Equipment rental on Odoo
Every machine booked, billed and back on time
We implement Odoo Rental for machinery, tool and event equipment businesses: live availability per serial number, contracts and deposits, delivery and return inspections, and maintenance that keeps a machine out of the calendar while it is in the workshop.
- Availability by serial number
- Deposits and late fees
- Return inspections
- Maintenance in the same system
- Industry playbooks on this site
- Offices: Bangkok, New York, Delhi NCR
- Apps of our own on the Odoo Apps Store
- Reply time on business days
- day
What we configure
The rental flow, from quote to return
Odoo's Rental app handles quotes, schedules, pickup and return out of the box, with Sign, Maintenance, Barcode and Accounting around it. We configure those first and add custom work only for what your fleet genuinely needs, such as meter-based billing.
Featured module
Availability you can promise
Every unit is a serial-numbered asset on one rental schedule. When sales quotes a period, the calendar shows what is genuinely free after current rentals, reservations and workshop time, so a machine is never promised twice.
- One calendar across depots and job sites
- Reservations with pickup and return dates
- Padding time between rentals for checks and transport
- A unit in the workshop drops off the calendar
Standard Odoo set up for your sector first; custom code only where it stops.
A catalog per machine
Each excavator, generator or scaffold set carries its serial, purchase cost, current location and documents, so the yard knows what it owns and where it is.
Rate cards
Hourly, daily, weekly and monthly prices per product, customer-specific pricelists and discounts that need approval above a set level.
Contracts and e-signature
Rental orders print or send as contracts through Odoo Sign, with terms, the deposit and the condition checklist attached.
Deposits, damage and late fees
Security deposits are held and refunded against the return inspection, and late returns bill extra days automatically by your policy.
Delivery and pickup
Delivery orders and return receipts move stock between the yard and the customer's site, with transport jobs planned alongside.
Check-out and check-in inspections
Condition checklists with photos attach to the handover and the return, so damage charges rest on evidence, not argument.
Maintenance in the same system
Preventive schedules and breakdown work orders run in Odoo Maintenance per unit, with parts and costs on the equipment's history.
Utilization and margin
Rental revenue, days on rent and maintenance cost per unit come from the same records, so you see which machines earn and which should be sold.
Why Odoo
The yard, the books and the workshop in one system
Rental businesses often juggle a booking whiteboard, a contract folder and an accounting package that meet only at month-end. On Odoo the reservation, the contract, the invoice and the deposit refund are one chain of records per machine.
Billing that follows the calendar
Extensions, early returns and part-period pro-rata recalculate the invoice from the actual rental dates, not the original plan.
Thai rental tax handled
Corporate customers withhold 5% on rentals; Odoo issues the invoice with the WHT treatment, tracks the certificates and supports e-Tax Invoice.
Multi-depot from day one
Each depot keeps its own stock and transfers, and the calendar shows the whole fleet or one branch at a time.
Configure first, code last
The Rental app carries the core. Custom work such as hour-meter billing ships as separate modules with the source in your repository.
Before you commit
Limits worth knowing before the first contract
The Rental app is a genuine fit for this industry, but a few gaps deserve a straight answer before any scope is signed.
01
The Rental app needs Enterprise
Rental is an Odoo Enterprise app, billed per user by Odoo. On Community we can model simple hire with sales orders and custom work, but we will tell you when Enterprise is the honest answer.
02
Meter-based billing is custom
Standard Rental bills by period. Charging by engine hours or usage readings needs a small custom module that we specify and price before building.
03
Telematics is per provider
Live location and engine-hour feeds come from your GPS vendor's API. Each provider is a separate integration, priced per endpoint.
04
Operators and transport need scoping
Renting a crane with an operator adds rosters, timesheets and site rules. Odoo Planning and Field Service can carry it, but we scope that flow explicitly.
05
Damage pricing is your policy
Odoo records the inspection, the photos and the charge. What a scratch or a lost accessory costs comes from your price list, not from software.
06
Opening data takes a real count
Go-live starts with a physical count: serials, locations and current rentals. A calendar built on a wrong fleet list double-books from day one.
How we help
Rent out ten machines or a thousand? Tell us your fleet and your busiest week, and a short call will show whether Odoo Rental fits before anyone quotes anything.
Reliability & security
Engineered for reliability & security
Role-based access
Odoo security groups and record rules so each person sees only what their job needs.
Tested backups
Daily backups with restores rehearsed on a schedule. An untested backup is not a backup.
Full audit trail
Chatter history, approvals and document logs show who changed what, and when.
Hardened hosting
TLS everywhere, patched servers, firewalls and monitoring whether you run Odoo.sh or your own server.
PDPA-aware data handling
Personal data kept where it belongs, with retention and access set up around Thailand's PDPA.
Upgrade-safe custom code
Custom work lives in separate, tested modules so the next Odoo version is an upgrade, not a rebuild.
Rollout
A smooth rollout, fully supported
Walk the process
Workshops with the people who do the work, before any configuration.
Configure the baseline
Standard Odoo set up for your sector first; custom code only where it stops.
Pilot with one team
One site, one team, one month, on live data, with a rollback point.
Scale and hand over
Roll out to the rest, train by role, and stay through the first month-end close.
Dedicated consultant
The same person from the first call to go-live.
Documentation you keep
Process guides and handover notes in your own repository.
Training in EN or TH
Role-based sessions for new staff, whenever you need them.
Integrations
Connected to the field, not just the office
Barcode scanning, e-signature and payments work with Odoo's standard apps. GPS feeds and customer portals connect through integrations we build and price per endpoint once the data flow is agreed in writing.
- Odoo Rental
- Odoo Maintenance
- Odoo Sign
- Odoo Barcode
- Odoo Field Service
- GPS telematics API
- PromptPay QR
- Stripe
- Bank statement import
- Power BI
Scan out, scan in
Barcode or QR tags on units and accessories make handover and return fast and keep the yard count honest.
Deposits and payments reconciled
PromptPay, transfer and card payments match against invoices and deposit refunds from the bank statement.
A portal for repeat customers
Contractors sign in to see their current rentals, contracts and invoices instead of calling the office for each one.
Reports on your terms
Utilization and revenue per unit run in Odoo or feed Power BI from the same PostgreSQL data you control.
Engagement options
Start with the fleet, then the whole flow
No package prices: each quote follows a scoping call and fixes scope and price per phase, in writing. Odoo licenses are billed by Odoo directly and never marked up by us.
Fit and scope review
Usually two to four weeks. We follow one machine through a full rental, from quote to deposit refund, and tell you plainly whether Odoo fits.
Priced after scoping
- Walk-through with sales, the yard and the workshop
- Gap analysis against the standard Rental app
- Community or Enterprise recommendation
- Costed roadmap by phase
Phased rollout
The fleet, availability and contracts go live first. Inspections, maintenance and the customer portal follow once bookings are stable.
Priced after scoping
- Fixed scope and price for each phase
- Fleet counted and imported by serial number
- Rate cards and deposit rules configured
- Role-based training in Thai or English
- Support through the first month-end close
Support and extend
Already on Odoo? We audit the setup, add depots, meter billing or telematics, and keep the system current.
Priced after scoping
- Health check of configuration and custom code
- Monthly support plan with no per-ticket charges
- Integrations priced per endpoint
- Version upgrades rehearsed before cutover
FAQ
Questions clients ask first
Does Odoo have an equipment rental module?
Yes. The Rental app, part of Odoo Enterprise, covers quotes, reservation schedules, pickup, return and invoicing, and it shares products, customers and accounting with the rest of Odoo. We add custom work only for gaps such as meter-based billing.
How does Odoo prevent double-booking?
Each serial-numbered unit sits on one rental schedule, and a quote checks that schedule before promising a period. Padding time between rentals covers inspection and transport, and a unit flagged for maintenance is not offered at all.
How are deposits and late returns handled?
Deposits are collected on the order and refunded after the return inspection, less any damage charges backed by photos. Late returns extend the rental and bill the extra days by the rules you set.
Can Odoo bill rentals by engine hours?
Not in standard Rental, which bills by period. We build meter-based billing as a small custom module: readings enter at return or flow from telematics, and the invoice line calculates from usage. You own the module's source code.
How much does a rental system on Odoo cost?
Cost splits into Odoo licensing and implementation. The Rental app needs Enterprise, a per-user subscription billed by Odoo, and implementation is quoted per phase after we walk your rental flow. Training and support come in Thai or English.
Get started
Let's build your ERP roadmap
Tell us how your business runs today. You get an honest view of how Odoo fits, what it would take, and a phased plan, within one business day.
- Free first scoping call
- Written scope and phased plan
- Delivery in English or Thai
Prefer to talk first?