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.

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.

Book a demo See features

Outcomes Capabilities Related features

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.

Feature packs that fit this work

Optional features an administrator switches on for the business.

Price books and itemised quoting Parts costing method Segmented work order invoicing All feature packs

MDMS AI · optional add-on

Ask in plain English. Confirm it yourself.

MDMS AI is built into the ERP, not bolted on. Every change is shown as a preview, and nothing is saved until you confirm. Questions are free. Each change you confirm uses 1 Action; a change that fails is returned.

See MDMS AI in action See pricing

Rental
Seven rental tasks can be prepared for you to review and confirm, depending on your role.
Equipment & Inventory
Look up equipment and stock, and have equipment tasks prepared for you to review and confirm.
Finance & Invoicing
Ask about invoices and AR or AP ageing. Answers are read live from your records.

Try asking

“What can you help me with on rentals?”Read
“Show me the rental tasks I can do”Read

MDMS AI is an optional add-on with its own price and an AI seat for each user who uses it. What is available depends on your modules and each user’s role.

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.

Let’s put it together

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.

Start free trial Book a demo

Other departments

Sales Department Service Department Parts Department Finance Department Dealership Management