE_NOTED / FAIL) + photo evidence + notes. Status flips to RETURNED.
5. Damage disputes
Customer challenges a damage charge → ReturnInspection holds the photos + tech notes + reading delta. Audit log shows who logged what when.
6. Billing
Final hours × rate (with overage handling when included hours exceeded), plus damage line items. Invoice flows out via QuickBooks Online (when QBO OAuth is configured) or CSV export.
Rental-specific support
What we built for this market.
- ✓RentalContract model: customer (name + email + phone), asset, start/end, rate + unit (HOUR/DAY/WEEK/MONTH/FLAT), included hours + overage rate, status lifecycle (DRAFT → ACTIVE → RETURNED → CANCELED).
- ✓ReturnInspection model: per-contract handback record with conducted-by, final meter reading, outcome (PASS / DAMAGE_NOTED / FAIL), damage notes, photo IDs.
- ✓Tool tracking handles the rental yard's own hand tools (the impact, the air gauges, the diagnostic tablets that go out with techs to customer sites).
- ✓OEM telematics integrations: John Deere Operations Center (OAuth) and Komatsu KOMTRAX get dedicated adapters; ~30 other OEMs flow through the AEMP-generic ISO 15143-3 adapter for hour readings without trusting customer self-reports. (Samsara + Geotab use the AEMP fallback today; dedicated adapters are roadmap.)
- ✓One flat $199/month organization subscription on the standard plan, no surprises as your rental fleet grows. (Per-asset metering is available as an opt-in for legacy contracts that need it.)
Honest scope
What we don't do.
- Online reservations / self-service customer portal — not in scope. We expect contracts to be created by yard staff (in person, by phone, or via your existing rental booking app).
- Generic accounting / GL — we export to QBO (OAuth scaffolded) or via CSV. We aren't a replacement for QuickBooks.
- Insurance certificate management — basic expiry tracking is in DocumentVault; we don't generate COIs.
Try with one contract.
Start a 30-day free trial.
Bring your most-rented unit; create a RentalContract; do a return inspection. If the loop fits, scale.