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United States
Rental software for US rental businesses
Rentablez is rental management software for US equipment, event, AV, medical and vehicle rental businesses. Sales tax is resolved from the delivery address, rental agreements are signed electronically, hauls are planned as routes, and off-rent stops the meter the moment the customer calls.
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INV-2026-0148
Scissor lift 26 ft · 2 weeks
Delivered to Houston, TX 77002
Sent
Rental — 14 daysWeekly rate × 2$1,240.00
Delivery & pickupTwo-way haul$180.00
Damage waiverAdded to every order$148.80
Sales tax · resolved from the delivery address
Texas state6.250%$97.30
Harris County1.000%$15.57
Houston MTA1.000%$15.57
Total due$1,697.24
Registered to collect in
TXCAFLGANC
Each order bills from the right entity
Why US rental is different
Three things that make a US rental counter harder
Most rental software is built for one tax rate, one location and a customer who collects. Very little of that describes an American rental business.
01
Tax that changes with the delivery address
A lift that goes to Houston is taxed differently from the same lift going to Austin, and differently again once you open a yard in another state. Working it out per job is where the errors and the audit exposure live.
How Rentablez handles it
Tax profiles are built from components — state, county, transit, city — and resolved from the address on the order. An organization can hold a registration in every state it operates in, and each order bills from the right entity.
State, county and city components on one invoice
A registration per state, chosen per order
Quotes show tax before the customer commits
02
Waivers, deposits and certificates of insurance
Damage waiver is a real revenue line and a real argument. Commercial customers want to send a certificate of insurance instead, and somebody has to remember which accounts are covered, for how much, and until when.
How Rentablez handles it
Add a damage waiver line to every order, hold a security deposit separately from the rental, and keep each customer's insurance certificate on their record alongside their other documents.
Damage waiver as a standing charge on the order
Deposits held and released separately from rent
Certificates and W-9s stored on the customer
03
Everything moves on a truck
Rental revenue in the US is won and lost on the haul. Delivery windows, two-way freight, a driver who needs today's stops in order, and a customer who calls off-rent on a Friday afternoon and expects the meter to stop.
How Rentablez handles it
Deliveries and pickups are planned as routes and run from the driver's phone, with photos and a signature at each stop. Off-rent is a timestamped request against the order, so the stop date is never in dispute.
Routes per truck, run from the mobile app
Condition photos and signature at each stop
Off-rent timestamped, invoice prorated to it
Inside the product
Know what is on rent, where it went, and when it comes back
One availability board across every branch, so the counter never promises the same unit to two jobs.
Booking conflict
Scissor lift 26 ft is overbooked across confirmed and pending orders.
View orders
14
In stock
2
Set aside
12
Available
Used
Left
Confirmed
60
30
Pending
60
−30
City Ideas Festival (#6716383)60
Corporate offsite (#6714201)9
Weekend wedding (#6716343)60
Needed (shortage)120 (-30)
Tue 19Wed 20Thu 21
Conflict detection
Catch the double-booking before the truck is loaded
Confirmed rentals and open quotes draw from the same fleet. When the two together exceed what you own for a given day, the order screen flags the shortage and shows which jobs are competing for the unit — while there is still time to re-rent.
Delivery & pickupTwo-way haul to job site290.00180.00
Damage waiverAdded to every order1148.80148.80
Environmental feeStanding charge118.0018.00
1,697.24
Invoice total
incl. state, county and city tax
$
Rental agreements
One order, from the quote to the last line on the invoice
Rental, delivery, damage waiver and any fees sit on the same order the customer signed, so what was quoted is what gets invoiced. Extensions and swaps reprice in place instead of becoming a second paper trail.
Serialized units, bulk stock and kits sit in the same catalog with asset tags, documents and service history. Availability is calculated for the dates the customer asked for, across every location you run.
Quote, contract, deliver and off-rent on one order
A quote becomes a rental agreement signed with OTP verification, then a delivery, an extension, a swap and finally an off-rent — all on the same record, with no re-keying between systems.
Invoices carry the right tax for the job and the right entity for the state. Payments land by card through Stripe, and checks, wires and ACH are recorded against the invoice so the aging report stays honest.
Regional settings are configuration, not custom development. These are switched on for you during onboarding.
Sales tax
Tax profiles built from state, county and city components and applied on quotes and invoices. One organization can hold a registration in every state it operates in.
Currency and payments
Quotes, invoices and deposits in USD. Card payments through Stripe; checks, wires and ACH recorded against the invoice.
Accounting
Xero and Zoho Books integrations for invoices, bills and purchase orders, with contact and tax mapping. Everything else exports to Excel.
Pricing and support
Priced per user from $29 a month, with no setup fees and a 30-day money-back guarantee. Email and chat support on every plan.
Tax is modeled as a profile made of components, so a single invoice can carry state, county, transit and city rates. The profile is resolved from the address on the order, which means a job delivered to one county is taxed differently from the same job delivered to another. An organization can hold a tax registration for every state it operates in, and each order bills from the correct registered entity. Rentablez applies the rates you configure; it is not a tax filing service and does not give tax advice.
Can I operate in more than one state from one account?
Yes. Multiple tax registrations sit under one organization and the right one is selected per order. With multi-branch enabled, each location holds its own inventory and team while reporting rolls up to head office. Multi-branch is part of the Custom plan.
Can I charge a damage waiver?
Yes. A damage waiver can be added as a standing charge on every order alongside delivery, fuel and environmental fees. Security deposits are tracked separately from rental charges and released or forfeited when the unit comes back.
Where do certificates of insurance and W-9s live?
On the customer record, alongside their addresses, contacts and other documents, so the counter can see what is on file before releasing equipment.
Does Rentablez bill by meter hours?
Yes. Set a day, week or month rate with an hour allowance and Rentablez charges the metered hours run beyond it. Readings are captured on the mobile app at delivery and pickup, so the hours on the invoice are the hours on the machine.
How do deliveries and pickups get scheduled?
Deliveries and pickups are planned as routes per truck and run from the iOS and Android app, with condition photos and a signature captured at each stop. Delivery paperwork prints for sites that require it.
What happens when a customer calls off-rent?
The off-rent request is logged against the order with a timestamp, so the stop date is fixed and auditable. Pickup is scheduled, the unit is inspected on return, and the invoice is prorated to the off-rent date rather than the original end date.
Do you support rent-to-own or rental purchase options?
Yes. A rental can be converted to a lease-to-own arrangement where payments build toward ownership, with the schedule and balance tracked on the order.
Which payment methods work in the US?
Card payments are processed through Stripe from the invoice or the web store. Checks, wires, ACH and cash are recorded against the invoice so the receivables report reflects reality.
Is there a free trial?
Book a demo and start a 7-day free trial set up with your own inventory during the call. No setup fees, cancel anytime, and paid plans carry a 30-day money-back guarantee.
Rental businesses everywhere
One product. Tax and payments that match your country.
Rentablez is used by rental businesses in India, the GCC, the UK, Australia and the US. Tax is chosen per order from your registered entities — India GST, GCC VAT, or configurable profiles anywhere else.
Book a 30-minute demo. We load a sample of your inventory during the call and your 7-day free trial starts right after. Prefer to talk first? Call +1 (845) 316-0890.
