CRM for rental businesses
CRM for rental and equipment hire
Catalogue, booking, handover and return with photos, deposits and contracts in one system. You see what is out with clients, what is free and what is due back.
How the CRM handles a rental client
- 01Bookingon your website or WhatsApp for set dates
- 02Handovercontract, deposit, condition photos
- 03Rentalextension and due date reminder
- 04Returninspection, photos, damage charge
- 05Settlementdeposit refund, bonus, repeat rental
What the rental CRM does
Works for tool and construction equipment hire, cars, bikes and scooters, sports gear and event equipment.
Availability calendar
Every item on a date timeline: booked, with a client, in service. Double handovers are impossible.
Online booking
A catalogue with prices and free dates on your website, booking with a Kaspi prepayment.
Handover and return with photos
Condition photos at handover and return, a completeness checklist, client signature.
Deposits and contracts
Rental contract from a template, deposit in cash or as a document, deposit refund.
Rates and late fees
Hourly, daily and weekly rates, long-term rental discounts, late return fees.
Maintenance
Engine hours, mileage, repairs and servicing for every item, taking items out for repair.
Clients and blacklist
Rental history, client rating, debtors and rule breakers.
Owner reports
Payback of every item, fleet utilisation, revenue by category.
Where a rental business loses money and equipment
In rental, your money sits on shelves and with clients. Without records it is unclear how much each item has earned, what stands idle and what it is time to sell. The CRM calculates payback and utilisation for every item.
The second pain point is damage and disputes. A client returns a tool with a chip and insists it was already like that. Photos at handover and return and the client's signature on the contract settle such disputes.
The third is late returns. When returns are not tracked, equipment booked for tomorrow may not come back. The system reminds the client of the due date, charges a late fee and alerts the administrator.
Rental and equipment hire management software
Rental software covers the whole rental cycle: catalogue, booking, handover, return and payments. Administrators see the availability calendar, mechanics see maintenance, and the owner sees payback.
Equipment rental software suits tools, construction machinery, generators and access towers. A CRM for car rental adds mileage, fuel, fines and insurance for every car.
A rental app under your brand gives clients the catalogue, booking for set dates, rental extensions and Kaspi payment without phone calls.
Estimate the cost of a CRM for rental businesses
The base system with clients, schedule, memberships and payments starts from ₸500 000. Tick what else you need to see an estimate.
This is a calculator estimate. The exact price is set after a one-day audit and fixed in the contract.
Our CRM in production
A chain of sports clubs in Almaty runs memberships, entry and payments in our system
A martial arts club, a fitness club and a stretching studio run on one platform: each has its own app and front desk, and the owner sees shared analytics. We use the core of this system, clients, roles, payments, notifications and owner reports, as the base for a CRM for rental businesses, so launch is faster and cheaper than building from scratch.
Custom CRM or Bitrix24 and amoCRM
Off-the-shelf CRMs work well for sales teams. For rental businesses you end up bending the workflow to fit them, and you pay for every employee every month.
| Capability | A-LUX | Bitrix24 | amoCRM |
|---|---|---|---|
| Availability calendar per item | |||
| Handover and return with photos | |||
| Deposits, rates and late fees | |||
| Payback of every item | |||
| Monthly fee per user | No | Yes | Yes |
| You own the code and the database | |||
| Changes to fit your process | partly | partly |
How we implement the CRM
Frequently asked questions
How much does a rental CRM cost?
The core system with catalogue, calendar, handover, return and till starts at ₸500,000. Online booking, the app and maintenance tracking are priced separately.
Will it suit car rental?
Yes. We add mileage, fuel, fines, insurance and servicing for every car.
How do deposits work?
A deposit is taken in cash, via Kaspi or as a document, recorded in the contract and refunded after inspection.
How is damage recorded?
Photos at handover and return plus a completeness checklist. The cost of damage is added to the settlement.
Can clients book online?
Yes. The website catalogue shows free dates, and a booking is confirmed by prepayment.
How are late fees charged?
According to your rental rates: hourly or daily. The system charges the fee and notifies the client.
Can we run several rental points?
Yes. A shared catalogue and client base, moving items between locations, reports for each one.
How long does implementation take?
The core system goes live in 3 weeks, with online booking and the app in 6-7 weeks.
Other industry CRMs and services
We will show the system using your rental business as an example
We run a one-day audit, show a working system and give you the price and timeline.
Contact A-LUX
We reply within 15 minutes
Or contact directly