Departments
MDMS for equipment rental departments
Running a rental department inside an equipment dealership requires managing asset availability, contract administration, recurring billing, return inspections, damage recovery, and deposit reconciliation — simultaneously and accurately. Most rental departments use a spreadsheet for availability, a different system for billing, and a paper form for returns. MDMS replaces all three with a single integrated workflow.
Outcomes
Higher fleet utilisation
The Gantt availability calendar shows all rentable assets and their booking windows. Gaps are immediately visible. The utilisation report shows on-hire days as a percentage of available days per unit — identify underperforming assets for disposal or remarketing.
Cleaner recurring billing
Auto-billing generates invoices at the configured interval for every active contract. No manual billing cycles, no missed periods. Overdue contracts trigger automated email reminders to customers.
Damage cost recovery from returns
The return wizard captures condition assessment, photos, damage items, and repair costs in a structured 5-step workflow. Damage charges generate an invoice automatically. Deposit reconciliation shows the net refund to the customer after deductions.
Capabilities
Fleet availability calendar with conflict detection
Gantt timeline showing every asset's hire commitments. When creating a new booking, MDMS checks for overlaps automatically and suggests available alternatives when a conflict is detected.
Recurring invoice automation
Set billing interval on any contract — daily, weekly, monthly. MDMS creates billing periods and invoices automatically. Link to auto-billing to send invoices to customers without staff involvement.
Five-step return inspection wizard
Structured return process: (1) return date and meter, (2) fuel and condition, (3) damage items with photos, (4) deposit reconciliation, (5) summary and confirm. Damage invoice created automatically if charges are recorded.
Deposit lifecycle management
Track deposit status from pending → collected → held → refunded. Full or partial refund calculated against damage charges on return. Deposit record updated automatically through the return wizard.
How it connects
One platform, one data flow
A new rental booking is created against an available unit on the Gantt calendar. Contract terms — rate, billing interval, deposit — generate the customer invoice schedule automatically. On return, the five-step inspection wizard captures condition, damage and meter readings, then closes the contract and reconciles the deposit. Every transaction posts through to Finance and the accounting integration.
Frequently asked questions
- Does MDMS include rental management for equipment dealers?
- Yes. MDMS includes a full equipment rental module with fleet availability calendar, booking conflict detection, auto-billing for recurring contracts, a five-step return inspection wizard with photo capture and damage invoicing, and deposit reconciliation.
Ready to see MDMS in your dealership?
Start a 14-day free trial — no credit card, no implementation fee, no sales call required. Or book a personalised demo with our team to see your workflow in MDMS.
Related features
Rental Contracts
Manage rental fleet availability, contracts, recurring billing and return condition assessments.
Equipment & Inventory
Manage new, used and demo equipment with full status, location, configuration and service history per serial number.
Finance & Invoicing
Customer invoicing, supplier bills, payments and statement runs — designed to feed Xero, MYOB or QuickBooks cleanly.