labs@atheron:~/industries/equipment-rental$ rent --availability --gps --check-in

Rental fleet software

Every unit tracked from reservation to return inspection.

Every rental is a promise about a machine: it is available, it goes out in good shape and it comes back billed correctly. We build the systems that keep that promise: live availability, check-out and check-in with photos, GPS on your fleet and billing that follows the contract.

Start a project See the example projects

// what you are up against

The problems we hear most.

Availability on a whiteboard

The counter checks availability by calling the yard, units are double-booked, and a machine sitting idle at another branch is rented from a competitor instead.

Damage settled by memory

Check-out sheets on a clipboard and a few phone photos are all there is when a customer disputes a damage charge, so most charges are written off.

Machines lost on job sites

Units are left on sites after the job ends, called off-rent late, and found weeks later, while the contract keeps running or stops too early.

Billing from contract notes

Rental periods, fuel, delivery, damage and deposits are worked out from notes on the contract, and invoices are typed into the accounting system by hand.

// example projects

Systems we could build for you.

Each one is hypothetical, labelled as such, and priced live from our rate card. Open any of them in the estimator and make it yours.

Example projectWeb appMobile appMaterials tracking

Counter, yard and fleet tracking

Hypothetical. Not a client, not a result.

// The problem

A rental company with three branches checks availability by phone, records check-outs on paper, and cannot say where a third of its fleet is at any moment.

// What we would build

A counter system with live availability across branches, an iOS and Android yard app for check-out and check-in with damage photos and signatures, GPS trackers and barcode tags on every unit, hours and location from machine telematics, maintenance due by hours, and invoices and deposits synced both ways with QuickBooks Online, built on the QuickBooks Online API.

// What is in it

Live availability and reservations across branches
Check-out and check-in on the yard app with photos, hours, fuel and signature
GPS trackers and barcode tags on every unit, with telematics where the machine has it
Maintenance scheduled by hours or days, with units held until it is done
Rental billing, deposits and damage charges synced with QuickBooks Online
Trackers, rugged scanners, label printers and labels listed by quantity

// Stack

Next.js
React Native
PostgreSQL with PostGIS
Telematics APIs
QuickBooks Online API
AWS

// estimate

Build: ≈ US$221,000 to US$338,000, delivered within 50 weeksCAD 315,000 to 481,800
Hosting: ≈ US$1,230 a monthCAD 1,745 a month
Support: ≈ US$2,500 a monthCAD 3,565 a month
Hardware: ≈ US$83,900CAD 119,480

Prices in your currency are estimates from today's Bank of Canada rate. All invoicing is in CAD or USD.

Timeline by milestone

Discovery: 2.9 to 3.4 weeks
Data mapping and sandbox connection: 0.4 weeks
Discovery and site walk-through: 0.4 weeks
Design approved: 10.9 to 18.4 weeks
Core features: 1.4 to 2.4 weeks
Full build: 0.9 to 1.9 weeks
First build on devices: 2.9 to 4.9 weeks
Sync built and reconciled in sandbox: 1.9 to 2.9 weeks
Stock, receiving and transfers: 2.9 to 5.4 weeks
Tracking and devices working: 2.4 to 3.9 weeks
Testing and fixes: 0.4 weeks
Store submission: 0.4 weeks
Pilot site live: 2.9 to 3.4 weeks
Launch: 0.9 to 1.4 weeks
Live cutover: 0.9 to 1.4 weeks
Hypercare: 0.9 to 1.4 weeks
Rollout: 0.9 to 1.4 weeks

Outside our hands, and added to the calendar

App store review: 1 week
Hardware delivery, after it is ordered: 2 to 6 weeks
Telematics API access from each maker: 1 to 4 weeks

How it is paid

Deposit 20%: CAD 63,000 to 96,360
Discovery 4%: CAD 12,600 to 19,272
Data mapping and sandbox connection 1.6%: CAD 5,040.00 to 7,708.80
Discovery and site walk-through 3.2%: CAD 10,080.00 to 15,417.60
Design approved 7.3%: CAD 22,995.00 to 35,171.40
Core features 3.3%: CAD 10,395.00 to 15,899.40
Full build 2.2%: CAD 6,930.00 to 10,599.60
First build on devices 8.8%: CAD 27,720.00 to 42,398.40
Sync built and reconciled in sandbox 4.9%: CAD 15,435.00 to 23,608.20
Stock, receiving and transfers 9.7%: CAD 30,555.00 to 46,734.60
Tracking and devices working 6.4%: CAD 20,160.00 to 30,835.20
Testing and fixes 1.1%: CAD 3,465.00 to 5,299.80
Store submission 2.9%: CAD 9,135.00 to 13,972.20
Pilot site live 3.2%: CAD 10,080.00 to 15,417.60
Launch 4%: CAD 12,600 to 19,272
Live cutover 1.6%: CAD 5,040.00 to 7,708.80
Hypercare 1.6%: CAD 5,040.00 to 7,708.80
Rollout 4.2%: CAD 13,230.00 to 20,235.60
Holdback, 30 days after launch (10%): CAD 31,500 to 48,180
Battery GPS tracker x 300: CAD 98,180. Billed up front, at cost, outside the milestones
Rugged barcode scanner x 6: CAD 10,560. Billed up front, at cost, outside the milestones
Industrial label printer x 3: CAD 7,140. Billed up front, at cost, outside the milestones
Labels and ribbons, starter stock x 10: CAD 3,000. Billed up front, at cost, outside the milestones
Corded barcode scanner, for our build and testing: CAD 290. Billed up front, at cost, outside the milestones
Cellular GPS development kit, for our build and testing: CAD 310. Billed up front, at cost, outside the milestones

Start from this example

Example projectWeb app

Booking portal with deposits

Hypothetical. Not a client, not a result.

// The problem

Contractors and homeowners phone to ask what is available and to book, and the counter spends its mornings on calls while walk-in customers wait.

// What we would build

A booking portal in English and French where customers see availability by branch, book, pay a deposit through a processor's hosted checkout, and contractors manage their accounts, purchase orders and open contracts, with invoices posted to QuickBooks Online.

// What is in it

Availability by equipment class and branch, with delivery or pickup
Deposits and payments through a processor's hosted checkout
Contractor accounts with purchase orders, open contracts and invoices
Call off-rent from the portal, with the request time recorded
Invoices posted to QuickBooks Online

// Stack

Next.js
PostgreSQL
QuickBooks Online API
Payment processor's hosted checkout
AWS

// estimate

Build: ≈ US$99,700 to US$152,000, delivered within 27 weeksCAD 142,000 to 217,100
Hosting: ≈ US$176 a monthCAD 250 a month
Support: ≈ US$2,500 a monthCAD 3,565 a month

Prices in your currency are estimates from today's Bank of Canada rate. All invoicing is in CAD or USD.

Timeline by milestone

Discovery: 2.9 to 3.4 weeks
Data mapping and sandbox connection: 0.4 weeks
Design approved: 6.4 to 11.4 weeks
Core features: 2.4 to 3.4 weeks
Full build: 1.4 to 2.4 weeks
Sync built and reconciled in sandbox: 1.4 to 2.4 weeks
Testing and fixes: 0.9 to 1.4 weeks
Launch: 0.9 to 1.4 weeks
Live cutover: 0.9 to 1.4 weeks
Hypercare: 0.9 to 1.4 weeks

How it is paid

Deposit 20%: CAD 28,400 to 43,420
Discovery 5.1%: CAD 7,242.00 to 11,072.10
Data mapping and sandbox connection 3.9%: CAD 5,538.00 to 8,466.90
Design approved 5.1%: CAD 7,242.00 to 11,072.10
Core features 15.5%: CAD 22,010.00 to 33,650.50
Full build 10.3%: CAD 14,626.00 to 22,361.30
Sync built and reconciled in sandbox 11.7%: CAD 16,614.00 to 25,400.70
Testing and fixes 5.1%: CAD 7,242.00 to 11,072.10
Launch 5.1%: CAD 7,242.00 to 11,072.10
Live cutover 3.9%: CAD 5,538.00 to 8,466.90
Hypercare 4.3%: CAD 6,106.00 to 9,335.30
Holdback, 30 days after launch (10%): CAD 14,200 to 21,710

Start from this example

Example projectWeb appAICustom LLM

Check-in damage photo model

Hypothetical. Not a client, not a result.

// The problem

Yard staff compare check-out and check-in photos by eye, miss new damage on busy days, and the company writes off charges it cannot prove.

// What we would build

A custom vision model, fine-tuned on the company's own check-out and check-in photos, that flags likely new damage between the two for yard staff to check, served in the company's own cloud account.

// What is in it

Guided photo angles on check-out and check-in, from the yard app
Likely new damage flagged between the two sets of photos
Yard staff confirm or dismiss each flag, and confirmed damage goes to billing
A model fine-tuned on your photos, measured on a held-out set first
Dismissed flags kept as the next round of training data

// Stack

PyTorch
ONNX Runtime
Python
Next.js
AWS GPU instances

// estimate

Build: ≈ US$156,000 to US$238,000, delivered within 36 weeksCAD 222,100 to 339,100
Hosting: ≈ US$6,710 a monthCAD 9,550 a month
Support: ≈ US$2,500 a monthCAD 3,565 a month

Prices in your currency are estimates from today's Bank of Canada rate. All invoicing is in CAD or USD.

AI route: Custom LLM
Model running cost: ≈ US$6,530 a monthCAD 9,300 a month

Timeline by milestone

Discovery: 2.9 to 3.4 weeks
Data and evaluation plan: 0.4 weeks
Design approved: 2.4 to 3.9 weeks
Core features: 1.9 to 3.4 weeks
Full build: 1.4 to 2.4 weeks
Training: 8.9 to 15.4 weeks
Testing and fixes: 0.4 weeks
Evaluation and red-teaming: 3.9 to 4.4 weeks
Launch: 0.9 to 1.4 weeks
Production: 0.9 to 1.4 weeks

How it is paid

Deposit 20%: CAD 44,180 to 67,580
Discovery 1.3%: CAD 2,871.70 to 4,392.70
Data and evaluation plan 8.2%: CAD 18,113.80 to 27,707.80
Design approved 1.3%: CAD 2,871.70 to 4,392.70
Core features 4%: CAD 8,836 to 13,516
Full build 2.6%: CAD 5,743.40 to 8,785.40
Training 24.8%: CAD 54,783.20 to 83,799.20
Testing and fixes 1.3%: CAD 2,871.70 to 4,392.70
Evaluation and red-teaming 16.5%: CAD 36,448.50 to 55,753.50
Launch 1.3%: CAD 2,871.70 to 4,392.70
Production 8.7%: CAD 19,218.30 to 29,397.30
Holdback, 30 days after launch (10%): CAD 22,090 to 33,790
GPU time for training and testing, at cost: CAD 1,200. Billed up front, at cost, outside the milestones

Start from this example

Example projectWeb appBlockchain

Re-rent ledger for rental firms

Hypothetical. Not a client, not a result.

// The problem

Rental companies re-rent units to each other when they are short, and settle hours, damage and fuel at month end from each other's paperwork, with disputes on both sides.

// What we would build

A shared record of each re-rented unit's hours, location, condition photos and charges on a private permissioned ledger that each participating rental company runs a node of, fed by GPS and telematics, so settlement starts from one record. If one company is trusted to keep the books for all, a shared database is cheaper, and we will say so.

// What is in it

Re-rents requested, accepted and recorded with unit, rate and dates
Hours and location from GPS and telematics, recorded as they arrive
Condition photos at handover and return, fingerprinted on the ledger
Monthly settlement built from the shared record
A node for each participating rental company

// Stack

Next.js
Hyperledger Besu (private, permissioned)
PostgreSQL
Telematics APIs
AWS

// estimate

Build: ≈ US$136,000 to US$208,000, delivered within 26 weeksCAD 193,800 to 296,400
Hosting: ≈ US$176 a monthCAD 250 a month
Support: ≈ US$2,500 a monthCAD 3,565 a month

Prices in your currency are estimates from today's Bank of Canada rate. All invoicing is in CAD or USD.

Timeline by milestone

Discovery: 2.9 to 3.4 weeks
Architecture: 0.4 weeks
Design approved: 2.9 to 4.9 weeks
Core features: 1.9 to 2.9 weeks
Full build: 1.4 to 1.9 weeks
Devnet: 3.9 to 6.4 weeks
Testing and fixes: 0.4 weeks
Testnet: 2.9 to 3.4 weeks
Launch: 0.9 to 1.4 weeks
Mainnet: 0.9 to 1.4 weeks

Outside our hands, and added to the calendar

GPS trackers delivery: 2 to 6 weeks
Telematics API access from each maker: 1 to 4 weeks

How it is paid

Deposit 20%: CAD 38,760 to 59,280
Discovery 2.5%: CAD 4,845 to 7,410
Architecture 6.7%: CAD 12,984.60 to 19,858.80
Design approved 2.5%: CAD 4,845 to 7,410
Core features 7.5%: CAD 14,535 to 22,230
Full build 5%: CAD 9,690 to 14,820
Devnet 20.2%: CAD 39,147.60 to 59,872.80
Testing and fixes 2.5%: CAD 4,845 to 7,410
Testnet 13.4%: CAD 25,969.20 to 39,717.60
Launch 2.5%: CAD 4,845 to 7,410
Mainnet 7.2%: CAD 13,953.60 to 21,340.80
Holdback, 30 days after launch (10%): CAD 19,380 to 29,640

Start from this example

Example projectBot with a web dashboard

Off-rent and service request bot

Hypothetical. Not a client, not a result.

// The problem

Contractors call the branch to take equipment off rent or report a breakdown, the calls go to voicemail, and the contract runs on while the message waits.

// What we would build

A Telegram bot contractor customers use to call units off rent, request a pickup or report a breakdown with a photo, with each request time-stamped and sent to the branch, and replies on its status.

// What is in it

Off-rent requests time-stamped the moment they are sent
Pickup requests with the site location from the phone
Breakdown reports with photos, routed to the service team
Status replies when a request is accepted or a unit is collected

// Stack

Telegram Bot API
Node.js
PostgreSQL
DigitalOcean

// estimate

Build: ≈ US$18,900 to US$28,900, delivered within 5 weeksCAD 26,900 to 41,200
Hosting: ≈ US$176 a monthCAD 250 a month
Support: ≈ US$1,000 a monthCAD 1,425 a month

Prices in your currency are estimates from today's Bank of Canada rate. All invoicing is in CAD or USD.

Timeline by milestone

Commands agreed: 0.5 weeks
Working in a test server: 1.5 to 2.5 weeks
Hardening and testing: 0.5 to 1 weeks
Launch: 0.4 weeks

How it is paid

Deposit 30%: CAD 8,070 to 12,360
Commands agreed 15%: CAD 4,035 to 6,180
Working in a test server 30%: CAD 8,070 to 12,360
Launch 15%: CAD 4,035 to 6,180
Holdback, 30 days after launch (10%): CAD 2,690 to 4,120

Start from this example

Example projectWeb app

Fleet utilisation and rate dashboard

Hypothetical. Not a client, not a result.

// The problem

A rental company decides what to buy, move or sell from a monthly spreadsheet, and by the time it is built the busy season has moved on.

// What we would build

A dashboard loaded every night from your rental system and telematics, showing time and dollar utilisation by category and branch, rates achieved against your rate card, and the units that sit idle longest.

// What is in it

Rental and telematics data loaded every night
Time and dollar utilisation by category and branch
Rates achieved against your rate card
Idle units listed by how long they have sat

// Stack

Next.js
PostgreSQL
dbt
Metabase
DigitalOcean

// estimate

Build: ≈ US$67,500 to US$103,000, delivered within 16 weeksCAD 96,100 to 147,000
Hosting: ≈ US$344 a monthCAD 490 a month
Support: ≈ US$1,000 a monthCAD 1,425 a month

Prices in your currency are estimates from today's Bank of Canada rate. All invoicing is in CAD or USD.

Timeline by milestone

Discovery: 2.9 to 3.4 weeks
Design approved: 2.4 to 3.4 weeks
Core features: 2.4 to 3.9 weeks
Full build: 1.4 to 2.4 weeks
Testing and fixes: 0.9 to 1.4 weeks
Launch: 0.9 to 1.4 weeks

Outside our hands, and added to the calendar

GPS trackers delivery: 2 to 6 weeks
Telematics API access from each maker: 1 to 4 weeks

How it is paid

Deposit 20%: CAD 19,220 to 29,400
Discovery 7.7%: CAD 7,399.70 to 11,319.00
Design approved 7.7%: CAD 7,399.70 to 11,319.00
Core features 23.3%: CAD 22,391.30 to 34,251.00
Full build 15.5%: CAD 14,895.50 to 22,785.00
Testing and fixes 7.7%: CAD 7,399.70 to 11,319.00
Launch 8.1%: CAD 7,784.10 to 11,907.00
Holdback, 30 days after launch (10%): CAD 9,610 to 14,700

Start from this example

// by service

Go deeper on one kind of work.

Pages for the services we have the most to say about in this industry.

~/apps

Rental yard software

Counter and yard systems for rental companies with live availability, check-out and check-in photos, GPS and barcode fleet tracking, deposits and billing synced with QuickBooks Online.

~/ai

AI for rental damage

A custom vision model fine-tuned on your own check-out and check-in photos that flags likely new damage for yard staff to check before a unit goes back on rent.

~/bots

Rental off-rent bot

A Telegram bot contractors use to call equipment off rent, request pickups and report breakdowns with photos, with every request time-stamped and sent to the right branch.

~/chains

Shared re-rent ledger

Re-rented units' hours, locations, condition photos and charges recorded on a private permissioned ledger shared by rental companies, so month-end settlement starts from one record.

// questions

What buyers in this industry ask us.

Do you work outside British Columbia?

Yes. We work with rental companies anywhere; prices are in Canadian dollars.

Can you supply GPS trackers and tags?

Yes, as a pass-through listed by quantity in the estimate, with any monthly data costs shown separately, or you can buy them directly.

How do payments work?

A deposit to start, then payments at agreed milestones, with 10% held until 30 days after launch. The deposit is a smaller share on larger projects.

Who owns the software?

You do, once the work is paid for, including the models and the integrations.

// other industries

Nearby industries.

~/construction

Construction

Site apps for daily logs and safety, specs assistants, progress claim and holdback ledgers, and bots for your crews.

See the examples

~/field-services

Field services and trades

Dispatch boards and offline technician apps, van stock and materials tracking, customer portals for quotes and service plans, quoting assistants and shared equipment warranty records, all synced with QuickBooks Online.

See the examples

~/logistics

Logistics

Dispatch boards and driver apps, booking agents for the inbox, shared bills of lading on a private ledger and load bots.

See the examples

All industries

// where we work

Find your market.

We work from Kelowna with clients across Canada, the United States and further afield. Each market page covers working hours, hosting, the privacy law that applies, and prices in your currency.

Every market

// next

Not quite your project?

Tell us what you have in mind. We will come back to you with a range and the questions that would narrow it. Or book a call and talk it through.

Start a project Book a call