For equipment, trailer and tool rental businesses
Equipment rental software, from the yard to the books.
Keep every unit's rates, photos and availability in one place. Take bookings at the counter or from your online storefront. Get renters signed and verified before pickup, document condition at both ends, and send invoices to QuickBooks Online or Xero.
01 Fleet
Your fleet, organised: rates, photos, status and availability on every unit.
Start by adding your equipment, trailers and tools. Each unit carries its day, week, month and weekend rates, a security deposit, photos, a location and a live status, so your team can see at a glance what's available, what's out and what's down for service.
- Day, week, month and weekend rates, with the rate frozen on each booking
- Available, reserved, out on rent or in maintenance, updated by the calendar
- Photos and the photo angles to capture at pickup and return
- Locations and printable QR asset tags for every unit
Rates and deposits
Priced once, honoured on every booking
Set day, week, month and weekend rates and a security deposit per unit. The rate a booking was made at stays on that booking, even if you change prices later.
Status and downtime
Units that are down stay off the calendar
Mark a unit unavailable, or schedule dated downtime for service. Status follows the calendar: reserved, out on rent, back and available.
Availability and history
Every unit's calendar and rental history
Each record shows the unit's availability and every booking it has been on, with meter or engine-hour tracking for the units that need it.
Locations and QR tags
Which yard, which unit, from a phone
Assign units to locations and filter the fleet and calendar by yard. Print a QR tag for the unit itself that opens its record on any phone.
02 Bookings and calendar
A calendar that won't let you double-book.
Every booking, quote and maintenance block lives on one availability calendar with your business hours, time slots and turnaround buffers, so what the calendar says is free is actually free.
Book at the counter, by quote or from the storefront
Build a booking at the counter, send a quote by secure link for the customer to accept online, or take a request from your storefront. Whichever way it arrives, the calendar checks availability, hours and buffers first.
- Availability across the whole fleet, with double-booking prevention
- Turnaround buffers so a unit back at four isn't promised for four
- Business hours and pickup and return time slots, in your time zone
- Quotes sent by secure link, revised when the job changes, converted in one step
One workspace per rental
Each booking has its own workspace with a checklist of what's done and what's still needed: signature, ID, photos, deposit, inspection, invoice. The Today view turns the calendar into a morning list of what's going out, what's due back and what's overdue.
- Pickup location and delivery method on every booking
- Deposit status tracked from required to collected to refunded
- Today view: pickups, returns and overdue units at a glance
- Activity timeline and a printable evidence file on every rental
03 Online storefront and renter onboarding
Renters book online, then sign and verify from their phone.
Every business gets a hosted booking page you can link to or embed on your own website. From booking to pickup, the renter needs no account and no app: one secure link does it all.
Equipment, dates, pickup, waiver, review
The renter picks a unit, chooses dates and times the calendar can actually honour, picks a pickup location, makes a damage-waiver choice if you offer one, then reviews and submits. You decide whether that's a request you approve or an instant booking.
- Hosted booking page per business, embeddable on your own website
- Live availability: booked, blocked or buffered dates can't be chosen
- Request-to-book or instant booking, your choice
- Card payments and deposit holds at checkout: coming soon
One link gets them ready to pick up
As soon as a booking is made or approved, the renter gets a secure Manage Rental link by email. They review and e-sign your agreement, verify their identity if your rules call for it, and see pickup details and the rental's live status on the same page.
Review and e-sign the agreement
Your own template, locked the moment it's sent so later edits never change a document that's already out.
Verify identity, if required
Photo ID and selfie through Stripe Identity, for every rental, above an amount, or for certain categories. Stripe handles the ID photo and selfie; Yardstick never receives them.
You're all set
Pickup details, live status and self-service return on the same link, for the life of the rental.
04 Inspections and returns
Condition documented at pickup and at return. Your team makes the call.
Photo-documented checks protect your equipment and settle disputes with evidence instead of memory. An advisory AI Damage Check helps your team spot what changed; nothing is decided or charged automatically.
Pickup, return and self-service return
Staff record condition, fuel and meter readings with photos when a unit goes out and when it comes back. Renters can also complete a self-service return with their own photos through the Manage Rental link, so after-hours drop-offs still get documented.
- Pickup and return inspections with condition photos
- Renter self-service return with photos
- AI Damage Check compares pickup and return photos and flags possible new damage for review
- Your team's decision is recorded separately from the suggestion; nothing is charged automatically
- A printable evidence file with the photos, readings, decisions, agreement and invoice
05 Customers and operations
Who rented what, and what's happening today.
Customer records keep contact details and every rental in one place. The Today view, team roles, locations and an activity log keep the day running, from the counter and from the yard.
Records, roles and a morning list
- Customer records with contact details and full rental history
- Today view: pickups, returns and overdue units, on a phone in the yard
- Owner, manager and staff roles, enforced on the server, not the screen
- Multiple pickup locations, with the fleet and calendar filtered by yard
- An activity log of who did what and when
06 Invoices, reports and accounting
Invoice the rental. Send it to your books. See how the month went.
Invoices are built from the rates frozen on the booking, plus the waiver, meter overage or any line you add. Reports by date range show what rented and what it earned, and QuickBooks Online or Xero get invoices and contacts without retyping.
From inspection to invoice to QuickBooks or Xero
- Invoices generated from the booking, with custom lines and price overrides by owners and managers
- Record cash, cheque or counter card payments against the invoice
- Reports by date range, and CSV export of invoices
- QuickBooks Online and Xero: send invoices and contacts
- Online card payments and deposit holds from renters: coming soon
Pricing
The full product on every plan.
Every plan includes the complete rental workflow. Plans differ by users, locations, AI Damage Checks and ID verifications, not by features. Users, locations and ID verifications are fair-use allowances; we'll contact you before any limit is applied. Launch pricing, subject to change
Good to know
Straight answers
Do my renters need an account or an app?
No. Renters book through your storefront and manage their rental through a secure link sent by email. It opens in any phone or laptop browser.
Can renters pay by card online?
Not yet. Online card payments and deposit holds are coming soon. Today you record payments and deposits at the counter, and Yardstick tracks them on the booking and the invoice.
Does the AI decide whether a renter damaged something?
No. AI Damage Check compares pickup and return photos and flags possible new damage for your team to review. It can miss damage or flag damage that isn't there, so a person makes every decision, and that decision is recorded separately from the suggestion. Nothing is charged automatically. More on AI-assisted review.
Which accounting software does it connect to?
QuickBooks Online and Xero. Connect one from your account settings and send invoices and contacts across. Invoices also export as CSV.
Can I put the storefront on my own website?
Yes. Every business gets a hosted booking page, and you can embed it on your own site so renters never leave your brand. See the walkthrough.
Is my business's data kept separate from other businesses?
Yes. Each rental business's data is isolated from every other business on Yardstick. Renter links are unique to the rental and expire, roles are enforced on the server, and ID checks run through Stripe Identity, so Yardstick never receives the ID photo or selfie from a check. Read the security page.
Measure up your rental operation.
Create your account, choose a plan, add your first units and send your first quote today. Questions first? We're happy to talk.