Date-aware, unit by unit
Serialised units and quantity pools, buffers for preparation and cleaning, and kits limited by their scarcest part.
Sales · Rental · Coming next
Rent anything — and know where every unit is.
One rental engine for cameras, vehicles, tools, event furniture and machinery: date-aware availability, best-price quotes, deposits, guided checkout and returns with photo inspections — on top of the stock, assets, customers and books you already keep in WorkSuite.
- gear, vehicles, quantities
- One engine
- 1 week + 2 days, not 9 days
- Best price
- out and back, side by side
- Photo inspections
WorkSuite · Rental
OverviewReservation calendarQuoteCheckoutReturn & inspectionOverdue
Inside WorkSuite: Overview · Reservation calendar · Quote · Checkout · Return & inspection · Overdue
How it fits
A rental app that never keeps a second copy.
Rental owns availability, pricing, bookings, checkout, returns and damage. Stock stays in Inventory, equipment in Assets, customers in CRM and money in Finance.
CRMCustomers, contacts and rental history
InventoryProducts, quantities, serials, warehouses
Assets & MaintenanceVehicles, equipment and service blocks
RentalAvailability · pricing · quotes · reservations · agreements · deposits · checkout · returns · inspections · damageRental decides. Other apps keep the records.
Finance & InvoicesInvoices, receipts, refunds and tax
Customer portalOnline booking and extension requests
SubscriptionsLong-term and recurring contracts
What it will do
Book it, hand it over, get it back.
The full rental day — from the first quote to the deposit refund — for the counter, the depot and the back office.
The best price, explained
Hourly to monthly rates, tiers, seasons, corporate and customer prices — with the rule that won shown on every line.
Guided handover
Scan to assign the unit, photograph it, check the driver or customer and capture the signature.
Charges, calculated
Late, mileage, fuel, cleaning and damage charges from the readings and photos.
Held, settled, refunded
A rental-side deposit ledger, with every movement posted through Finance.
One lifecycle
From a quote to a refunded deposit.
Every rental moves through the same clear steps, whatever is being rented. Extensions, exchanges and partial returns fit in without breaking it.
Rental
QuotedReservedConfirmedPreparingChecked outReturnedInspectionCompleted
Each unit
AvailableReservedRentedReturn pendingInspectionAvailable
Two statuses, kept apartThe rental order and each unit have their own status — a returned order can still have a unit in inspection.
Overdue blocks aheadAn overdue rental keeps blocking availability until it is back, so the next booking is warned in time.
Locked pricesA quote keeps the price it was sent with, even if rate plans change later.
Overrides leave a trailSkipping a gate needs a permission and a reason, and is written to the audit log.
One engine, many rentals
Profiles, not separate apps.
Vehicles, gear, components and quantity pools all run on the same engine, switched on with presets for your type of business.
VehiclesDriver and licence checks, odometer and fuel, included kilometres, tolls and insurance expiry.
Gear & kitsKits and bundles, required and optional accessories, compatibility and condition photos.
Delivery & pickupRoutes, time windows and proof of delivery with signature and photo.
Damage & lossCases with evidence, repair or replacement cost and deposit holds.
Long-term & onlineRecurring contracts through Subscriptions, and booking from the customer portal.
The rules, written down
- Rates picked in a set order — contract, customer, promotion, season, standard — and the winner shown
- Billing by 24-hour blocks or calendar days, with grace minutes and a half-day threshold
- Available = on hand − the busiest moment of bookings, holds, rentals and blocks in the window
- Late fee = delay after grace × hourly rate, capped at one day — or daily, fixed or a percentage
Coming next
An optional app, built in five phases.
Rental Management is a new optional WorkSuite app. Its specification is out for review; each phase ends with something you can use.
PlannedWebapp.worksuite.lk/rentalBookings, calendar, pricing, deposits, damage and reports for the office.
PlannedCounter & depotTablet and phone browserCheckout and return on a tablet, with camera scanning and photos.
PlannedCustomer portalOnline bookingCustomers book, pay the deposit and ask for extensions themselves.
Delivery plan
- Phase 1Core enginePricing, availability, quotes, reservations, agreements, deposits, checkout and return
- Phase 2OperationsKits, extensions, exchanges, damage, overdue, delivery, maintenance blocks, barcodes
- Phase 3Vertical profilesVehicles, gear, components, meters, insurance, transfers, fleet analytics
- Phase 4Customer channelsPortal, public catalog, online booking with deposit, E-Sign
- Phase 5Contracts & AIRecurring contracts, rent-to-own, AI features, multi-company analytics
Features
Everything a rental desk needs.
01
Catalog
- Rental profiles on products
- Rental profiles on assets
- Serialised and quantity items
- Kits and bundles
- Accessories and substitutes
- Categories and locations
02
Pricing
- Hourly to monthly rates
- Tier tables
- Seasonal and promotional
- Corporate and customer prices
- Best-price calculation
- Price simulator
03
Availability
- Date and time aware
- Preparation and cleaning buffers
- Maintenance blocks
- Kit availability
- Resource timeline
- Drag to reschedule
04
Bookings
- Quotes with share link
- Auto-expiring holds
- Reservations
- Agreements with acceptance
- Cancellation policy
- Approval for discounts
05
Counter
- Guided checkout
- Scan to assign units
- Photo inspections
- Signatures
- Preparation and pick lists
- Checkout sheet
06
During the rental
- Extensions with checks
- Exchanges and add items
- Partial returns
- Overdue work queue
- Escalation stages
- Customer messages
07
Returns & money
- Return inspection
- Late, fuel and mileage charges
- Damage and loss cases
- Deposit ledger
- Final invoice via Finance
- Refunds
08
Vehicles & field
- Driver and licence checks
- Odometer and fuel
- Insurance expiry
- Delivery routes
- Proof of delivery
- One-way rentals
09
Insight
- Rental dashboard
- Utilisation by asset
- Revenue per asset
- Top categories
- Overdue explained by AI
- Standard reports
What will Rental do?
Rental is one rental engine for cameras, vehicles, tools, event furniture and machinery: date-aware availability, best-price quotes, deposits, guided checkout and returns with photo inspections, on top of the stock, assets, customers and books you already keep in WorkSuite.
Is Rental available yet?
Not yet. Rental Management is a new optional WorkSuite app. Its specification is out for review, and it is built in five phases, each ending with something you can use — starting with pricing, availability, quotes, reservations, deposits, checkout and return.
How is availability worked out?
Availability is date- and time-aware, unit by unit, for serialised units and quantity pools. It allows buffers for preparation and cleaning, maintenance blocks, and limits kits by their scarcest part.
How does best-price pricing work?
Rates from hourly to monthly, tiers, seasons, corporate and customer prices are applied in a set order, and the rule that won is shown on every line — so a nine-day rental can be priced as one week plus two days.
What happens at checkout and return?
Checkout is guided: scan to assign the unit, photograph it, check the driver or customer and capture the signature. On return, late, mileage, fuel, cleaning and damage charges are calculated from the readings and photos.
How are deposits handled?
Rental keeps a deposit ledger — held, settled and refunded — with every movement posted through Finance.
Can it rent vehicles as well as equipment?
Yes, as profiles on the same engine rather than separate apps. Vehicles add driver and licence checks, odometer and fuel, included kilometres, tolls and insurance expiry; gear adds kits, accessories and condition photos.
What about overdue rentals?
An overdue rental keeps blocking availability until it is back, so the next booking is warned in time. Overdue rentals go to a work queue with escalation stages.
Does Rental keep its own customers and stock?
No. Stock stays in Inventory, equipment in Assets, customers in CRM and money in Finance. Rental owns availability, pricing, bookings, checkout, returns and damage.
Can I try Rental before buying?
Not on the live demo yet: Rental is in development and marked coming next. Book a demo at /contact/?kind=demo and we will show where it stands and when it is planned.
Is Rental available in the cloud and self-hosted?
WorkSuite runs as WorkSuite One Cloud, hosted for you, or on your own server. On the Cloud, the business apps come with WorkSuite Business; on your own server, pricing depends on server size and the apps you choose, so ask us which plan fits.
Can I use Rental on a phone or from the desktop?
WorkSuite runs in the browser on desktop, tablet and phone with nothing to install. WorkSuite Desktop is also available for Windows, macOS and Linux and can point at the Cloud or at your own server.
Who uses it
From the counter to the back office.
Rental agentQuotes, books and answers customers at the counter.
Depot staffPrepares, checks out, receives and inspects units.
Rental managerApproves discounts, extensions and overrides; watches utilisation.
FinanceSees deposits, charges and invoices settle correctly.
Works on the same records
All 47 apps