Equipment Hire Software Where Availability Comes from Bookings, Not the Yard

Mythex lets an equipment rental company build booking where availability is calculated from every hire start and end, a fleet list by asset number with status and service dates, invoices that stop charging on the off-hire date, a website with specs and rates, and a shop for consumables and ex-rental machines. Describe your fleet and publish with a database.

Why rental counters still walk the yard

Tools, access equipment and plant go out by the day, weekend, week or month to contractors, homeowners and event crews. Customers ring to ask what is free, and staff check by walking the yard because the whiteboard and the hire system disagree. Items come back dirty, damaged or late, and damage disputes need evidence. Friday afternoons bring the weekend rush, spring brings homeowners, and contractors call to off-hire a machine that will not be collected until Tuesday. Lifting and access gear has mandatory inspections. A rental business needs each asset tracked individually, availability worked out from bookings with a cleaning buffer, and charges that follow the off-hire date.

Each machine by asset number with status and location
Availability by item and date range from bookings
Turnaround time for cleaning and checks
Dispatch and return photos on the hire record
Off-hire date that ends charging
Inspection and service dates per asset

What you can build for equipment rental companies

Availability calculated, not guessed

Every hire start and end is recorded, so availability for any date range comes from the bookings. Each item carries a turnaround buffer for cleaning and safety checks, delivery and collection slots are booked with the hire, and deposits and damage waivers are recorded.

Build a hire booking system for my equipment rental company. Customers pick an item and a date range and see whether it is available, calculated from existing hires plus a half-day cleaning and inspection buffer. Book delivery or collection slots, record the deposit and whether damage waiver was taken.

A fleet list by asset number

Each machine has an asset number, status, in yard, on hire at a named site, in repair, awaiting inspection, service intervals by hours or days, inspection dates for lifting and access gear, and attachments linked to the main machine.

Make a fleet inventory app for my equipment hire company. Each asset has a number, model, status (in yard, on hire at a site, in workshop, awaiting inspection), hours run, service interval and next service, inspection due date for lifting and access equipment, and linked attachments.

Charges that stop at the off-hire call

Hire is charged at whichever of daily, weekend, weekly or monthly rate is cheapest, the off-hire date ends charging even if collection is later, and damage, cleaning, lost parts and fuel are added after return with photos attached. Deposits show apart from hire charges.

Build invoicing for my equipment rental company that charges each hire at the cheapest of daily, weekend, weekly or monthly rates, ends the hire on the recorded off-hire date, adds damage, cleaning, fuel and lost part charges after return with dispatch and return photos, and shows deposits separately.

A hire website contractors choose from

Categories with the specs people search for, working height, bucket size, weight, power type, daily and weekly rates, delivery areas, and what ID and deposit a customer needs.

Build a website for my equipment hire company with categories for tools, access equipment and plant, a page per item with specs, photos and daily, weekend and weekly rates, delivery areas, ID and deposit requirements, and a booking button.

Consumables and ex-rental machines

Sell abrasives, blades, fuel mix and PPE with each hire, suggested per item, and list retired machines for sale with hours run and service history, separate from the hire fleet.

Create an online store for my rental company selling consumables (sanding sheets, diamond blades, fuel mix, PPE) suggested with each hire item, and an ex-rental section listing retired machines with photos, hours run, condition notes and service history.

Monthly rates for long site hires

Long-term rates for multi-week hires, delivery and collection by zone, optional damage waiver, and operated hire quoted separately from dry hire.

Create a quote app for long-term equipment hire with monthly rates, delivery and collection priced by zone from the site address, an optional damage waiver line, and operated hire with operator hours quoted separately from dry hire.

Inspections and safety records

Lifting and access equipment often needs inspections at set intervals, and some machines need a handover briefing. Ask for inspection due dates per asset and a block on booking anything overdue. Mythex builds the records you describe; the inspection regime and who may carry it out follow the rules where you operate.

Inspection dates per asset
Overdue assets cannot be booked
Handover checklist on dispatch

From the whiteboard to one fleet list

Give every machine an asset number and enter its current status this week. Then record each hire out and back in the app. Within a fortnight the availability screen is right, and the counter stops walking the yard to answer the phone.

Questions

Can the system show real-time availability?

Yes. If every hire start and end is recorded, availability for any date is calculated from the bookings.

Can I take deposits online?

Yes, through a payment provider you connect with your own account, such as Stripe. Deposits are recorded separately from hire charges.

Can the CRM flag customers who returned damaged equipment?

Yes. Add a flag or notes field that shows on the booking screen, such as a warning when a flagged customer is selected.

Can drivers and yard staff use it on phones?

Yes, it works in a phone browser. On Pro it can also become Android and iPhone apps that open your published app.