A rented machine makes money as long as you know three things: where it is, until when, and how many hours it has run. The Almawarid Equipment rental module keeps those three figures for you: the schedule refuses double bookings, the hour meter is read at check-out and at return, and the invoice is based on the actual duration.
The rental notebook sees neither overlaps nor hours
For many equipment rental firms in Algeria, rentals live in a notebook and on the manager's phone. A mini excavator is promised to two sites for the same Monday, a forklift comes back at 2 pm and leaves again at 2:30 without being checked or refuelled, and at the end of the month nobody can say how much each machine actually earned.
The rest is lost at return. The hour meter was not noted at check-out, so extra hours are never billed. The cash deposit ended up in the day's till and inflates turnover. The customer disputes two days billed for a machine returned at 9 am, and the service scheduled on the meter goes by without the workshop being warned.
A schedule that refuses duplicates, a meter that bills and maintains
Every machine in your fleet appears on the schedule, day by day, with the customer who has it and the planned return date. Before you even save a rental, the screen tells you whether the machine is free on those dates, turnaround time included: set to 2 hours by default, this buffer stops you re-renting a machine that has only just come back, and a machine out for maintenance is refused.
The price grid accepts hourly, daily, weekly and monthly rates, with hours included per day, an extra-hour price, a deposit and a negotiated price per customer. You decide how a started day is counted (charged in full, by half-day or to the hour) and how much lateness you forgive; the software can switch on its own to the weekly or monthly rate when the customer is better off. The deposit is kept apart: it never enters the till, turnover or VAT.
One rental, from schedule to invoice
- Schedule: the days × machines grid shows what is booked, out, returned and waiting to be billed, and what has not come back on the planned date.
- New rental: machine, customer, dates, with or without a driver, delivery site; availability is shown before saving, and the contract is generated in one click with the Documents module.
- Machine check-out: date and time, hour meter, fuel (“full”, “3/4”), condition noted and transport costs: the evidence you will need at return.
- Machine return: the new reading calculates hours beyond the allowance, updates the machine record in the Equipment register and triggers its maintenance due dates; recorded extras (cleaning, damage, fuel) are added before invoicing.
- Rental dashboard: revenue and utilisation rate per machine over 7, 30 or 90 days or 12 months, late returns, deposits held, machines returned but not yet billed, and monthly instalments due.
What you gain
- No more double bookings. Overlaps are refused at entry, buffer included, with the name of the customer who already has the machine.
- Hours actually billed. The meter read at check-out and return turns hours beyond the allowance into an invoice line, with no manual calculation.
- A clean deposit. Received in cash, by uncashed cheque, bill of exchange or transfer, returned or withheld with a written reason; only damage above the deposit becomes an invoice line.
- Long rentals billed monthly. A monthly rental produces one instalment per elapsed period; the “Bill all” button prepares one per rental, oldest first.
Who is it for?
The Equipment rental module is for businesses that rent out machinery, equipment or vehicles by the hour, day, week or month, with or without a driver. It relies on the Almawarid Equipment register, where each machine's record, meter and maintenance history live, and on Invoicing for the invoices.
- Earthmoving and public-works plant hire firms
- Forklift and lifting equipment rental companies
- Construction companies renting out their fleet between projects
- Generator, compressor and scaffolding rental firms
- Transport companies renting trucks and vehicles with drivers
Frequently asked questions
Is the rental contract generated automatically?
It is generated in one click from the rental, filled in with the machine, customer, dates and prices. It is stored in the Documents module, which is switched on on request: that is where you review it, print it or export it to Word (DOCX).
How are extra hours calculated?
The rate sets the hours included per day. At return, the software compares the two meter readings, deducts the allowance for the whole rental period and bills the rest at the extra-hour price.
What happens if the customer returns the machine late?
The invoice uses the actual duration, according to your rounding rule and the lateness you forgive. A machine not back by the planned date shows as overdue on the dashboard; to extend officially, you extend the rental, and every extension stays on record.
Does the deposit count as turnover?
No. It is tracked separately, with its form and reference. Damage is withheld from it with a written reason, and only the amount above the deposit is invoiced.
See the Equipment rental module on your own business
Bring the list of your machines and your current price grid: during the demo we rent one of them on the schedule, from check-out to return, all the way to the invoice.
- The demo. An advisor shows you the Equipment rental module on your own business, online and on your screen, and answers your questions. Request a demo.
- The trial version. It is switched on with an advisor during the demo, on your own account: your real products, your real customers, and 14 days to work in it. Create your account to request it.
- The customisation workshops. During the trial, we adapt the screens, documents and settings with you to the way you work. These workshops are free.
The Equipment rental module is switched on on request: ask for it during the demo, the advisor gives you its price, and you only pay if you decide to continue. The base plans are on the pricing page (in French).
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