ForConstructionPros.com

Rental management software is a mature industry. Most systems available do a pretty good job of managing the main concerns and needs of a rental business. As a result, to get the best system for your needs, you need to read the fine print.

"Common features tend to be in the areas of management and operations: reporting, analysis, emailing and other non-rental-specific functions," explains Jack Shea, president of Solutions by Computer. "Where software succeeds or falls short is in the details, for example, the ability to handle multiple add-ons, items substitution and partial returns on an open contract, or allow information access over the Internet."

Andre Gilbert, president of Orion Software Inc., agrees, noting that "most suppliers [have gone] a little bit further by providing tools to improve customer service with functions like reservation management, safety notices printed automatically on contracts, or the ability to email and fax transactions or customer statements," he says.

"At Orion, we also added tools to gather and share knowledge. Kit and accessory management, memos on customers available at transaction time, equipment pictures, notes on the usage of each equipment for internal use, or safety notices for customers. All these allow for less experienced and new employees to efficiently serve customers with confidence."

One size does not fit all

Large, multi-branch operations and smaller companies require many of the same things, but there are points of differentiation. "Multi-branch operations benefit from software capabilities that facilitate sharing," says Shea. "That's the key. For example, sharing can take a three-store operation to a profit level that three separate stores could never achieve. Depending on the operation, it can include the sharing of rental inventory, availability of information, retail stock, delivery vehicles, maintenance crews, storage space, owner policies and data of all types. When a rate change can be imposed instantly and globally, or selectively by region or location, the entire business is going to benefit. Smaller, single locations can benefit from the same controls and efficiencies on a one-on-one basis."