Equipment rental software that counts things back in
Bundles and kits, barcode or QR on every item, and stock that knows what is out, what is back and what came back broken.
No monthly subscription to start — two plans lower your costs as you grow.
Equipment rental software, in short
reservationbay handles equipment and tool hire: customers or trade accounts book kit by the day or week, often as bundles, and you scan items out and back in. Stock reflects what is genuinely on the shelf, including items withdrawn for repair.
Equipment rental lives or dies on stock accuracy. A kit that goes out with a component missing, or an item marked available while it sits in the workshop, costs you a job and a customer at the same time.
Scanning is what makes that accurate without extra admin. Handover and return become a scan per item rather than a tick on a printed list, and the count is right because it was never typed.
What equipment rental businesses use it for
- Bundles and kits that go out as one line but track every component separately.
- Barcode or QR scanning on handover and return, so counts are captured rather than typed.
- Day, week and month rates, with trade pricing distinct from consumer pricing.
- Items withdrawn from availability the moment they are marked damaged.
- Serial numbers on individual items where you need to know exactly which one went out.
- Deposits on high-value tools, released automatically when they come back complete.
- Repeat trade customers with their own account and booking history.
- Consumables and accessories sold alongside the hire on the same order.
The parts equipment rental leans on
Frequently asked questions
Can I rent out a kit as one item?
Yes. A bundle books as one line while tracking each component's stock separately, so a kit cannot be promised when one part of it is already out or in repair.
Does it support barcode scanning?
Yes, barcode and QR. Scanning on handover and return is what keeps stock accurate in a store where a lot of items move every day.
What happens when something comes back broken?
Mark it damaged at return and it drops out of availability immediately, so it cannot be booked while it is waiting for repair. The damage record and photographs stay attached to the booking it came back from.
Can I have different prices for trade and consumer customers?
Yes. Rates can differ by customer as well as by period, so a regular contractor and a weekend DIY hire do not have to see the same price.
Can I track individual items by serial number?
Yes. Where it matters, each physical item is its own object with its own history, rather than a unit in a pooled count.
Get your stock straight
Create a free account, set up a kit with components and run it out and back to see how the counts behave.