Staying on top of different operational processes is challenging when growing an equipment rental business.
You need to meet demand and keep track of all your valuable assets while also dealing with administration and finances.
If it feels like you could use some help, it’s the right time you consider different software tools.
We’ve reviewed 10 software solutions suitable for companies dealing with heavy equipment rentals, dividing them into 4 subcategories that target different needs.
Regardless of your priorities, you will surely find a tool that fits your needs.
In this article...
Rental Management Software
There are specialized tools for rental management.
Also known as asset lease software, these tools are designed to give you a single, unified view of key rental processes and all your assets.
From inventory management and booking to invoicing and customer relationship management, these solutions provide necessary automation and will help you leave spreadsheets behind once and for all.
Praxedo
Praxedo’s equipment rental software works for multiple industries, but its field service management solution is tailored for managing heavy equipment transfers and field operations.
If you prioritize maintaining asset health, you’re going to love Praxedo’s new advanced scheduling feature, which brings unparalleled ability to solve any maintenance emergencies.
The feature allows you to speed up response time and determine which field technicians should be dispatched on the field based on their skill set, travel time, and the customer’s availability.
The technicians can easily access equipment history using Praxedo’s customizable mobile app, which also supports remote collaboration through photo sharing and in-app chat.
The customer portal feature enhances collaboration further, allowing work order creation and updates in real-time, and access to critical equipment information.
Praxedo also integrates seamlessly with third-party accounting and scheduling systems you may already be using.
Based on Capterra reviews, users praise Praxedo as a route planning tool and for tracking maintenance expenses, but note reporting problems when dealing with high volumes of data.
However, if you’re aiming to set up an online storefront you won’t find website builder or e-commerce capabilities like in Texada and Booqable, which we’ll cover next.
When it comes to pricing, you can choose between several plans, starting at $39 per user (minimum of 5 users), including a mobile-only plan offering more flexibility and customization.
For more comprehensive equipment and secondary resources management, you’ll need to opt for the Premium plan.
Texada
Texada is a purpose-built rental software solution whose features are designed with heavy and construction equipment in mind.
As a total suite, it boasts 164 features and covers key equipment rental needs; from inventory management to payment processing.
It can be tricky to make sense of the added value of each module without reaching out to Texada directly, but the core of what you’re getting is:
- direct bookings and payments through the e-commerce portal,
- rentals and inventory management
- automated maintenance and repair tracking from any device,
- real-time tracking for optimized delivery routes
- integrations with accounting systems.
As with all good solutions, you can access all this information from a single dashboard on a web or mobile application.
While Texada falls behind Praxedo when it comes to advanced maintenance scheduling, it still has powerful GPS tracking and telematics capabilities, allowing you to monitor assets’ usage and location in real-time.
It has a definitive advantage when it comes to streamlining payments, invoicing, and customer relationship management, especially through its Texada Gateway, which consists of an e-commerce website, administration panel, and a customer access portal.
Texada is an excellent choice for companies that want comprehensive functionalities, and look to scale their business.
Keep in mind that the tool’s overall ease-of-use ratings are lower compared to alternatives, with some users pointing out the learning curve and difficult navigation.
Texada doesn’t offer a free trial, and since the pricing is not provided online, you’ll have to schedule a call or book a demo to see if this software is your perfect fit.
Booqable
Booqable is a rental software and website builder that has solutions for multiple sectors, including construction equipment rental.
It’s particularly suited for up-and-coming rental businesses that need a seamless solution for back-end managing of their inventory and orders, but also a way to quickly set up an online presence and checkout options.
Booqable’s rental website builder enables a great degree of customization to nail your branding, but you can easily add booking options to your existing website thanks to integrations.
A wealth of payment methods (40+) also enables you to appeal to more users and expand your customer base.
However, there are downsides to prioritizing the online store and swift invoicing, and that’s the lack of maintenance-related features or utilization insights.
Sure, you can schedule maintenance but don’t count on getting insights into your heavy-duty assets’ usage outside of its availability.
Nevertheless, Booqable shines through when it comes to reducing manual tasks through better email and document workflows on all devices.
Auto-generated and pre-filled invoices, quotes, and contracts save time, although the app doesn’t support picture uploads for scheduling or delivery confirmation.
All in all, users like that the system is easy to use while providing key rental system functionalities (outside of maintenance), but feel that it needs better order management.
Booqable’s pricing starts at an affordable $35 a month ($29 if you choose the annual subscription), and it’s adjusted based on the number of users and locations.
Adding a new location/shop will cost you $25 more a month, but keep in mind that some users had major problems with this feature.
Equipment Tracking Software
Then we have tools more focused on tracking equipment.
The combination of different trackers gives comprehensive, real-time insights into the location and usage of each asset, increasing safety and enabling effective monitoring.
Rental companies benefit from this added visibility when their assets are rented out.
GoCodes
GoCodes is our total asset management solution that combines durable, customizable tags, GPS trackers, and telematics to give you full control over all your assets and deliver vital data.
What makes GoCodes exceptionally suited to construction equipment rentals is its variety of tracking and tagging methods which enable quick access to key information from any device.
Scanning a durable QR code tag shows the item’s last known location, allowing you to add notes and service details directly on the field, simplifying equipment check-in and check-out.
Next, there are real-time GPS trackers, which are irreplaceable when it comes to continuous monitoring of your most valuable assets, starting with equipment transfers.
When tagged equipment is moving around, you can see its route on the map and optimize it in future instances to save on fuel and offer faster equipment deliveries.
If you opt for telematics trackers, you gain additional visibility into the usage of your equipment while it’s rented out.
The collected data on speed, engine run time, idling, and other undesirable behavior or maintenance concerns helps you cut costs while boosting safety and productivity.
And if you’re worried about on-site security, the geofencing feature allows you to create virtual perimeters and set up alerts to counter unauthorized use and theft.
Geofences also bring in a lot of reporting data, from vehicles that have exceeded speed within the marked area or been there shorter or longer than expected.
As for pricing, you can choose between several plans, starting at $500 a year and adjusted based on the number of users and the quantity of assets you want to track.
GoCodes has been consistently praised for its user-friendliness, which makes it a top pick whether you’re just introducing software or switching from a previous solution.
It also allows you to import .csv data from/to other systems or connect them via APIs, streamlining your workflows even more.
Teletrac Navman
Teletrac Navman’s fleet and equipment management solution automates maintenance and tells you everything you need to know about your equipment’s performance and health.
The system’s precise tracking and real-time visibility rely on Drone View location monitoring, geofences, and smart dashcams, allowing you a complete insight into the status of all your heavy rentals.
Teletrac’s real-time visibility depends on how you build your solution, as the Drone View feature is supported by advanced telematics devices only.
The vehicle log contains all notable events, such as speeding, tailgating, or harsh acceleration, and key data to help you optimize routing and scheduling.
Although not centered on client communication, the system also enables live email and text updates and supports photo capture and e-signatures as proof of delivery.
Finally, you can access all your maintenance data, telemetry insights, and inspection documentation from one spot.
Precisely because of its advanced telematics features, we at GoCodes have integrated our asset tracking system with Teletrac Navman, offering users the best of both worlds.
Although their system is praised for doing more than the competition, the users conclude that it isn’t easy to use, and the difficulties with interpreting voluminous data are part of this problem.
This may help explain the low user satisfaction rating on Capterra.
Still, Teletrac Navman remains one of the front-runners among rental equipment tracking software, and if you’re curious about the pricing, reach out to their team directly.
The solution is customizable depending on your fleet, priorities, and unique needs.
Teltonika
Teltonika is one of Europe’s leading providers of telematics products and solutions for different vehicles, including heavy construction equipment.
If you’re already using a reliable inventory system, but need trackers for extra security or maintenance insights, this may be the perfect solution for you.
Teltonika TAT240 GPS tracker features movement-based tracking and magnetic tamper detection for increased reliability and anti-theft capabilities.
The tracker thrives in harsh environments and regularly sends movement-based updates based on configurations, ensuring maximum security and peace of mind when your costly assets are rented out.
However, for additional insights and reliable indoor navigation, it’s best to pair it with BLE sensors and beacons.
Teltonika doesn’t offer a comprehensive asset management system like GoCodes and Teletrac.
However, its cloud-based device management platform and the updated Telematics Configuration Tool (TCT) enable a quick overview and remote set-up of all trackers.
Access to the platform comes free of charge, and it can be easily integrated with your other systems, which means that once you’ve configured and saved your settings, you’ll have it all in one place.
What sets Teltonika apart is its easy and flexible device management, but also the reliability of its solutions.
As users note, Teltonika produces their own modems, which enhances quality control and tracker reliability while streamlining troubleshooting and support.
The only downside is the lack of other functionalities for rental businesses.
If you’re willing to overlook that, the cost of one TAT240 tracker ranges from $101.59 to $359 (with a subscription included) depending on the distributor, but we would advise reaching out to Teltonika directly.
Scheduling Software
Scheduling software solutions offer exactly what the name says.
They focus on booking and dispatching functionalities, helping equipment rental companies streamline and automate these processes.
Nevertheless, other key areas for rental businesses, such as billing and invoicing, can be included too depending on the solution.
Quipli
Quipli provides comprehensive booking, allowing you to simplify your scheduling, inventory, and reservations.
Although it doesn’t cater only to heavy equipment rental companies, Quipli is one of the favorites because it offers almost everything in one platform, from an online rental storefront to a back-end system.
All of Quipli’s plans tackle these four key areas:
- Inventory Management
- Rental Website
- Billing & Invoicing
- Service & Repair
Quipli also supports multi-location businesses, allowing you to manage inventory and reservations across multiple sites more seamlessly than Booqable.
Their inventory management doesn’t include real-time equipment tracking but focuses on inventory availability, product insights, and basic upkeep.
Since there is no fleet management module, Quipli’s maintenance capabilities are nowhere near the level of Teletrac or GoCodes, but service scheduling and repair alerts can still be set up more or less successfully.
One big advantage for Quipli is its e-commerce feature, allowing you to optimize your website for easier discovery by potential renters or build an entirely new storefront.
Moreover, through integration with Quickbooks, the software synchronizes orders, invoices, and tax data all in one place.
Although users have noted some hiccups with the integrations, Quipli’s ease of use and customer service are seen as a major plus.
Pricing starts at $4000 yearly for up to 50 units and includes unlimited users.
It should be noted that Starter and Pro plans exclude the implementation fee and that there is no free trial option.
DispatchTrack
DispatchTrack’s solution offers a completely different approach compared to Quipli, prioritizing and perfecting tracking and scheduling capabilities, rather than essentials in different rental business areas.
Although presented as a solution for the delivery of building materials, the software’s tracking and reporting features ensure that it can handle heavy equipment delivery with a breeze.
DispatchTrack’s real-time delivery management dashboard combines advanced scheduling and AI-powered route optimization.
AI capabilities leverage dynamic routing while allowing manual adjustments for near-complete delivery time accuracy, making the solution uniquely suited to handle same-day deliveries or sudden changes.
Still, some users raise an issue with the number of necessary steps to set up a route.
The delivery process is complete with seamless installation services while the mobile app for image verification and gathering signatures allows for a full delivery audit trail.
Source: G2
On the other side, customers can easily self-schedule deliveries, and follow the delivery in real-time thanks to the tracking widget and personalized updates.
DispatchTrack is slightly better than Teletrac in this aspect, but don’t forget that this solution automates only one segment of operations.
Assets’ usage can’t be tracked once delivered, and no maintenance options are offered for your heavy equipment, which is a stark contrast compared to GoCodes, Teletrac Navman, and Quipli.
Configurable reporting features will, however, help you deduce key insights and increase efficiency and cost savings.
There is no price listing on DispatchTrack’s website, but Capterra lists the basic plan at $55.00, with a free trial option included.
Accounting Software
Our last group of tools helps equipment rental companies manage their finances, billing, and reporting.
With accounting software, you get a better overview of your expenses, easier tax preparation, more accurate financial reporting, and data-driven budgeting and forecasting.
Most importantly, it ensures you’re in compliance no matter the kind or number of assets you’re dealing with.
QuickBooks
QuickBooks offers simple and basic bookkeeping ideal for smaller businesses transitioning from spreadsheets or manual bookkeeping processes, but it also has an Enterprise version.
Heavy equipment rental companies can benefit from a single platform that combines expense tracking, inventory management, and invoicing and payment functionalities.
The software makes it easy to set up separate accounts for the heavy equipment you’ll be renting out and your own inventory, ensuring compliance while simplifying tax planning.
Moreover, utilizing sub-accounts in QuickBooks allows you to differentiate between multiple equipment rental categories, enabling you to precisely track rental income and see the full picture with different dashboard views.
A relatively new feature of all QuickBooks subscription plans is its Expert Tax Help.
With it designated experts can assist you with securing deductions and tax credits or tackling recent changes to depreciation rules.
The software comes with online and desktop versions, and the mobile app is included in the QuickBooks Online subscription.
QuickBooks also has a wealth of integrations that make it easy to import assets and use the software alongside your existing rental or asset management systems.
What makes QuickBooks popular is its affordability and ease of use when it comes to completing simple accounting tasks.
However, prioritizing essentials is also its biggest disadvantage.
This is why accounting limitations are listed as the software’s greatest con on G2.
Pricing starts at $35 for the basic plan, with a 50% discount if you subscribe for 3 months.
For better insight into other aspects of your operations, QuickBooks also offers time tracking and payroll add-ons.
Sage
Compared to QuickBooks, UK-based Sage is slightly more mid-market oriented, offering several solutions that cater to small and mid-businesses, as well as different modules.
The core functionalities will enable you to connect your bank account, submit VAT returns, gain more control over your cash flow, and enable smarter data entry and invoicing.
Sage’s advantage over QuickBooks is its more advanced features, such as Multi-Currency available with Sage Accounting Plus, better inventory management, and reporting, which offers more customization and better analytics.
When it comes to providing live assistance and a productivity boost, Sage is moving beyond human experts and is currently testing an AI-powered accounting assistant, Sage Copilot.
The mobile app is available for easy, on-the-spot access, and is a relatively new addition that, based on user feedback, still has certain limitations.
Despite offering more functionalities, customization, and robust reporting, Sage received similar complaints to QuickBooks regarding accounting limitations and a slightly lower usability rating.
Pricing begins at $19.05 (£15), but Accounting Plus at $49.54 (£39) is a necessity for small businesses managing inventory.
Users also note that having many add-ons for different modules makes it more challenging to get the full benefit of certain features without additional subscriptions.
Conclusion
At the end of the day, all software tools for equipment rental companies look to streamline some or as many rental processes as possible.
Each category of solutions we presented excels at tackling different pain points.
Whether it’s bookings and scheduling inefficiencies, limited online presence and payment options, lack of insights into your assets’ usage and condition, or finances, you’re sure to find your software here.
Identify the needs, review the options, and make full use of free trials and demos—and you can’t go wrong with your choice!
