Free equipment rental software
RentalPro is free rental management software for tool, plant and equipment hire. Track every unit you own, see what is out with which customer, bill returns in batches for the days each was actually out, and send invoices — free, with no card, from your phone or desktop.
Free to use · No credit card · Works on your phone
Where equipment hire goes wrong
Nobody can say who has what
A generator goes out on Monday, a plate compactor on Tuesday. By Friday the register book and your memory disagree. RentalPro records every item out and back against the customer, so “who has the compactor?” is one look at the screen.
Returns come back in pieces
A contractor hires six units and returns two early. Charging all six for the full period overcharges them; charging all six up to the first return undercharges you. Each returned batch should pay for the days it was out — and doing that by hand is where errors creep in.
Damage and loss start arguments
When a unit comes back broken or does not come back at all, you need the date, the customer and the replacement cost to hand. Written down in a margin, you do not have them.
You find out about late returns too late
Equipment that is overdue is equipment you cannot hire to the next customer. It should be on your screen the day it is late, with the customer’s phone number next to it.
What you get — free
Stock per item
See owned, out and available for every item. Set a low-stock level and get warned before you promise the last unit twice.
Daily, weekly or monthly rates
Price each item per day, week or month. Set a minimum hire period, and choose whether the return day counts as a rental day.
Partial returns, billed per batch
Record returns as they happen. Each batch is billed from the day it went out to the day it came back.
Damage and loss on the record
Mark units broken or lost at return. Replacement cost is pre-filled from the item, and written-off units leave your available stock.
Extra charges as their own lines
Delivery, collection, cleaning, labour and late fees sit on the invoice as separate lines, with discounts where you agree them.
Draft orders
Prepare an order before anything leaves the yard. It only counts as out when you hand the equipment over.
Overdue list
Late returns surface on your dashboard with the customer and their phone number.
Invoices with your tax
VAT, GST or sales tax with your registration number, ready to print or save as a PDF. Presets for the UK, Australia, India, New Zealand, Ireland, the UAE and South Africa.
Worked example: four plate compactors on a site
A contractor hires four plate compactors from 2 June at £45.00 per day. One comes back on 4 June, another on 9 June, and two stay on site until 16 June. The return day counts as a rental day, and each batch is charged for its own time:
| Plate compactors | Days out | Charge |
|---|---|---|
| 1 returned 04 Jun 2026 | 3 | £135.00 |
| 1 returned 09 Jun 2026 | 8 | £360.00 |
| 2 kept until 16 Jun 2026 | 15 | £1,350.00 |
| Hire charge | £1,845.00 | |
| Tax (20%) | £369.00 | |
| Total | £2,214.00 | |
Try your own numbers in the free rental cost calculator — no signup — or let RentalPro do this for every order automatically.
Start with a Tool & Plant Hire catalog
While your catalog is empty, choose “Use a template” on the Items screen and pick Tool & Plant Hire. These items load in with rough rates and replacement costs, ready for you to rename and re-price.
Starter catalogs are offered by country: this one is available to accounts set up in the UK, Ireland, Australia and New Zealand. Anywhere else, add your own items.
- SDS Hammer Drill
- Angle Grinder (230mm)
- Circular Saw
- Plate Compactor
- Floor Sander
- Step Ladder (8 tread)
- Extension Ladder (3.5m)
- Tower Scaffold (4m)
- Pressure Washer
- Generator (5kVA)
- Dehumidifier
Who it is for
- Tool hire shops
- Plant and machinery hire
- Access equipment (ladders, towers)
- Generators and power
- Trade counter hire desks
- Small hire fleets
Versus a spreadsheet or the register book
Knowing what is out
Spreadsheet or paperOnly as current as the last time someone updated it
RentalProWorked out from recorded movements, so it is always current
Partial returns
Spreadsheet or paperManual maths for every batch
RentalProEach batch billed for its own days
Damage and loss
Spreadsheet or paperA note in the margin
RentalProRecorded on the order, with replacement cost
Late returns
Spreadsheet or paperNoticed if you happen to check
RentalProListed on the dashboard
Invoices
Spreadsheet or paperRetyped for every order
RentalProGenerated from the order, with your tax
Cost
Spreadsheet or paperFree
RentalProFree
Frequently asked questions
Does it work for daily and weekly hire?
Yes. Each item has its own rate period — day, week or month. Weekly rates round up per started week and monthly per started 30 days, and you can set a minimum hire period so short hires are never undercharged.
Can I track serial numbers or individual assets?
Not at the moment. Items are tracked by type and quantity, which suits fleets of identical units and consumable-style kit. If every machine needs its own record, bear that in mind.
What happens when equipment comes back damaged?
You mark the units broken at return. The charge is pre-filled from the item’s replacement cost, the units leave your available stock, and the event stays on the order with its date.
Can I charge delivery, collection or cleaning?
Yes. They are extra charge lines on the order and appear as separate lines on the invoice, alongside late fees and discounts.
Can I use it on my phone at the yard or counter?
Yes. It runs in the browser on any phone, tablet or computer, so you can create orders on site and record returns at the counter. There is nothing to install.
Is it really free?
Yes. Sign in with Google and use the whole system — unlimited items, customers and orders — with no card and no trial countdown. Early users keep free access.
Also free: rental cost calculator · rental invoice generator · all of RentalPro
Run your hire business free
Track stock, bill returns by the days each unit was out, and send invoices — all in RentalPro, free to use.
Free to use · No credit card · Works on your phone