For Equipment & Vehicle Hire

Every item out on hire, back on time and billed.

List what you hire out, let the system refuse overlapping bookings, record the hand-over and the return with condition notes, and bill hire, deposits, late fees and extras into your books.

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Single units and quantity pools
Overlapping hires refused
Condition notes out and back
Deposits, late fees and extra charges

What a Equipment & Vehicle Hire setup on Flowyana covers.

Flowyana is equipment rental software for hire shops, tool and plant hire, vehicle and car rental, and event and party rental businesses. Every item is on one register, the system refuses to hire the same unit twice for the same period, hand-over and return are recorded with condition notes, and deposits, extra charges and late fees bill into your books. It runs on its own or alongside accounting and CRM.

Hire businesses sell time, and time is easy to lose. A scaffold set comes back three days late and nobody charges the extra days. A generator returns scratched and the deposit is refunded anyway. A customer is promised a tent that another customer already holds. Flowyana records each hire as an agreement with dates, rate, deposit and units, so availability and money stay in step.

It suits a Dubai equipment yard, a Riyadh event-furniture company, a Pune tool library or a camera rental house. VAT or GST, currency decimals and printed agreements follow your country settings, with Arabic and English if you want them.

The workflow

How equipment & vehicle hire run on Flowyana.

List
Every asset registered
Rates, quantity and status for each unit or pool.
Reserve
Availability you can promise
An overlapping hire cannot be saved, so a unit is never promised twice.
Hand over
Out with a condition note
Check-out records who has it and in what state, with a signature if you require one.
Return
Back, checked, billed
The return is stamped, extras and late fees are added, and the deposit is settled.

Common problems

What it fixes.

Two customers are promised the same item for the same dates.
Availability is checked when the agreement is saved. A unit that is out or reserved for an overlapping period cannot be hired again, and each asset shows its free quantity.
Late returns go uncharged.
Grace days and a late fee per day sit on the agreement, and the return records the actual time back. Overdue rental invoices notify your team.
Damage is found after the customer has left.
Record the condition going out and the condition coming back on each unit. Damage or cleaning charges go on the agreement and bill with it.
Deposits get mixed up with income.
Deposits are held as a liability, refunded at return, and any deduction goes on the closing invoice.
Hire rates differ by hour, day, week and month.
Each asset has a rate and a rate unit, with a minimum charge and a turnaround buffer between hires if you need one.
Long hires are billed by hand every month.
Recurring agreements raise an invoice each period, in advance or in arrears, with proration for part periods.

In depth

A closer look.

Rental assets and availability

Any item you hire is a rental asset: a drill, a van, a stage, a projector. Track it as one specific unit, or as a pool of interchangeable items with a quantity, such as fifty chairs. Status is derived from live hires: available, reserved or rented, with maintenance and retired set by your team. When you save an agreement Flowyana checks the window against every other agreement for that asset and refuses an overlap.

Single units and quantity pools
Overlap check on every agreement
Maintenance and retired states
Turnaround days between hires

Hand-over, return and condition

An agreement moves from reserved to checked out to returned. At hand-over the units go out and a condition note can be recorded; at return the actual return time is stamped and the condition coming back is noted against the unit. If a signature is required, check-out is blocked until it is done. Agreements can be extended, put on notice, completed or terminated, and billing locks the edits so the paperwork cannot drift from the money.

Reserved, checked out and returned lifecycle
Condition notes out and in, per unit
Extensions and early termination
Printed rental agreement on your template

Deposits, damage and extra charges

The agreement can carry itemised charges: delivery or service fees, insurance, damage, penalties and deposit deductions, one-off or recurring. A refundable deposit is held as a liability and settled when the hire closes. Late fees apply after your grace days. The condition notes are text records; Flowyana does not price damage automatically or attach photos, so your team decides the charge.

Itemised charges on the agreement
Deposit held, refunded or applied
Late fees after grace days
Everything posts to the same books

Recurring billing, clients and reports

Long hires bill on a schedule: hourly, daily, weekly, monthly and beyond, in advance or in arrears, with each period raising a sales invoice with the right tax. Pay links work where a supported gateway is available, from the Growth plan. Hirers are clients shared with CRM and sales, with a statement of invoices, payments and balance. A dashboard shows utilisation, hires due back and overdue invoices, and rental reports run by period and branch.

Invoice per billing period
Client statement
Utilisation and due-back widgets
Reports by period and branch

Your module set

Use these. Skip the rest.

This is the typical module set for your industry, inside the plan that fits it — trim it or extend it, and add other products as you grow.

Rentals CRM Sales & Invoicing Bookings Accounting Reports

See the plans and prices →

Automation

The busywork runs itself.

Workflows watch what happens in your business and act on your rules — assign, notify, create the follow-up. Set them once and the process stops depending on who’s on shift.

Explore automation

Questions

Asked by equipment & vehicle hire.

Is Flowyana equipment rental software for hire shops?

Yes. It covers tools, plant, vehicles and event gear with enforced availability, hand-over and return, deposits, late fees and invoicing in one place.

How does it stop double-booking?

Availability is checked when an agreement is saved. A unit that is out or reserved for an overlapping period cannot be promised to someone else.

Can I track a quantity of identical items?

Yes. An asset can be a pool with a quantity, such as chairs or barriers, as well as a single serialized unit.

Can I charge hourly, daily and weekly rates?

Yes. Each asset has a rate and a rate unit, and agreements can bill on recurring schedules.

How are deposits and damage handled?

The deposit is held as a liability and refunded at return. Damage, cleaning or penalty charges are added to the agreement and billed with it. Flowyana does not price damage for you or store photos; condition is recorded as notes.

Does it work for rental businesses in the UAE, Saudi Arabia and India?

Yes. Invoices carry VAT or GST at your rate, amounts follow your currency, and agreements can print in Arabic and English.

Can customers book and pay online?

No. Agreements are entered by your team, and there is no public booking page. Invoices can carry a pay link where a supported gateway is available.

Does it track vehicles with GPS or handle fines?

No. There is no GPS or telematics, and no traffic fine management. It records the hire, hand-over, return and billing.

Can I require a signed agreement before hand-over?

Yes, on Growth and Business plans. E-signature can be made mandatory so check-out is blocked until the agreement is signed.

Can I start with rentals only?

Yes. Rentals has its own published plans with no fee per asset. Accounting and CRM come in on Growth.

Built for how you run.

Tell us about your business and we’ll walk you through Flowyana set up for equipment & vehicle hire — your module set, your workflow, the plan that fits.

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WhatsApp +91 97460 84243 Call +91 97460 84243 hello@flowyana.com