One system for reservations, contracts, payment, damage and invoicing, tailored to how your rental business works in practice. Whether it's car rental, equipment hire, transport, events or your own rental platform, we build only what you need, integrated with the systems your accounts and operations already run on.
Off-the-shelf packages such as Rentman, RentMagic, Easy-Rent and Hire Hop work well for rental companies that operate within one clear workflow. Once multiple branches, custom pricing rules, sector-specific inspections or your own customer portal come into play, those packages often hit their configuration limits, or you end up paying mainly for modules you never switch on.
Custom rental software is built precisely for those situations. Since 2015 we have worked with rental companies in car rental, transport, construction equipment and event production, as well as adjacent sectors such as property management, where reservations, contracts and invoicing follow essentially the same patterns. Our approach is fixed: first we understand where your current package or Excel-based way of working is holding you back, then we build, step by step, only the modules that make the difference, nothing more.
The right approach depends on how many assets you rent out, how complex your pricing structure is, and which integrations your operation requires. We'll map that out together in the first conversation.
A working rental module with real-time availability, online booking, automatic confirmations and a customer portal where the renter can view their own contracts, invoices and return arrangements. Suited to rental companies with one to a few branches that want to move away from loose Excel calendars and email chains.
For rental companies where the off-the-shelf packages are too limited or too expensive. Think of a car rental firm with DKV and MyWheels integrations, a transport rental company that needs CMR paperwork and route planning, or an equipment rental business tracking inspection records per item. Multi-branch, configurable pricing rules, a damage flow with photo upload.
A marketplace-style platform where multiple rental providers or locations offer their inventory under your brand. Peer-to-peer rental, a franchise chain, or an industry platform for holiday homes, boats or workspaces, for example. Includes provider onboarding, payout administration and commission handling.
At an approved institution, the data held must match the annual accountability report. That is what the app that records observations at the source is for.
Not every rental business needs everything. We put the package together based on your workflow — what is listed below is the complete set of modules we have built before and that have proven themselves. Whatever does not fit your operation, we leave out.
For many rental businesses, an off-the-shelf package such as Rentman or Easy-Rent is still the smartest choice. Custom development only becomes worthwhile in a number of patterns — if you recognise your situation below, we are happy to talk further.
Construction equipment with VCA inspections, transport rental with CMR consignment notes, car rental with DKV fuel card integrations or MyWheels listings. Standard packages either don't support these flows or only partly do, so you end up with loose Word documents alongside the system instead of a single file.
Seasonal pricing, weekend and evening surcharges, damage and no-show fees, VAT zones inside and outside the EU, and discounts for longer hires or loyal customers. Handled in one rules engine instead of loose spreadsheets — and the counter staff no longer need to calculate in their heads.
One system with real-time stock per location, transfers between branches, and reporting both centrally and per branch. A customer hires in Amsterdam and returns in Rotterdam — without duplicate administration and without a planner having to phone around to check availability.
Business customers don't want to phone up for every booking. A dedicated customer portal or mobile app for booking, requesting returns and retrieving invoices is quicker for them and saves your team manual work. It also gives your brand its own place in the rental experience, rather than a generic package look.
Demand for rental software varies widely: from a transport hire company that needs CMR and route planning, to a private peer-to-peer marketplace for tools. We work across these eight segments. The underlying technology is related, but the details make the difference.
From individual cars to a company fleet with short- and mid-term rental. Driving licence validation, damage history per vehicle, fuel card and DKV integrations, and GPS tracking for theft prevention and mileage administration. Optionally a listing on MyWheels or similar platforms.
Per item an inspection record (VCA, NEN), out-of-service blocking for maintenance, and planning of transport to the construction site. Often with a daily rate scale, weekend rate and reverse charge VAT for B2B customers.
We often see the search term "transport rental software": hire companies with a mixed fleet of tractors and trailers that want a licence and Code 95 check, as well as digital delivery of CMR consignment notes and route instructions. GPS tracking for location and geofencing is standard in this segment.
Bookings per item and per set, scheduling of set-up and dismantling crews, location coordination, and packing lists that travel on the lorry. Often with a seasonal pattern, where summer pricing and staffing are completely different from winter.
Private individuals rent out tools, vehicles or leisure equipment to one another. Provider onboarding with KYC, payout administration via Mollie Connect or Stripe Connect, a dispute flow and commission handling. Reviews and ID verification are essential for trust.
A booking module with arrival and departure dates, discounts for longer stays, cleaning surcharges, deposits and discount codes. Integration with channel managers for Booking.com or Airbnb is a frequently requested extra.
Reservations by the hour, day part or longer period, subscription options for regular users, access linked to smart locks or badges. Billing per user, billing period or organisational unit.
Boating licence and experience checks, weather-dependent cancellation rules, fuel handling, mooring administration and integration with a tracking system for geofencing on the water. Seasonal fluctuation is greater here than with almost any other rental model.
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Our stack runs as standard on a modern web architecture: TypeScript front end (Next.js or Astro), Node or Python back end, and PostgreSQL as the main database. For the pricing engine we use a bespoke rules layer so that finance can adjust tariffs themselves without a developer being involved. Background jobs (email, invoices, GPS polling) run on a queue so the UI never hangs.
Authentication runs via OAuth and magic links for B2C, with optional SSO via Microsoft or Google for business customers. Hosting is usually in a GCP or AWS environment, preferably in an EU region for GDPR compliance. Backups, monitoring and logging are set up from day one. We build mobile apps natively or as progressive web apps where needed, depending on whether offline features are required (think of a driver filling in a damage form without signal).
For companies still running on a spreadsheet, an outdated .NET package or a Microsoft Access application, this is a major step. We don't do a big-bang migration. We start with the most painful module (usually reservations and invoicing), run it in parallel alongside the old system, and phase in the rest step by step. That is safer for your operation and prevents a rental season from being put at risk.
A conversation in which we map out how you currently work: which packages or spreadsheets you use now, where it hurts, which integrations already exist and what your accounts team needs. We test whether custom software is the right choice. Sometimes we advise staying with Rentman or another package.
A workshop with your team plus interviews with the counter, planning and finance staff. We map out the objects, pricing rules, contracts and integrations. At the end you have a concrete scope with module priorities, first screens and the technical set-up of the pricing engine.
A working build every two weeks. We start with reservations and availability, then contracts and payments, followed by the portal and reporting. Your planners test alongside us from sprint two, so the interface is checked against the real workflow in every iteration.
Migration of existing rental orders, objects and customer records from your current package or Excel. Running in parallel with the old system for as long as needed, then a phased rollout by branch or customer group. Training for the counter and planning staff is included.
After go-live: monitoring, security patches, and further development based on what your team runs into in practice. A fixed monthly fee, with agreed response-time levels for incidents.
What rental companies usually want to know before we start.
A free, no-obligation half-hour introductory call. Tell us how your rental business currently runs, where it's struggling and which integrations you need. We'll point you in a useful direction. If a standard package is the smarter choice, we'll say so too.
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