Equipment dealer rental management software

More Days on Rent, Every Charge Billed

Check availability at every location, send contracts to sign by text, and quote an out-the-door price before a machine leaves the yard. When it comes back, the check-in opens the work order for the shop. Rental runs in the same DMS as parts, service, and sales, with updates every two weeks.

Request Demo

Running dealerships across four countries

US
United States
CA
Canada
AU
Australia
NZ
New Zealand
John Deere
Kubota
AGCO
Bobcat
STIHL
John Deere
Kubota
AGCO
Bobcat
STIHL
John Deere
Kubota
AGCO
Bobcat
STIHL
Dealership staff and a customer review a rental on a tablet in a showroom with a skid steer loader
9
Releases in a row with rental updates
0
Separate rental systems to sync with your DMS
1 text
To get a contract signed at the counter
50%
Revenue growth at Delta Leasing, same team
Why it matters

A machine waiting on paperwork isn't earning rent.

Rental margins come from days on rent. Flyntlok closes the gaps around every rental: the counter sees what's free at every branch, contracts go out by text, check-ins open the shop's work order, and invoices follow the contract. Rental, service, parts, and sales share one system, so nobody re-keys a contract into another one.

One day at a dealership running on Flyntlok

Follow one day, from the first call for a machine to the invoice that matches the contract.

  1. 7:00 am

    The rental counter

    Availability at every branch

  2. 8:15 am

    The lot

    Contract signed by text

  3. 9:30 am

    The yard

    Delivery Moves

  4. 11:45 am

    The jobsite

    Call-off stops the billing

  5. 1:30 pm

    Check-in

    Check-in opens the work order

  6. 3:00 pm

    The office

    Interim and bulk billing

  7. 5:00 pm

    The manager's office

    Fleet utilization

1:30 pm at check-in

A loader just came back with a loose track. The next renter wants it Thursday.

Returns and inspectionsBuilt in

Check it in. The shop already has the work order.

When a machine comes back, the clerk enters the hours and checks it in. Flyntlok opens a condition report work order from your job templates at the rental's location and notifies service. Items marked for repair become a work order with a job for each fix, and the counter sees the machine as a conflict until it's done.

Every return

Gets a condition report work order, set up once

Until it's fixed

The machine shows as a conflict at the rental counter

Check-in work orders open at the rental contract's location as of the August 6, 2026 release notes.

Read: Grow rental revenue without growing your fleet→See Service Management→See Parts & Inventory→
Technician and customer review a returned machine's condition on a tablet

Example: one return, start to finish

Checked in

Compact track loader back from a three-day rental at 1,412.6 hours.

Condition report

Left track tension out of spec and a worn bucket cutting edge, both marked for repair.

Work order

  • Opened at the rental contract's location, with service notified.
  • Job 1: Adjust the left track tension.
  • Job 2: Replace the bucket cutting edge.

The counter sees the loader as a conflict until the work is done.

  1. 01

    Check it in

    Enter the hours or miles at check-in. Flyntlok requires them, and warns if hours come back lower than they went out.

  2. 02

    The work order opens itself

    A condition report work order from your job templates, at the rental's location, with service notified.

  3. 03

    Mark what needs fixing

    Items marked for repair become a work order with a job for each fix, ready for a tech.

  4. 04

    Bill what came back

    Fuel and wear items bill on the final invoice, and hours over the allowance bill at your overage rate.

Shaped by rental teams

See every release note→

  1. 2020

    Check-in can open a work order with the condition report attached

  2. January 2022

    Condition reports built from your own job templates

  3. March 2023

    Flag machines that need a condition report at check-out and check-in

  4. July 2025

    Work orders and machines show the rental contracts behind them

  5. August 2026

    Check-in work orders open at the rental's location, with service notified

Rental counter employee checks machine availability on a tablet, beside the Flyntlok Reserve Machine screen on a phone

7:00 am at the rental counter

A contractor needs two track loaders Thursday. This branch has one.

Availability and reservations

Know what's free before you say yes.

Search the fleet by date, location, make, and class, and see every conflict before you book: other rentals, reservations, and machines in the shop. Rent a model or class now and assign the exact unit later.

  • Every location in one search

    See availability across your locations, with each branch's own rates. Filters only show the makes and classes you actually rent.

  • Conflicts, with the reason

    Each conflict names the rental, reservation, or open work order behind it, with a link. Searches check the full date and time range.

  • Timeline views

    See reservations by machine on a timeline, or availability by class and model over time.

  • Rent by model or class

    Book a class or model now and assign the exact machine later. Overbook warnings speak up before you promise too many.

  • Holds and waitlists

    Hold a unit for rent, or waitlist a contract for equipment you don't have yet. The salesperson gets notified when it can be filled.

  • Find the exact machine

    Search a serial number and the matching machine comes up first. Each contract line shows where the machine is.

Read the October 15 release notes→Read: Growing across locations without losing control→
Customer on an equipment dealer lot holding a phone beside a row of orange tractors
“We had people doing the same job twice in two different places. And even then, we couldn't trust the data.”

Erin Byrne, CFO, Delta Leasing, on life before Flyntlok

8:15 am on the lot

The customer is ready to load out, and the contract still needs a signature.

Contracts and signatures

Signed by text, not at the printer.

Build the contract from the reservation, quote an out-the-door price, and text the customer a link to review and sign on their phone. Flyntlok checks the license, the card on file, and the credit limit before the machine leaves.

  • Sign by text

    Send the signature request as a text, and the customer reviews and signs on their phone. Email and Clover counter devices work too.

  • Out-the-door estimates

    Damage waiver, delivery and pickup, concession and card fees, and estimated taxes, in one number the customer sees up front.

  • Checks before check-out

    Flyntlok warns when a license is missing or expired, a customer has no card on file, or an account is over its credit limit.

  • Damage waiver your way

    Pick a default rule, like charging it when there's no valid insurance on file, and override it on any contract.

  • Your terms, your times

    Add terms to any contract and initials next to your own acknowledgment. Hourly contracts print the exact times out and back.

  • Quotes that read like quotes

    Text or email a quote and it goes out as a quote. Rate sheets can show every rate tier you offer.

Read the October 1 release notes→Read the September 17 release notes→
Yard worker in a hard hat and safety vest checks a tablet beside an excavator

Delivery Move: two track loaders on one truckload, Thursday at 7:00 am. The contract dates moved to Friday, so the Move moved with them.

Example of a delivery Move on a rental contract

9:30 am in the yard

Two loaders go out to a jobsite with no street address. The driver needs a pin.

Delivery and pickupRedesigned

Deliveries that move when the contract does.

Delivery and pickup Moves tie to the rental contract. Pin a jobsite on the map, put several machines on one truckload, and when the contract dates change, the Moves can change with them.

  • Pin the jobsite

    No street address? Click the spot on a map to set the coordinates, and open directions in one click.

  • Edit Moves, don't redo them

    Change the machine, address, or date on a Move without deleting it. A new address checks the truckload.

  • Several machines, one trip

    Assign multiple machines to a Move, and update truckloads after they're built.

  • Dates and Moves in step

    Bulk check-in or check-out updates the contract dates and billing, and offers to shift Moves that haven't started.

  • Delivery fees, or TBD

    Charge a set fee, or leave it TBD and bill after the run. Choose whether bulk billing adds the delivery fees.

  • Addresses on file

    Pull delivery addresses from the customer's profile or your address book, and save new ones back to the customer.

Read the August 20 release notes→
Flyntlok Active Rentals billing view on a laptop, color-coded by days until the next bill, with a weekly revenue chart on a monitor
“We've had huge growth, and we've kept the same team. That wouldn't have been possible before.”

Erin Byrne, CFO, Delta Leasing, on growing revenue 50%

3:00 pm in the office

Forty contracts are due to bill this week. Nobody wants to open them one at a time.

Billing

Every day on rent, on the invoice.

Rent schedules and branch rules work out the billable time for you. Run interim invoices from one screen, bill a stack of contracts at once, and see what's left to bill after deposits and invoices.

  • Rates from hour to month

    Hourly, daily, weekly, and monthly rates, with step-up rules by branch and grace periods so early returns don't get billed.

  • Interim invoices on one screen

    Enter the billing period and Flyntlok works out the billable time for every unit. Create Invoice sits right in the contract header.

  • Bill in bulk

    Contracts To Be Billed lists what's due and invoices it in one pass, and account customers' payments apply automatically.

  • Deposits and what's left

    Take a deposit on the contract, then see what's invoiced, what's on deposit, and what's left to bill on one card.

  • Fuel and overage, billed

    Bill fuel by the tank and wear items by quantity on the final invoice, and hours over the allowance at your overage rate.

  • Call-offs that stop the clock

    When a customer calls a machine off rent, billing uses the call-off date, for one machine or a whole contract.

See Accounting & Finance→Read the September 3 release notes→
Aerial view of an equipment dealership with rows of mowers and tractors on the lot
“We were essentially using three systems: one for parts and service, one for rental, and one for sales, and none of them communicated with one another.”

Drew Marsteller, Operations Manager, White's Tractor

5:00 pm in the manager's office

Which machines earned their keep this year, and which ones sat?

Fleet and utilization

Know which machines earn their keep.

Every machine shows its time utilization, financial utilization, and full rental history next to its service record. Across branches, the same search shows what's rented, reserved, and in the shop.

  • Time utilization

    Days rented versus days owned, for the machine's life and the last 365 days.

  • Financial utilization

    What the machine has earned versus what it cost. Depreciation can follow a percentage of monthly rental revenue.

  • Lost rentals, tracked

    Record a rental that fell through and the revenue lost. Rental shows up as a source in win/loss reporting.

  • Rental history on every unit

    See recent rental actions on each machine, item, and customer, with a link to every contract.

  • Swap a down unit

    Replace a machine mid-rental with another of the same model, log meters for both, and keep billing straight.

  • Meters that stay current

    Check-in readings land in each machine's meter history, and Samsara, Motive, Volvo, and Hitachi telematics keep hours current.

Read: Heavy equipment DMS features for 2026→Read the White's Tractor story→
Shipped, not promised

Rental updates in nine releases in a row.

Flyntlok ships an update every two weeks, and the last nine in a row all brought rental updates. Here's what landed, straight from the release notes.

  1. Jun 25

    Jobsite pins from the map

    Click a spot on a Google map to set jobsite coordinates, and service gets notified when a check-in opens a work order.

    Release notes →

  2. Jul 9

    Text delivery statuses

    See whether each text to a renter was delivered, right on the rental page, and hover to see why one wasn't.

    Release notes →

  3. Jul 23

    Serial search, exact times

    Search a serial number and the exact machine comes up first. Hourly contracts print the times out and back.

    Release notes →

  4. Aug 6

    Work orders at the right branch

    Check-in work orders now open at the rental contract's location, not the location of whoever handled the check-in.

    Release notes →

  5. Aug 20

    Bulk actions, new Moves

    Update dates and rate schedules across a whole contract at once, edit Moves without starting over, and print estimated tax on the agreement.

    Release notes →

  6. Sep 3

    Invoice from the header

    Create Invoice sits next to Check Out and Check In, machine locations show on the contract, and quotes send as quotes.

    Release notes →

  7. Sep 17

    Out-the-door estimates

    Estimates add the concession fee, estimated taxes, and card fee, and interim invoices fit on one screen.

    Release notes →

  8. Oct 1

    Sign by text

    Text customers a link to review and sign on their phone, and see what's left to bill after deposits and invoices.

    Release notes →

  9. Oct 15

    Dates and billing in sync

    Bulk check-in or check-out updates contract dates, billable duration, and Moves together, and times snap to 15 minutes.

    Release notes →

Every update reaches every Flyntlok dealer at no extra cost. See every release note.

Before you buy

Five questions to ask any DMS vendor about rental.

Every DMS says it does rental. These five questions show whether rental is part of the system or a separate one that has to sync.

1

Is rental built into the DMS, or a separate system that syncs?

Two systems mean two customer records, two machine records, and a sync to babysit.

Built in. Rental shares the same customer, machine, work order, and invoice records as parts, service, and sales.

2

Does a check-in start the repair?

Every day a machine waits on the shop is a day it can't go back out.

Yes. The check-in opens a condition report work order at the rental's location and notifies service. Machines in the shop show as conflicts at the counter.

3

Can customers sign by text?

Printing contracts for a signature slows down every load-out.

Yes. Text a signature link from the contract and the customer signs on their phone. Email and counter signature devices work too.

4

Can you quote an out-the-door price?

Taxes and fees that only show up on the invoice turn into disputes.

Yes. Estimates include damage waiver, delivery and pickup, concession and card fees, and estimated taxes.

5

How often does rental get better?

Your fleet and your customers change every season. Your DMS should keep up.

Every two weeks. The last nine releases in a row all brought rental updates.

Comparing systems? The DMS Buyer's Guide Checklist covers the rest.

Get the buyer's checklist→
Rental by industry

Built for the fleets you rent out.

Every dealer gets the same availability search, contracts, check-ins, and billing, plus the rules that fit how your industry rents.

Technician working on the rear hitch of a large tractor

Agriculture

Rent tractors and implements by the hour, day, week, or month, and bill hours over the allowance at your overage rate.

Explore Agriculture

→
Excavator and wheel loader on a job site

Construction & Heavy Equipment

Rent by class and assign the unit at delivery, while Volvo, Hitachi, and Samsara telematics keep hours current.

Explore Construction

→
Operator mowing leaves on a Grasshopper zero-turn mower

Outdoor Power Equipment

Rent saws, trimmers, and attachments as items or kits, and bill fuel by the tank on the final invoice.

Explore OPE

→
Volvo truck hauling an excavator on a lowboy trailer

Heavy Truck, Trailer & Bus

Log miles and hours at every handoff, pin jobsite coordinates, and keep Motive and Samsara meters current.

Explore Heavy Truck

→
Field service technician working on a forklift with a tablet

Material Handling

Swap a down forklift for another of the same model mid-rental, with meters logged for both and billing kept straight.

Explore Material Handling

→
Connected to every department

Rental runs on service, parts, and customers. So does Flyntlok.

Check-ins open work orders, repairs pull parts from inventory, and every contract lands on the customer's record, because it's all one DMS. No syncing and no add-on rental system.

Flyntlok service schedule and work order screens on a tablet, laptop, and phone

Service Management

Returns that start the repair

A check-in opens a condition report work order, and the shop sees which rental it came from.

See service management

→
Smart Receive reading a vendor invoice in Flyntlok on a laptop

Parts & Inventory

Parts for every repair

Techs request parts from the check-in work order, and the counter sees the bin, the price, and what's on hand at every location.

See parts & inventory

→
Flyntlok customer and machine records on a laptop and monitor

CRM

Rentals that start from a lead

Create a linked rental contract from a CRM lead, and every contract lands on the customer's timeline.

See CRM

→
Flyntlok Smart Campaigns and a machine record on a laptop, phone, and tablet

Flyntlok AI

AI across the dealership

Smart Tech Notes writes up check-in repairs, and Smart Campaigns finds customers who have gone quiet. Both included.

See Flyntlok AI

→
Also connected:Point of SaleAccounting & FinanceCloud-Based DMS
Go deeper

Proof from real rental desks, and the team that builds it.

Hear from dealers running rental on Flyntlok and the people who build it, then run your own numbers.

Delta Leasing customer story
Customer story
Delta Leasing, fleet and equipment leasing

Revenue up 50%, with the same team

Delta Leasing was growing fast across Alaska, with people doing the same job twice in two systems. With Flyntlok running rentals, service, and parts, and Sage Intacct on the books, invoices and payments flow to the general ledger and Alaska's tax rules are handled.

“It was like going from riding a bicycle to flying a spaceship.”

Erin Byrne, CFO, Delta Leasing

50%

revenue growth

0

accounting or admin staff added

Once

new units entered, synced to finance

Read the Delta Leasing story→
White's Tractor customer story cover: Visibility That Delivers

White's Tractor, Bobcat dealer

Three systems became one

Rental used to run on its own system. Now four Bobcat stores see what's rented, what's available, and where techs are working, in one place.

Read the White's Tractor story

→
Flyntlok Unlocked Ep.7: Behind the Road Map

Unlocked Ep.7

Behind the Road Map

With Danielle Karr, VP of Product

Rentals has its own product focus area. Hear how dealer feedback turns into what ships every two weeks.

Listen

→
Flyntlok Unlocked Ep.4: The Industry's Fastest Customer Support

Unlocked Ep.4

The Industry's Fastest Customer Support

With JP Raiger, Support Consultant

Inside the 8 and 8 standard, how tickets capture the problem, and why consultants pick up the phone.

Listen

→
Flyntlok Unlocked Ep.5: Top 5 Accounting Myths

Unlocked Ep.5

Top 5 Accounting Myths, Busted

With Nic Thamert, Lead Accounting Specialist

Where the accounting happens, whether anyone keys a transaction twice, and how Flyntlok works with QuickBooks Online and Sage Intacct.

Listen

→

Buyer tool

ROI Calculator

Run your dealership's numbers and see what Flyntlok could give back.

Run your numbers

→

Article

How to grow rental revenue without growing your fleet

What one day of faster turnaround is worth, and how to get machines ready for the next rental sooner.

Read

→

Article

Heavy equipment DMS features dealers need in 2026

What to look for across parts, service, rental, CRM, and accounting, and why it should all run on one platform.

Read

→
The Flyntlok team outside the Flyntlok office in Anchorage
The Flyntlok team in Anchorage
Who's behind it

Built by a former dealer. Shaped by rental teams.

Flyntlok was founded by a former dealer who needed software that kept up with his own stores, rental counter included. A $36 million growth investment from Mainsail Partners in 2025 added developers and support, and rental teams help decide what ships in dealer office hours. Updates ship every two weeks, for dealers in the US, Canada, Australia, and New Zealand.

  • Former dealer

    Founded by one, built for the counter and the yard

  • Every 2 weeks

    New product updates

  • 8/8 support

    Response in 8 minutes, solved in 8 hours

Meet the team→
See it with your fleet

See Flyntlok run your rental desk on one of your own contracts

Book time with our team. Bring a recent contract or a busy week on your rental calendar, and we'll show you what Flyntlok does with it.

  • A walkthrough built around your fleet, branches, and rates

  • Availability, text signatures, check-in work orders, and billing on real examples

  • Implementation and migration at no cost, plus plain answers on switching

The Flyntlok team standing in front of a tractor
The people you'll talk to
Rental Management FAQ

Common questions about Flyntlok rental management.

Straight answers on availability, contracts, check-ins, billing, and the numbers.

Is rental management built into Flyntlok?

Yes. Rental runs inside Flyntlok's DMS, on the same customer, machine, work order, and invoice records as parts, service, and sales. There's no separate rental system to sync.

Can customers sign rental contracts by text?

Yes. From the contract, send a signature request by text or email. The customer opens the link on their phone, reviews the contract, and signs. You can also capture signatures on a Clover device at the counter, and ask for initials next to your own acknowledgment statement.

How does Flyntlok check availability?

The New Rental search checks each machine against other rentals, reservations, and open work orders across the full date and time range you enter, and shows the reason for each conflict with a link. Filter by branch, make, and class, or switch to a timeline view.

What happens when a machine comes back?

The clerk enters the hours and checks it in, and Flyntlok can open a condition report work order from your job templates at the rental contract's location. Service gets notified, items marked for repair become jobs on a work order, and the machine shows as a conflict until the work is done.

Can I give customers an out-the-door price?

Yes. The estimate on a rental contract adds damage waiver, delivery and pickup fees, the concession fee, estimated taxes, and card fees where they apply. The rental agreement PDF can show estimated taxes too.

How does rental billing work?

Bill by the hour, day, week, or month with your own rent schedules and branch rules. Create interim invoices from one screen, bill many contracts at once from Contracts To Be Billed, and take deposits that apply to the final invoice.

Does Flyntlok bill for fuel and overage hours?

Yes. Consumables like fuel bill on the final invoice by quantity used or percent of tank, and hours over the allowance bill at the overage rate on the rent schedule or contract.

Can Flyntlok schedule deliveries and pickups?

Yes. Delivery and pickup Moves tie to the rental contract. Edit a Move without starting over, assign several machines to it, and when bulk check-in or check-out changes the contract dates, scheduled Moves can shift with them.

Does Flyntlok handle damage waivers and insurance?

Yes. Choose a default damage waiver rule, such as charging it when a customer has no valid insurance on file, and override it on any contract. Insurance details save back to the customer, and license checks warn before check-out.

How do I see how my fleet is performing?

Each machine shows time utilization (days rented versus days owned) and financial utilization (income versus acquisition cost), plus its full rental history. Win/loss reporting tracks rentals that fell through.

flyntlok features

Put Flyntlok to work at your rental counter

Book time with our team. We'll walk through availability, text signatures, check-in work orders, and billing with your fleet and your branches.

Get a Demo
Integrations
OEM
KubotaJohn DeereAGCOBobcatVolvoDevelonHitachiStihlToro & ExmarkGrasshopperPACCARSANYAll OEMs & Price Files
Finance
Sage IntacctIntuit QuickBooksGravity PaymentsXero
Telematics
Samsara
E-Commerce
Shopify
Solutions
Outdoor Power EquipmentConstruction & Heavy EquipmentAgricultureHeavy Truck, Trailer & BusMaterial Handling
Resources
BlogVideosWebinars & EventsFlyntlok Unlocked PodcastRelease NotesSupport ArticlesDealership InsightsDMS Buyer's ChecklistFlyntlok ROI CalculatorDMS Migration Planner
LinkedIn icon
link
‍
Facebook icon
link
‍
YouTube icon
link
‍
Instagram icon
link
‍
© Copyright Flyntlok, Inc. 2026.  View Privacy Policy | View Terms of Service | Master Subscription Terms | Your Privacy Choices
Iframe is blocked. Accept cookies to load it.

By clicking "Accept", you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. View our Privacy Policy for more information.

The GPC signal has been honored.
Iframe is blocked. Accept cookies to load it.

You can opt out of the use of your personal information by clicking on the “Do Not Share My Personal Information” link.

The GPC signal has been honored.