Industries · Equipment rental
No unit on sitewithout a contract.No contractwithout an invoice.
We build equipment rental systems that connect your fleet register, availability, hire contracts, deliveries and collections, workshop and billing — so every machine on a customer's site is accounted for, from quote to final invoice.
- Fleet availability
- Quotes & reservations
- Hire contracts
- On-hire / off-hire
- Delivery & collection
- Workshop & PPM
- Rental billing
- Utilisation
01Where rental companies leak
The fleet earns on site. The paperwork loses it in the yard.
Most rental businesses don't lose money on rates. They lose it in the gaps between the yard, the drivers, the workshop and accounts.
01Off-hire calls are taken by whoever answers the phone
What happens
A site manager calls to off-hire a generator; the message is written on a pad or passed on by WhatsApp, and the contract keeps running until someone remembers to close it.
What it costs
Customers dispute days they say they didn't use, credit notes pile up at month end, and machines sit on finished sites instead of going out again.
With one system
Every off-hire request is logged against the contract with time, caller and reference, billing stops by your rules, and a collection job is created for transport straight away.
02Availability lives in the yard manager's head
What happens
Sales check a whiteboard, a spreadsheet and a phone call to the yard before they can say whether a 12m scissor lift is free next Thursday.
What it costs
Slow quotes, double-promised machines and last-minute cross-hires at a worse rate — or the job goes to a competitor who answered first.
With one system
Live availability by class, unit and depot, including reservations, units due back and units in the workshop — so sales can quote and hold a machine in one step.
03Delivery tickets and condition photos go missing
What happens
Drivers hand over machines with a paper ticket; hour-meter readings, fuel levels and damage photos are taken on personal phones, if at all.
What it costs
Damage and fuel charges are hard to prove, so many are written off — and disputes take weeks of emails.
With one system
Drivers record hours, fuel, photos and signatures in an app at delivery and collection. The check-in sits on the contract, ready for any charge or dispute.
04Services and inspections are tracked on a separate sheet
What happens
PPM intervals, third-party inspection dates and certificate expiries sit in a workshop spreadsheet that the hire desk never sees.
What it costs
Machines go out close to a service or with an inspection about to lapse, then come back early for a swap the customer didn't plan for.
With one system
Service and inspection dates are part of each unit's record. Units that are due can't be booked past the due date without someone approving it.
05Rental billing is rebuilt by hand every cycle
What happens
Accounts work out pro-rata days, minimum hire periods, weekend rates, transport, fuel and damage from contracts and delivery tickets each month.
What it costs
Unbilled days, slow invoices on long-term hires and debtor days that keep creeping up.
With one system
Charges are calculated from the contract and its on-hire and off-hire events, with transport, fuel and damage lines added from the driver check-in and workshop report.
06Nobody knows which equipment class actually pays
What happens
Utilisation is estimated from memory, and buying decisions are made on what felt busy last quarter.
What it costs
Capital tied up in idle light towers while telehandlers are cross-hired in week after week.
With one system
Time and financial utilisation by class, unit and depot, alongside cross-hire spend and enquiries you couldn't fulfil.
02Rental platform preview
What your rental system could look like.
From the hire desk to the workshop to accounts — switch between the views your team would use every day. Every screen is designed per rental company in discovery.
Illustrative interface with sample data — your system is designed around your fleet, depots and hire terms.
Illustrative demo · sample dataCan you picture your own fleet on it?
Build your rental system03Solutions
The parts of a rental system — chosen for your fleet.
Every unit, its history and its paperwork
Fleet register & asset records
Each machine has its class, serial, depot, hour meter, purchase details, documents, service history and hire history — with serialised units and bulk items such as scaffolding handled differently.
- Serialised and bulk items
- Documents and certificate dates
- Hire and service history
- Sub-hire and cross-hire units
Every unit, its history and its paperwork
Fleet register & asset records
Each machine has its class, serial, depot, hour meter, purchase details, documents, service history and hire history — with serialised units and bulk items such as scaffolding handled differently.
- Serialised and bulk items
- Documents and certificate dates
- Hire and service history
- Sub-hire and cross-hire units
Not every rental company needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps an eye on every hire.
Your rental system already holds the contracts, availability, check-ins and service records. AI works on those records — reading, matching, drafting and flagging — so the hire desk and accounts spend less time chasing.
AI suggests, drafts and flags; people approve. It never confirms a hire, changes a rate, issues a damage charge or credit note on its own, and it doesn't make safety decisions — inspections and sign-off stay with qualified staff.
- 01
Enquiry and LPO intake
Checked before confirmingTurn this contractor's emailed LPO into a contract.Reads the LPO, matches the equipment to your classes and the customer's rates, checks credit and availability, and prepares the contract for the hire desk to confirm — highlighting anything that doesn't match the quote.
- 02
Availability assistant
What can we offer if no 17m telehandler is free next week?Lists units due back early, nearby depots, suitable substitutes and cross-hire options with their cost, so the hire desk can make an offer quickly.
- 03
Off-hire watch
Messages sent after approvalWhich hires have ended but haven't been off-hired?Flags contracts past their end date, machines with no hour-meter movement and sites marked complete, with draft messages to the site contacts.
- 04
Damage and check-in reports
Charges approved by staffPrepare the damage report for the scaffolding returned from Al Noor.Compares delivery and collection photos and counts, lists the differences and drafts the report and proposed charge for the workshop and accounts to review.
- 05
Fleet reporting in plain language
Which classes earned the least per unit last quarter?Answers from your own contracts and costs, with the figures and the units behind them — so fleet decisions don't wait for a spreadsheet.
05A day with ORCHESTR
A hire desk's day, with and without one system.
- 06:45Off-hires already loggedOvernight off-hire requests are logged on their contracts with references, and collection jobs are waiting for transport.
- 08:00Availability on screenSales see live availability by depot, including units due back today, and hold one while they quote.
- 10:30Check-ins on the contractHour meter, fuel, photos and signatures from each delivery are already on the contract.
- 13:00Due units held backThe system blocks the generator past its service date and suggests a ready unit instead.
- 16:00Evidence in two clicksDelivery and collection photos sit side by side with a drafted damage report for approval.
- 18:30Invoices from the eventsHire charges are calculated from on-hire and off-hire events, ready to review and send.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works alongside the tools your fleet already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysWebsite forms
- Telematics & hour meters
- Telematics providers (via API where available)Manufacturer fleet portals (where available)GPS trackers
- Accounting
- Zoho BooksQuickBooksXeroSage (via export)
- Payments
- Card payment gatewaysPayment linksDeposit holds (where supported)
- Maps & transport
- Google MapsRoute planning
- Data
- Spreadsheets & exportsExisting rental software (via API or export)BI tools
07How we build your system
Built around your rental company — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the rental company.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Hire days that get billed
On-hire and off-hire events drive invoices directly, so days stop slipping between the yard and accounts.Faster, more confident quotes
The hire desk sees what's really available and holds it in the same step.Damage and fuel charges you can stand behind
Every handover has readings, photos and a signature attached to the contract.Machines that go out ready
Service and inspection dates are part of availability, not a separate spreadsheet.Fleet decisions on evidence
Utilisation, revenue per unit and cross-hire spend by class, instead of impressions.Fewer calls about what's on site
Customers can see their on-hire list and request off-hire themselves.
09Possible use cases
How different rental companies could use it.
Examples of what we could build — not completed client projects.
Hours, fuel and services in one record
Generators tracked by hour meter, with fuel readings at every handover, PPM driven by running hours and refuelling jobs scheduled for long-term sites.
Lifts that are always ready to go
Scissor and boom lifts with inspection dates, battery checks and off-hire inspections built into availability, plus fast quoting for short hires.
Bulk items, counted properly
Scaffolding hired by m² or component, with counts at delivery and return, damage tracking per frame type and erection crews scheduled alongside.
One fleet across several yards
Depot-level availability and transport with transfers between yards, cross-hire tracking and a group view of utilisation and revenue.
FAQs
Equipment rental questions, answered.
Manufacturing & industrial
01We already use rental software. Do we have to replace it?
Not necessarily. Some rental companies keep their existing system for billing and add what it lacks — a driver app, a customer portal or proper utilisation reporting — connected via API or exports. In discovery we'll tell you plainly whether extending or replacing makes more sense.
02Can it handle pro-rata days, minimum hire and weekend rates?
Yes. Your hire terms are configured as rules — daily, weekly and monthly rates, minimum periods, weekend and holiday treatment, and when billing stops after an off-hire. Unusual customer-specific terms are captured on the contract itself.
03How do you handle scaffolding and other bulk items?
Bulk items are hired by quantity — m², sets or components — with counts at delivery and return. Shortages and damage are recorded per item type, so charges match what actually came back.
04Can the system read hour meters from our telematics units?
Where your telematics provider or manufacturer portal offers an API, we can pull hours and location into each unit's record. Otherwise drivers and workshop staff record readings in the app at each handover.
05Does it track inspections and certificates?
It records inspection dates, uploads certificates and reminds you before anything lapses, and it can block a unit from being booked past a due date. The inspections themselves stay with your qualified staff or third-party inspectors.
06Can we manage cross-hire and sub-hire?
Yes. Units hired in from other suppliers are tracked like your own, with their cost and return date, so you can see the margin on each cross-hired job and how often you rely on it.
07Will AI confirm hires or raise charges automatically?
No. AI reads documents, checks availability, flags overdue contracts and drafts reports and messages. Confirming hires, changing rates and issuing damage charges or credits always need a person's approval.
08How do we move our fleet and contracts across?
Usually from spreadsheets or your current system's exports. We map units, rate cards, customers and open contracts, check them with your team and switch over at a quiet point in the billing cycle.
09How is a rental system priced?
Each system is quoted after a discovery call, based on the modules, depots, fleet size and integrations involved. Ongoing support and hosting are agreed separately and in writing before anything starts.
Start here
Let's mapyour fleet.
Tell us how a hire moves through your business today. We'll come back with how one system could connect your hire desk, yard, workshop and accounts.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your rental company runs today.
- 03If there's a fit, a written scope and quote — no obligation.