| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Inventory (stock) • Invoicing (account) • Purchase (purchase) |
| Lines of code | 3350 |
| Technical Name |
equipment_rental |
| License | LGPL-3 |
| Website | https://leapai.ai |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Inventory (stock) • Invoicing (account) • Purchase (purchase) |
| Lines of code | 3350 |
| Technical Name |
equipment_rental |
| License | LGPL-3 |
| Website | https://leapai.ai |
Equipment Rental Management Suite
A complete heavy equipment rental platform for rental companies, crane & plant hire operators, and machinery rental businesses — built for Odoo 19.
Everything You Need to Run a Rental Business
From inquiry to invoice — manage your entire fleet operation in one place.
Fleet Registry
Full equipment master with categories, subcategories, make/model, serial numbers, meter tracking (hours & odometer), and a 7-stage status pipeline.
Quotations & Contracts
Create rental quotations with per-line rental basis (hourly, daily, weekly, monthly, yearly). Convert approved quotations to contracts in one click.
Dispatch & Off-Hire
Manage equipment dispatch to sites, confirm on-site arrival, and process off-hire returns with condition assessment and damage reporting.
Operator Management
Track operators with roles (operator, helper, rigger, signalman), license expiry alerts, and competency certifications. Block assignment when credentials expire.
Inspection & Compliance
Schedule internal and third-party inspections by cycle. Issue certificates with automatic sticker color coding — green, yellow, or red based on expiry proximity.
Workshop & Maintenance
Log breakdown tickets, create corrective or preventive workshop jobs, track parts usage and downtime. Manage internal vs. external repairs with vendor tracking.
Usage & Fuel Tracking
Daily usage logs with hour meter readings. Fuel consumption logs per equipment per contract. Field expense claims (fuel, toll, parking, meals, permits, and more).
Profitability Analysis
Machine-wise and contract-wise revenue vs. cost analysis. Aggregates repair costs, fuel, and field expenses to compute net profit and margin per asset.
PDF Reports
Professional QWeb PDF reports for rental quotations, rental contracts, and dispatch notes — ready to send to customers directly from Odoo.
Complete Rental Lifecycle
Every step from inquiry to invoice is covered.
Quotation
Customer inquiry → rental quotation with per-line basis & rates
Approval
Quotation sent, reviewed, and approved by manager
Contract
One-click contract creation from approved quotation
Dispatch
Equipment dispatched to site with driver & vehicle details
On-Site
Usage logs, fuel logs, and field expenses recorded daily
Off-Hire
Equipment returned, condition assessed, damage noted
Invoice
Invoice created directly from contract for billing
See It In Action
A visual tour of the key screens.
Equipment Fleet — Kanban View
Get a real-time overview of your entire fleet at a glance. Each card shows the equipment name, category, current status (color-coded), daily rate, and deployment site.
- Color-coded status pills: Available, On Rent, Workshop, Reserved, Inspection Hold
- Filter by status with a single click
- Rates and site visible without opening the record
Equipment Form — Full Detail
Every piece of equipment has a dedicated record with all technical and commercial information, plus smart buttons for instant navigation to related documents.
- Smart buttons: Quotations, Contracts, Inspections, Workshop Jobs, Meter Logs
- Status pipeline bar with one-click transitions
- Rental rates (hourly, daily, weekly, monthly)
- Hour meter & odometer tracking
Rental Quotations
Manage all rental inquiries and quotations from one list. Status badges make it easy to see what's draft, sent, approved, or cancelled at a glance.
- Per-line rental basis: hourly, daily, weekly, monthly, yearly
- Auto-calculated billable quantity from date/time range
- One-click contract creation from approved quotations
Rental Contract — Lifecycle View
The contract form is the operational hub of each rental job. Smart buttons connect directly to dispatches, invoices, off-hire returns, and field expenses.
- Status bar: Draft → Active → Completed → Cancelled
- Multi-equipment contract lines with individual rental basis
- Operator assignment per equipment line
- Auto-computed subtotals and contract total
Operator Management
Keep full control of your workforce compliance. The system tracks license expiry dates and flags operators whose credentials are about to expire or have already expired.
- Roles: Operator, Helper, Rigger, Signalman
- License number and expiry date tracking
- Per-operator competency certificates with expiry
- Status flags: Active, Expiring Soon, Expired
Inspections & Certificates
Schedule and track all equipment inspections — both internal checks and mandatory third-party certifications. The system computes next due dates automatically.
- Internal and third-party inspection types with configurable cycles
- Pass / Fail / Conditional results with findings notes
- Auto-computed next due date from cycle days
- Certificate sticker colors: 🟢 green / 🟡 yellow / 🔴 red
Workshop Jobs — Kanban
Visualise your workshop workload in a Kanban board. Jobs are colour-coded by type and severity so your team knows exactly what to prioritise.
- Job types: Corrective, Preventive, From Inspection, From Breakdown
- Severity: Low, Medium, High, Critical
- Internal vs. external repair tracking with vendor assignment
- Parts usage and downtime hours per job
Profitability Analysis
Understand which machines and contracts are making money. The profitability view aggregates revenue against all cost categories to give you a clear margin picture.
- KPI tiles: Total Revenue, Total Costs, Net Profit, Avg. Margin
- Revenue bar chart by equipment
- Cost breakdown: fuel, repair, field expenses
- Net profit and margin % per machine per contract
Technical Details
Built with best practices for Odoo 19.
Role-Based Security
Four user groups — Rental User, Dispatcher, Manager, and Administrator — with fine-grained access rights per model.
Dependencies
Integrates with standard Odoo modules: Discuss (mail), Invoicing (account), Inventory (stock), Purchase, and Employees (hr).
Full Chatter Support
All key documents (equipment, quotations, contracts, operators, inspections, workshop jobs) have full chatter with activity scheduling, logging, and followers.
Auto Sequences
10 automatic reference sequences: EQ/, RQ/, RC/, RD/, ROH/, ROP/, RI/, RW/, RB/, RM/ — configurable per company.
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