Fleet Management Software for Equipment Rental Companies
Track the condition and service history of every piece in your rental fleet. Schedule maintenance between rentals. Know exactly what is out, what is back, and what is due for service — all from one platform.
Free up to 5 equipment. No credit card required.
Challenges rental companies face
If you run a rental fleet, these problems are probably costing you money right now.
Equipment comes back damaged — with no record
When a rental comes back with a bent blade or broken light, you need to know if it was like that when it went out. Pre-rental and post-rental inspection records prove the condition at each point.
Maintenance falls through the cracks between rentals
Equipment goes out, comes back, and goes straight back out. Service intervals get missed because nobody checks if it is due. NovaGear tracks hours and alerts you when maintenance is needed.
No visibility into fleet utilization
Which pieces are rented out constantly and which are sitting? Understanding utilization drives purchasing and disposal decisions.
Repair history hidden in paper files
When a customer asks about service history before renting, or when a piece has a recurring issue, the repair history should be instantly accessible — not in a filing cabinet.
Parts and consumables hard to track
Oil, filters, belts, and blades go through quickly when you are running a high-volume rental shop. Tracking parts inventory prevents emergency supplier runs.
Multiple locations hard to manage
Multi-yard rental operations need visibility across all locations without separate systems for each yard.
Features rental companies use most
Equipment Registry
Complete profile for every rental unit: condition, photos, service history, and meter readings. Scan asset tag barcodes for instant lookups at check-in and check-out.
Preventive Maintenance
Hour or day-based service plans with automatic alerts between rentals. Reusable templates for similar equipment types keep setup fast.
Inspection Records
Pre and post-rental condition documentation with photos. Timestamped records that prove equipment condition at every handoff — protecting you from damage disputes.
Work Orders
Track every repair, parts used, and labor cost per unit. Mechanics work from a clear queue and close out jobs from their phone. No paperwork, no lost records.
Parts Inventory
Track consumables, trigger automatic reorders, and see what is in stock across the yard. No more emergency runs to the supplier when you are in the middle of turning a unit around.
Cost Tracking
True cost-per-unit data to drive fleet refresh decisions. Know exactly which pieces are profitable and which ones are eating margin with repeated repairs.
How it works for your team
Every role in your rental operation gets the right tools without the complexity they do not need.
Yard Staff & Operators
Document equipment condition at check-in and check-out with photos and notes. Log meter readings at each handoff. Report damage instantly without filling out forms or tracking down a manager.
Shop Technicians
PM work order queue between rentals, parts tracking, and repair documentation from a single screen. Clock in and out of jobs to track labor time. Parts reorder alerts keep the shop stocked without manual counts.
Rental Managers & Owners
Fleet status dashboard shows what is out, what is back, and what is due for service at a glance. Maintenance cost reporting reveals true cost per unit. Multi-yard visibility from a single login.
Equipment Rental FAQ
Yes, the inspection and issue reporting features document condition with photos and notes at any point. Records are timestamped and tied to the specific equipment, giving you a clear before-and-after picture for every rental cycle.
Set service intervals by hours rented or calendar days. NovaGear alerts you when a unit hits its threshold, whether it is currently out on a rental or back in the yard. You can also create one-time work orders whenever something needs attention between cycles.
Yes, equipment can be organized into groups and assigned to locations. All yards are visible from a single dashboard so you always know what is where, what is available, and what is due for service — without logging into separate systems.
$5 per month per rental unit. Unlimited staff accounts. All features included. Free up to 5 units with no credit card required to get started.
Track every rental, every repair, every dollar.
Join rental companies managing their fleet with NovaGear. Free up to 5 equipment.