Control over rental: from planning to cash

Optimize planning, inspections, and cash flow with one platform for rental

Do you recognize yourself in these challenges within the rental industry?

No real-time insight into availability

Inefficient maintenance or inspection process

Damage discussions regarding issuance and withdrawal

Scarcity & knowledge safeguarding

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From insight to result: discover our rental solutions

With these solutions, you gain control over your rental from depot to invoice: maximum availability, demonstrably safe maintenance, and automated finance for faster cash flow.

Realtime planning & availability dashboard

Get one reliable view of all depots, connecting reservation, picking, and transport into one chain, signal conflicts in time, and make technical and financial utilization transparent, so you don't miss any revenue and the occupancy rate increases.

Maintenance application: inspections, checks & damage

The maintenance application digitally records everything with PAT testing including time and location with photos and videos during check-in and check-out with human review, so that downtime is reduced and safety and compliance are demonstrable.

Returns and allocations

Unnecessary waiting times at the counter, lost items, uncertainty about who gets which item and when something is available for rent again.

Finance automation & e-invoicing

Financial automation and e-invoicing automatically account for variable items from returns and inspections, resulting in consistent invoices, which shortens the order to cash process, reduces errors, and lowers costs.

Finance automation & e-invoicing

Real-time planning & availability

Your planning rises or falls with reliability. With a single source of truth, you see in real time what’s available where, across all depots. Reservation, picking, and transport form one continuous chain. Planners receive clear alerts for overbooking, unusual return times, or bottlenecks between depots, so you can reroute or rebalance without losing revenue.

Clear dashboards show utilization rates by asset type, location, and time period. That way you no longer manage by gut feel but by facts: which items are truly the top movers, where is unnecessary downtime, and what product mix will you need next month? The result: higher utilization, fewer lost sales, and a planning process that flexes with demand.

Realtime planning en beschikbaarheid binnen de verhuurbranche

Onderhoudsapplicatie met keuringen, inspecties en schade voor de verhuurbranche

Maintenance application: inspections, checks & damage

Safety and availability should go hand in hand. In the maintenance app, every item is digitally accessible with operating hours/telematics, service history, and inspection dates. Inspection workflows (e.g., NEN 3140) run automatically: if a certificate expires, a task is created immediately in the workshop schedule. Preventive and corrective maintenance are safeguarded with smart triggers, parts reservation, and SLA deadlines, keeping downtime to a minimum.

Repair and cleaning costs are automatically posted to the contract and invoice, including parts and labor. For each asset you get a complete cost profile (TCO), can trace damage back to events or users, and easily link warranty/SLA terms. Integrations with the ERP/finance system speed up approvals, reduce manual work, and ensure transparent settlement for both renter and lessor. This structurally lowers your damage costs and prevents disputes afterwards.

Returns and allocations

From order to return, everything runs in a single application: the planner prepares the contract, after which depot staff precisely pick and scan the item. On return, a check-in flow guides the employee through scan, status, photos, and remarks; the system automatically routes the item to cleaning/inspection/ready and creates service or inspection orders as needed.

Telematics/operating hours are ingested to trigger maintenance; certificates and safety documents are checked automatically. Costs such as parts, labor, and cleaning, flow directly into the contract and invoice. Result: fewer errors, no double-booking, and real-time visibility into inventory and planning.

Retouren en toewijzingen in een app voor de verhuurbranche

Finance-automatisering en e-facturatie voor de verhuurbranche

Finance automation & e-invoicing

Every minute of manual work in financial processing erodes margin and slows your cash flow. With finance automation, variable charges, such as cleaning, fuel/electricity, and damage, are added automatically based on return and inspection results.

Pricing rules, surcharges, and discounts are centrally defined (per customer, contract, or item category), ensuring amounts are calculated consistently. Exceptions (e.g., out-of-contract items, manual corrections, goodwill) are logged, supported with evidence (photos/notes), and handled via an approval workflow, keeping controls simple and fully traceable.

Discover our case studies within the rental industry

AI (Artificial Intelligence)

Transform data into valuable insights, create opportunities for automation, customer interaction, and cost savings.

Trainingen en workshops voor de verhuurbranche

Training and workshops

Unlock the full potential of your team and technology with the practical training and interactive workshops from VDS. Whether you are just starting with Power BI, want to dive deeper into Microsoft Fabric, or are building custom solutions with Power Apps and Copilot Studio: we bring knowledge and practice together.

Frequently asked questions

How do I prevent overbooking and scheduling conflicts between depots?

Overbookings usually occur because planners work in different systems or spreadsheets. With a single source of truth, planners receive automatic alerts for double bookings, deviating return times, or bottlenecks between depots. This way, you can redirect or redistribute before you miss out on revenue.

How do I prevent discussions about damage when returning rental equipment?

Damage discussions arise because the condition of an item at check-out and check-in is not properly recorded. With a digital check-in and check-out flow, photos, videos, and comments are recorded at every moment, complete with timestamps and locations. Damage is directly linked to the contract and the user, and costs are automatically charged. This makes the billing transparent and prevents disputes afterward.

How do I keep control over manual corrections and leniency?

Deviations from standard prices, such as manual adjustments, off-contract items, or courtesy actions, are automatically logged, supported by documentation (photos, notes), and processed through an approval workflow. This ensures complete traceability, allowing finance to see exactly who approved what and why. This makes auditing straightforward and prevents uncontrolled margin loss.

How do you handle my data?

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