1 click
To install the template
Rental Tracking
Manage your rentals, contracts, bookings, and equipment in a single operational space
Centralize the management of rental contracts, contacts, invoices, equipment, repairs, and bookings to gain visibility, reduce oversights, and secure each step of the rental cycle.
Replace scattered tracking with a clear rental process
When rentals are tracked in separate files, teams waste time reconciling contracts, availability, interventions, and billing. This template gathers key data in a connected structure to reliably track each rental file from the first commitment to payment and return of the equipment.
6
ready-to-use forms
100%
Customizable without development
France
Technology and hosting
6 linked forms to cover the entire rental cycle
Rental Agreement
Central file of the rental dossier with the client, the rented equipment, the periods, pricing, tracking, and associated documents.
Contact
Reference of clients and renters with their contact details, commercial status, and links to contracts, bookings, and invoices.
Invoice
Management of invoices related to a contract and a billed contact, with tracking of dates, amounts, status, and payment.
Equipment
Inventory of the rental fleet with condition, availability, operation, checks, documentation, and links to bookings and repairs.
Repair
Tracking of technical interventions on a concerned piece of equipment, with priority, dates, costs, and progress.
Booking
Organization of bookings related to the contract, the reserved equipment, and the renting contact, with a clear view of the schedule.
A complete foundation to manage rental activity on a daily basis
Centralized rental agreements
Record each contract with its status, dates, pricing, responsible salesperson, operational manager, client, and rented equipment. The view to validate helps prioritize pending files, while upcoming deadlines secure returns and restitutions.
Usable contact reference
Track client and renter contacts with their details, status, and rental history. The relationships with contracts, bookings, and invoices provide a precise view of activity by interlocutor and company.
Billing related to contracts
Associate invoices with a rental contract and a billed contact to keep a clear record of issued, collected, and pending amounts. The views to collect and by status facilitate the management of collections.
Continuously monitored equipment fleet
Manage your equipment with their status, condition, availability, upcoming checks, and usage rate. The view of available equipment allows for quick identification of what can be rented, while the documentation helps standardize operations.
Connected repairs and maintenance
Report a repair directly on the concerned equipment, track its status, priority, cost, and intervention schedule. This keeps your fleet operational and limits unexpected unavailability.
Planned and traceable bookings
Organize bookings by contact, equipment, and rental contract. Calendar, timeline, and kanban views facilitate coordination between sales and operational teams.
From client need to equipment return, without losing track
The template follows a simple logic: identify the client, link the contract to the concerned equipment, then feed the bookings, billing, and maintenance from the same links. This structure avoids double entries and allows for managing each rental with consistent data.
-
01
1. Identify the contact and the need
The entry point is the contact, whether it is a client, a renter, or a follow-up interlocutor. Their contact details, status, and company serve as a basis for linking contracts, bookings, and invoices.
-
02
2. Create the rental contract
The contract links a client contact to a rented piece of equipment. It also groups information on period, conditions, pricing, and tracking. The Active and To Validate views allow distinguishing between engaged files and those still awaiting validation.
-
03
3. Schedule the bookings
Each booking is linked to a contract, a reserved piece of equipment, and a renting contact. This step provides a concrete view of the schedule, upcoming confirmations, and fleet occupancy.
-
04
4. Manage the equipment during the rental
The equipment sheet centralizes the status, general condition, usage rate, upcoming checks, and documentation. The Available, By Status, and Upcoming Checks views help secure the client promise and operational continuity.
-
05
5. Manage repairs and return to service
When a piece of equipment requires intervention, a repair is created with its priority level, progress, and costs. The direct link with the concerned equipment facilitates technical tracking until restoration.
-
06
6. Issue invoices and track payment
Invoices are linked to the rental contract and the billed contact. The views To Collect, Upcoming Due Dates, and By Status provide an immediate reading of the amounts to be collected and actions to be followed up.
Views designed to track the fleet, contracts, and urgencies
All forms offered in the app templates are editable and adjustable to your business, as well as the colors and layouts.
A useful template for teams managing rented assets and tight schedules
SMEs
Quickly structure a simple and robust rental tracking without multiplying files, manual reminders, and scattered spreadsheets.
Large accounts
Standardize the management of a large fleet, with clear responsibilities between sales, operations, maintenance, and billing.
Public sector
Secure the tracking of shared equipment, formalized contracts, and bookings across multiple services or sites.
Associations & NGOs
Coordinate equipment rentals, bookings, and interventions with simple and readable traceability for field teams.
Yes. The rental contract is linked to the client contact and the rented equipment, allowing for tracking the commercial file and the usage of the fleet within the same structure.
Yes. Each booking can be linked to a rental contract, a reserved piece of equipment, and a renting contact, securing the schedule and traceability.
The Equipment form is linked to repairs. You can track interventions, priorities, costs, and control deadlines to keep a usable fleet.
Yes. Invoices are linked to the contract and the billed contact, facilitating tracking of amounts, due dates, payments, and outstanding balances.
Yes. The available views highlight contracts to validate, invoices to collect, equipment to check, ongoing repairs, and bookings to confirm.
Yes. You can adapt fields, statuses, views, and internal uses to fit your rental organization, management rules, and equipment fleet.
Install this rental tracking template and adapt it to your operations
Start with a ready-to-use base to manage contracts, equipment, bookings, repairs, and invoices. Then customize fields, views, and processes to accurately reflect your way of working.
Teams transforming operations with Airprocess
Here is what our clients say
They trust us
Companies of all sizes and sectors that have optimized their operations with Airprocess
