Equipment rental software for UAE hire yards

A hire yard often runs on a delivery note book, an Excel sheet and a WhatsApp group with the site foremen. That works while the fleet is small. Once machines are spread across many sites, the sheet stops matching what is on site, and the days nobody billed are lost.

Where does an equipment hire yard lose money?

Handing a generator to a contractor is easy. Knowing where it is three weeks later, and billing every day it was there, is the hard part.

What our equipment rental software does

One system on the yard computer, a tablet and your staff phones. It follows each machine from handover to off-hire and each hire into the invoice.

• Every machine on its own record. Each machine is listed by its fleet number, so you can see what is in the yard and what is on hire, with which contractor and until when.
• Day, week and month rates. Each machine or machine type carries its own rates, and every hire shows what it has cost so far. A hire that runs past its end date keeps counting, so the extra days are already priced.
• Deposits recorded at handover. The deposit sits on the hire record with the staff member's name, and shows again at off-hire.
• Extensions and off-hire with a name on them. Each staff member works under their own code, so every extension, off-hire and price change shows who made it and when. User permissions and activity logs are included.
• Hire terms signed on the customer's phone. The contractor's site person scans a QR code and signs on their own phone: their details, the hire terms with a digital signature and a photo of their ID, in English or Arabic.
• Invoices in the accounting software you already use. We connect the package to your invoicing or accounting software, so each hire becomes an invoice there.
• Reports to the owner. Daily, weekly and monthly reports: what is on hire, what is due back, what was invoiced and every price change.

What we set up around your yard

The rental package started at a bike rental counter, where rentals run by the hour. For equipment hire, day, week and month rates, deposits and delivery are part of the package, set up inside the same price. Before setup we watch a normal day at your yard and write down how your team handles the rest:

• Extensions and off-hire calls. Recorded on the hire the moment the foreman calls, with the new end date.
• Damage at return. Photos at handover and at return on the hire record, and any charge against the deposit with a name on it.
• Monthly invoices to contractors. One invoice per contractor per period, with a line for each machine and the days it was on hire.
• Service hours per machine. The hour meter reading at each handover and return, so you can see which machines are due for service.
• Delivery and collection. Which machines go out and come back on which day, so the driver's list matches the hire records.

Each one is built the way your team already works. When a new situation turns up after go-live, you tell us and we add it. Up to 10 hours of changes a month are included.

Does it fit dry hire and operated hire?

• Fits the package: dry hire of identified machines. The contractor takes a compactor, mixer, generator or excavator by the day, week or month. You track it, bill it and take it back.
• Needs more work: operated hire. A crane or excavator with your operator, a daily timesheet, minimum hours, overtime and fuel charged on use. We build that too, priced on the size of your operation after the free call.
• Talk it through: items hired by quantity. Scaffolding and formwork often go out by the piece or by the set. Tell us how you count them today, and we look at it on the free call.
• Large fleets across many branches. Priced on size after the free call. If you also need dispatch with live GPS on trucks, see how the package compares with Point of Rental.

Heavy equipment and construction equipment rental software: what is different?

Heavy equipment rental software has to follow longer hires than a bike or kayak counter. A hire runs for weeks, the customer is a contractor company with several sites, and the bill goes out monthly. The machine is worth more, so the deposit, the condition at return and the service hours matter more.

Construction equipment rental software also has to keep up with how sites work. Extensions come by phone, off-hire comes by WhatsApp, and the person who signs at handover is a foreman, not the person who pays. We set the package up around those habits, so the record matches what happens on site.

UAE e-invoicing and your invoices to contractors

When your yard goes live on UAE e-invoicing, your invoices to contractors travel in the PINT AE format over the Peppol network, through an accredited service provider (ASP) you appoint. Businesses with revenue of AED 50 million or more appoint an ASP by 30 October 2026 and go live on 1 January 2027. Everyone else appoints an ASP by 31 March 2027 and goes live on 1 July 2027.

We connect your invoicing to the ASP you choose, so each monthly contractor invoice reaches it without retyping. We are the integrator, never an ASP, and the provider's own fees are paid to them. See the list of accredited service providers.

Where the rental package comes from

The rental package is the system we built for a bike rental shop in the UAE. There, counter registration (ID, waiver, contacts) went from about 7 minutes to just over 1, 84% faster. Daily rentals went from 20 to 25 a day, the owner's own figure before we started, to 37 a day on average from March to September 2026.

That shop rents by the hour and a hire yard rents by the week, so treat those figures as proof of the system, never as a forecast for your yard. See the full package on our rental business software page.

How is the equipment rental package paid for?

AED 2,000 setup, then AED 1,250 a month, with a 12-month minimum and no per-user fees. That is AED 17,000 for the first year. The monthly covers hosting, updates, support and up to 10 hours of changes a month. Not included: the fees of third-party software you already use, such as your accounting software and WhatsApp, which you pay to them directly. Operated hire and large fleets across several branches are priced on size after the free call. See how it compares with EZRentOut.

How we set it up