Inventory software for rental companies

A shop sells an item once. A rental company lets the same item out again and again, so the question is never "how many do I have" but "how many are free between these two dates". Most inventory software answers the first question and leaves the second to a whiteboard.

This page shows the system I built for OnSite Rentals, an event-equipment company with six branches, and how it keeps the per-day count honest. The same shape fits tent houses, generator hire, AV rental and furniture rental.

Where it usually breaks

Two salespeople quote the last ten units for the same weekend, both get a yes, and the clash surfaces on the morning of dispatch.

Units come back damaged or short, the shelf count is corrected by hand, and three months later nobody can say when the four missing chairs went missing.

The product list lives in Excel with a column per branch, so a transfer from Mumbai to Pune is a phone call and two edits that do not always both happen.

In production

From Onsite ERP. The order system for OnSite Rentals, an event-equipment company with six branches. Quotations, approvals, stock by date, challans, returns, invoices and payments in one place, with a different view for each role. In use since April 2026.

The availability board for one branch and a date range: owned, rentable, booked on the busiest day, free, and the orders holding the units

Stock by date

Every item has four counts: in the warehouse, at a customer, in repair, written off. Bookings sit on top by date range, so the availability board shows what is free for any dates, and the same check holds the units when an order is confirmed.

An order as operations sees it: accepted, dispatched, delivered, returned, checked, completed, and no money anywhere on the page

Returns graded unit by unit

Each returned unit is marked excellent, repairable or unusable and moves to the matching count. The order closes when every unit that left is graded and the customer reads back a closing code.

The linked-orders card: two orders for one customer combined into one job, with the whole job's value, paid and due

Several orders, one job

Orders for the same customer can be linked into one job: one challan across them, one invoice with a summary page, and one payment allocated to the oldest order first.

What it costs

Builds of this shape usually start at the Standard package, from ₹8 lakh, paid in stages as each part goes live. Hosting runs on your own accounts and there is no charge per user.

Next Step

Does your stock live on a whiteboard, a spreadsheet, or in someone's head?

Tell me what you need. I'll reply within 24 hours with a plain answer on whether this is worth building, and roughly what it would take.

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