Equipment Rental Software for Independent Rental Companies
The Future of Equipment Rental Software Is Here
Everything your legacy system did, minus the headaches.
Rental equipment software for independent heavy equipment rental companies. Quote, book, deliver, check in, service, invoice and communicate in one system your whole team can use, at the counter or in the yard.
Book a DemoTrusted by hundreds of independent rental companies like:
Built for Independent Equipment Rental Companies
If you rent excavators, skid steers, compaction equipment, boom and scissor lifts, telehandlers or other dirt and site equipment to contractors, we built Renterra's heavy equipment rental software for you.
Most of our customers run one to five yards with a lean crew where everybody wears a few hats. When the counter gets slammed, the owner jumps in and writes up rentals. The GM is out on the yard checking machines in and out. And the software they're replacing feels, as one customer put it, "very 1990s."
Local Service. National-Level Systems.
National chains aren't beating you on service. You already win there. They're beating you on speed, consistency and how much one person can get done in a day.
Renterra is software for equipment rental companies that want to close that gap without becoming a different kind of business. Your counter, your drivers and your shop all work from the same system, so nobody's waiting on a phone call to find out what's available, and you don't have to hire your way to growth.
Great Lakes Lifting Solutions grew 50% in a year after switching to Renterra.
Read the story"I couldn't have grown my company without it."
- Dirt Works Equipment Rental
Equipment Rental Management Software, Quote to Invoice
Most rental software makes you jump between screens, or between systems, to get one rental out the door. Renterra is one equipment rental management system that keeps the whole job in one place, from the first quote to the final invoice.
See What Needs Attention, Before It Becomes a Problem
Know what's happening on the lot without walking it or getting on the radio. Live Yard View shows what's going out, coming back, waiting on review or down for maintenance, right now. Counter, yard, shop and drivers all see the same thing, so handoffs don't fall through the cracks.
Filter by date and location, and start each day with the next seven days in view. It's rental yard management software that fits in your pocket.
Follow one rental through the yard.
Step 1 of 8Quote
See What's Available, by Date and by Yard
It's Monday morning. The phone's ringing, there's a line at the counter, and a contractor needs a mini excavator by Wednesday. Renterra shows what's open, on which dates, at which yard, so you can say yes (or no) on the spot. Machines that are down for service don't show up as available, so nobody promises a unit that's still in the shop.
It all runs on Renterra's equipment rental inventory management software, which tracks serialized machines and bulk items alike.
Write a Rental Contract in Seconds, Not Minutes
Build a quote, send it by text or email, and get it signed the same day. Once it's accepted, it becomes a booking without retyping a thing, and that machine comes off the board so two people can't rent it twice. One customer told us a new rental takes them about 40 seconds.
See how quotes turn into reservations in our equipment rental scheduling software.
Deliveries and Pickups Everyone Can See
Get the iron to the jobsite on time without a whiteboard and a dozen phone calls. Schedule deliveries and pickups when you book the rental, with no re-entering addresses or dates. Assign drivers on a drag-and-drop board, and give the yard a heads-up on what needs to be loaded and when.
Our heavy equipment rental dispatch software keeps the counter, the yard and the drivers on the same board.
Know Where Your Equipment Is
Open any unit and see where it stands: its home branch, where it is right now, down to the customer it's out with, and whether it's on rent. The same page shows its revenue, time utilization and ROI, so you know which machines are earning their keep.
Connect HAPN, Trackunit or Rouse Analytics and GPS location, engine hours and fuel readings show up on the unit too. Learn more about GPS tracking for rental equipment and our other integrations.
Check-Out and Check-In Photos That Settle Damage Questions
When a machine comes back with a cracked window, you need proof of how it went out. Your team takes photos and video on their phone at check-out and check-in, adds condition notes and fuel status, and it's all attached to the rental with a time stamp. Damage conversations get shorter, and your crew isn't left taking the blame.
When a returned machine is still waiting on inspection, it lands in the yard's Needs Review column and gets flagged on the availability board, so whoever's quoting knows to check it before it goes back out.
Scan driver's licenses and collect eSignatures in the same flow. See our heavy equipment rental inspection software.
Keep Machines Earning, Not Sitting in the Shop
A machine in the shop isn't making you money. Renterra tracks service by date or meter hours, flags failed inspections for review, and keeps work orders and a full repair history on every unit. Machines in for service come off the availability board and go back on when the work's done.
See our heavy equipment maintenance software.
Invoices That Match the Rental, and Books That Match the Invoices
Renterra builds invoices from the rental itself, including rental days, delivery, damage and fuel, so nothing gets missed or keyed in twice. Take deposits and payments, send payment links by text or email, and see who owes what. See our equipment rental invoicing software.
If you use QuickBooks Online, invoices and payments sync every night. If you're on QuickBooks Desktop, Renterra gives you export files to bring in. See how our equipment rental software works with QuickBooks.
See the Numbers
See utilization, revenue and open rentals in real time, pulled from the same rentals, customers and invoices as everything else. Explore real-time reporting.
See It in ActionEverything Your Old System Did, Minus the Headaches
That process that used to take ten clicks and two different programs? It's one workflow now. No more printing contracts. No more retyping the same order into three places. No more hunting down a signed contract in someone's glovebox.
Renterra is an equipment rental system with the depth to handle a complex business and a design simple enough that your newest hire can pick it up.
"Workflows that used to take 5+ clicks now take 1–2 in Renterra."
- Zeb Howard, T.E.S. Rentals
"Renterra is much more intuitive and simple than our legacy tool. We're very passionate about maintaining simplicity."
- Tim Hursh, Buck Rentals
Run the Rental Business From Your Phone
Renterra is cloud-based, online equipment rental software. Write a contract from the yard, check availability from the truck and approve a quote from the jobsite. Updates land on every device in real time. And since it's equipment rental software online, there's no server in the back room to babysit.
Your customers get the same convenience. A storefront made with our equipment rental website builder lets them browse your fleet and request a quote online, synced to your live inventory, and an equipment rental customer portal lets them check orders and invoices on their own.
"I'm never near a computer so on the phone is the only option. It has been the best investment into my business."
- Brian, Mt. Equipment Sales & Rental
"We probably get at least 1 storefront request every day. It's been huge for us and is now probably 30–40% of our business."
- All Equip Rental
Switch Systems Without Losing a Day of Business
Switching systems is the part everybody dreads, especially when your accounting and invoicing can't take a day off. We handle the hard part.
A dedicated team maps your existing equipment, customers, open rentals and workflows before you ever log in, so nothing gets lost and nothing gets entered twice.
Most teams are live in
1-2 weeks
We'll help with:
- Your data, moved over from your current system
- Training for your whole team, as many sessions as you need
- Your books set up right, with help from Renterra's dedicated on-staff CPA
"We've done a ton of software changes before and this is by far the best. I walked out of here last week feeling like a huge weight had been lifted off me."
- Ready Rents, 40+ years in the industry
"Onboarding took under a week. Moving off our legacy system after 5 years went extremely smooth."
- We Rent It
Support That Actually Picks Up
When something goes sideways mid-rental, you don't have time for a ticket queue. Renterra's US-based support team is real people who answer in minutes, 8 a.m. to 7 p.m. Central, Monday through Friday.
"The people on the other side actually read what is being said and normally respond within a minute or two."
- Jenny, Big O's
"The Renterra support chat is the best support experience that I've ever had."
- Ready Rents
Built for Heavy and Construction Equipment
Earthmoving, compaction, aerial and lifting: Renterra was built for the iron that lives on job sites. Track meter hours, schedule service between rentals and document damage before a dispute ever starts.
Whether you run one yard or several, this is industrial equipment rental software that shows every location in one view.
Your contractor customers juggle multiple jobs, change plans on short notice and hang onto machines for weeks. Renterra keeps up:
- Contractor accounts that keep customer details, job sites, rental history, and invoices connected in built-in equipment rental CRM
- Jobsite deliveries and pickups scheduled from the rental, with site notes attached
- Long-term rentals billed on your cycle automatically without rebuilding the invoice every month
- Re-rentals tracked when you borrow a machine from another rental company to fill an order
Equipment Rental Software FAQs
What is equipment rental software?
Equipment rental software is a system that runs a rental business's quoting, reservations, inventory, dispatch, inspections, maintenance, invoicing and reporting in one place. Good equipment rental software tracks each machine individually, including its hours, condition and repair history, not just how many you have. Renterra is equipment rental software built for heavy and construction equipment rental companies in the US and Canada.
Who is Renterra built for?
Renterra is software for equipment rental companies, especially independent yards renting heavy and construction equipment. It works for a one-location shop and grows with businesses running several. Whether you search for equipment hire software, rental software for equipment or an equipment rental platform, it's the same job.
Can Renterra replace the legacy system we're on now?
Yes. Renterra covers the rental, yard, shop and back-office work your current system handles, in a modern system that runs on your phone as well as your desktop. Our team moves your equipment, customers and open rentals over for you.
Is Renterra a good fit for a small business?
Yes. Renterra is small business equipment rental software with no IT team required. Counter staff are typically comfortable after a short training, and the mobile app lets an owner run the yard from a phone.
Does Renterra handle maintenance and service?
Yes. Create maintenance work orders and schedule service by calendar date, meter hours, rental count, or odometer readings. For equipment that has to be removed from rental availability, create an Internal Work Order as Hard Down, and it will remain unavailable until the work order is closed. Renterra also allows you to track and bill for any service work you're doing on customers' machines in addition to all the maintenance tracking on your own equipment.
How long does it take to switch from our current software?
Most rental companies go live in 1-2 weeks. A dedicated onboarding team maps your data, contracts and workflows before launch so your team doesn't double-enter anything.
Can I move my data from my existing rental software?
Yes. Renterra's onboarding team migrates your customers, inventory and rental records from your current system. Exact scope is determined during onboarding.
Does Renterra support multiple locations?
Yes. You can manage inventory, staff and rentals across locations from one account.
Does Renterra integrate with QuickBooks Online?
Yes. Renterra syncs with QuickBooks Online every night, so the invoices and payments from your rentals land in your books without anyone keying them in twice. During onboarding, Renterra's on-staff CPA helps map your chart of accounts so everything posts to the right place from day one. On QuickBooks Desktop? Renterra exports import-ready files instead. See how our equipment rental software works with QuickBooks.
Can I take inspection photos and videos before and after rentals?
Yes. Mobile inspections let your team capture photos, videos and condition notes at checkout and return, attached to the rental record.
Does Renterra work on mobile?
Yes. Renterra runs on your phone as well as your desktop. Write contracts from the yard, check availability from the truck and check machines in on the lot, and updates show up on every device in real time.
Can customers sign rental contracts electronically?
Yes. Send a quote or rental contract by text or email, and your customer can e-sign it from their phone, so it's often signed the same day. Learn more about contract eSignatures.
Can I send quotes and invoices by text or email?
Yes. Send quotes and contracts by text or email, and send payment links the same way so customers can pay their invoices without a phone call.
How much does Renterra cost?
Renterra has three plans based on your fleet size and number of locations. Every plan includes unlimited team members, and you can move up any time without switching systems. See pricing for more details.
Ready for Rental Software That Keeps Up?
Bring your toughest rental to the demo.
Show us how it works today. We'll show you how it works in Renterra, in a 30-minute walkthrough built around your operation.
Book a DemoRenterra is software for rental equipment businesses across the US and Canada: quoting, inventory, dispatch, maintenance, invoicing and reporting in one place.