Tool rental
Tool Rental Software for Power Tool and Hand Tool Rental Shops
Tool rental software that shows which tools are on the shelf, which are out, and who has them. Take counter and phone bookings against real-time availability, and keep every tool's rental history in one place instead of on paper rental slips.
Plans start at $39/month. Product screens show sample data for illustration.
What Is Tool Rental Software?
Tool rental software is the system a tool rental shop, a hardware store rental counter, or an equipment yard uses to track the tools it rents out and the customers who rent them. It replaces paper slips and spreadsheets with one current record of what you own, what is available today, and what is due back.
Why Tool Rental Counters Get Hard to Manage
Tool rental moves fast. Rentals are short, customers walk in without notice, and the same drill or saw can go out several times a week.
“Is it in?” takes too long
Checking the shelf, the back room, and the rental slips to answer one question keeps customers waiting.
Tools that don't come back on time
Without a clear list of what is out and when it is due, late returns go unnoticed until the next customer asks for the tool.
Repairs nobody tracked
A tool comes back with a worn blade, gets set aside, and nobody knows whether it was fixed before it goes out again.
Customer details on paper
Regulars fill in the same form every time, and their rental history sits in a filing cabinet.
What to Look For in Tool Rental Software
Before you choose, check for:
- Real-time availability the counter can check in seconds
- A record for each tool, with its status, location, and rental history
- Customer records that remember repeat renters
- A rental order with every booking, so you know who has what and until when
- Inspections when tools go out and come back, plus repair tracking
- Plans priced for a single shop, with room to add users and locations
Tool Rental Software Built Around Your Counter
Equipment Rental Software keeps tools, bookings, customers, payments, and maintenance in one system.
A record for every tool
Give each drill, saw, compressor, generator, and floor sander its own record with specs, location, and condition notes. Filter by category, location, or status, and see totals for what is available, rented, and in maintenance.
Real-time availability at the counter
Availability updates as each booking is made, and double-booking prevention flags a tool that is already committed before you confirm. Counter and phone bookings are on every plan.
Customer records for walk-ins and regulars
Customer records keep each renter's bookings and rental orders together, so serving a regular is quicker.
Know what is out and when it is due back
Every booking creates a rental order tied to the customer and the tool, with the rental dates on it. When a customer calls about a return, the answer is one search away.
Online booking for contractors and DIY customers
On the Professional and Business plans, customers can reserve tools online without calling the shop, using the same availability as counter bookings.
Inspections, maintenance, and repairs
Run mobile inspection checklists when a tool goes out and when it comes back, with a record of who completed each one and when. Keep service history and upcoming maintenance on each tool, record engine hours on machines such as generators and compressors, and create a work order when something needs repair. Included on Professional and Business.
Invoices, payments, and deposits
Create invoices from rental orders, take payments, and track the security deposit on each rental. Included on Professional and Business.
How It Works for a Tool Rental Shop
Add your tools
Create a record for each tool with specs, location, and condition notes.
Book at counter or online
Staff bookings are on every plan, and online booking is on Professional and Business. Availability updates with each booking.
Send it out & take back
Inspect tools at pickup and return, invoice the rental, and track the deposit (Professional and Business).
Repair and rent again
Close out work orders and keep service history on each tool, so it is ready for the next customer (Professional and Business).
Which Plan Fits a Tool Rental Business
| If you are... | Plan | What you get |
|---|---|---|
| A small shop or rental counter that mainly needs to know what is in, what is out, and who has it | Starter, $39/month | Equipment inventory, real-time availability, bookings, customer management, rental orders, basic reporting, 2 users, 1 location, email support |
| A shop that also wants online booking, invoicing and payments, deposits, and repair tracking | Professional, $79/month (recommended for most tool rental shops) | Everything in Starter, plus online booking, payments and invoicing, equipment maintenance, advanced reporting, integrations, 5 users, 1 location, priority support and chat |
| A business renting tools from more than one store or branch | Business, $149/month | Everything in Professional, plus unlimited users, multiple locations, and priority support |
Starter and Professional start with a 14-day free trial. Business starts with a demo.
Compare all plans and pricing →|Running a small shop? See equipment rental software for small business →
Tool Rental Software FAQ
What is tool rental software?
Tool rental software is a system that tool rental shops and rental counters use to track the tools they rent out, take bookings, and keep customer records. It shows which tools are available, which are out, and who has them, in one place instead of paper slips and spreadsheets.
What features should tool rental software have?
At a minimum: a record for each tool, real-time availability with double-booking prevention, customer records, and rental orders tied to every booking. Our Starter plan covers these. Professional adds online booking, payments and invoicing, security deposits tracked per rental, and maintenance with inspections.
How much does tool rental software cost?
Our plans are $39/month for Starter, $79/month for Professional, and $149/month for Business. A small counter that only needs inventory, bookings, and customer records can start on Starter. Prices are per month in US dollars.
Can I track repairs on rental tools?
Yes, on the Professional and Business plans. Run inspections when tools go out and come back, create a work order when a tool needs repair, and keep the finished work in the tool's service history.
Can customers reserve tools online?
Yes, on the Professional and Business plans. Customers can reserve tools without calling the shop, and online bookings use the same real-time availability as bookings your staff enter.
Does it work for a hardware store with a rental counter?
Yes, if the rental counter needs to track individual tools, availability, customers, and rental orders. Starter covers one location with 2 users. If rentals run from more than one store, the Business plan adds multiple locations and unlimited users.
Run Your Tool Rental Counter From One System
Start a 14-day free trial to add your tools and take your first bookings, or book a demo and we will walk through your shop, team, and locations. Questions? Call (708) 562-1403 or email hello@equipmentrentalsoftware.io.