How it works

From rental request to return — step by step.

EffiFleet follows a rental from the moment a customer asks for equipment to the moment it is back, inspected and paid for. Here is who does what at each step.

How it works

Five steps from request to completed rental.

01
Customer submits rental request
From the Customer app or through your rental team — equipment, dates and site captured once.
02
Operations reviews and allocates equipment
Quote, approve and reserve specific units, with AI recommendations to help choose.
03
Equipment is prepared and delivered
Drivers and operators are assigned by role and receive the job in the Employee app.
04
Rental is monitored and serviced
Track the active rental, handle extensions and resolve service requests on site.
05
Equipment returns, gets inspected and rental is completed
Return meter, inspection checklist, final invoice and payment close the loop.

Who does what

Every step, across all three apps.

Customer submits rental request

Customer App

Submits a request for equipment, dates and site in the Customer app — or calls your team as usual.

Admin Web

Rental team captures or reviews the request and prepares a quote.

Employee App

—

Operations reviews and allocates equipment

Customer App

Receives and accepts the quote in the app.

Admin Web

Operations approves, then allocates specific units — with AI recommendations ranked by fit.

Employee App

—

Equipment is prepared and delivered

Customer App

Sees allocation and delivery updates.

Admin Web

Schedules delivery and assigns drivers and operators by role and availability.

Employee App

Drivers receive the delivery, complete the checklist and record the delivery meter on site.

Rental is monitored and serviced

Customer App

Tracks the rental, requests extensions and reports issues on rented equipment.

Admin Web

Monitors active rentals, approves extensions and triages service requests.

Employee App

Technicians take service jobs, follow checklists and record parts and labour.

Equipment returns, gets inspected and rental is completed

Customer App

Requests return, views the final invoice and pays. Loyalty points are earned if enabled.

Admin Web

Issues invoices, records payments and reviews rental profitability.

Employee App

Collects equipment, records the return meter and completes the return inspection.

One connected platform

Customer to loyalty, in one continuous record.

Each stage hands off to the next with nothing re-typed. Your team works in the Admin Web, field employees in the Employee app, and customers in their own app — all on the same data.

Customer AppYour customers
Admin WebManagement & operations
Employee AppDrivers, technicians, operators

01Request
1. 01Customer
  Account, sites and contacts
  Customer App
2. 02Rental request
  Equipment, dates, site
  Customer AppAdmin Web
3. 03Approval
  Review, quote, approve
  Admin Web
02Deploy
1. 04Equipment allocation
  Specific units reserved
  Admin Web
2. 05Delivery
  Driver dispatch & handover
  Employee App
3. 06Active rental
  Billing from actual start
  Admin WebCustomer App
03Operate
1. 07Service / maintenance
  Work orders on site
  Employee AppCustomer App
2. 08Return
  Collection & return meter
  Employee App
3. 09Inspection
  Checklist, damage, photos
  Employee App
04Settle
1. 10Invoice
  Rental + charges
  Admin WebCustomer App
2. 11Payment
  Receipts & balances
  Admin Web
3. 12Loyalty
  Points on paid invoices
  Customer App

Ready to Put Your Fleet in Motion?

Bring rental operations, equipment, service, employees and customer management into one intelligent platform.

Request a Demo Talk to EffiFleet