Operating system for rental businesses
RentalOSby HAYKALI
RentalOS is a vertical operating system for businesses that rent out physical assets. It is built around the rental cycle itself, rather than a generic booking tool with rental bolted on.
Available now, with a demo on request. Product screens are not published on this page yet; the demo shows the product itself. Details on this page are being confirmed with the product team.
What using it looks like
The views this product is organised around, built from its model. Sample data, not a product screenshot.
- Overview
- Bookings
- Fleet
- Customers
- Finance
- Reports
| Booking | Customer | Asset | Dates | Status |
|---|---|---|---|---|
| BK-2041 | Al Noor Contracting | Excavator E-12 | 12 to 15 | Confirmed |
| BK-2042 | Dune Events | Generator G-04 | 12 to 14 | Handed over |
| BK-2043 | Rimal Builders | Scaffold set S-31 | 14 to 20 | Confirmed |
| BK-2044 | Najd Logistics | Forklift F-07 | 15 to 16 | Returned |
| BK-2045 | Al Noor Contracting | Excavator E-12 | 14 to 16 | Blocked |
Availability: Excavator E-12
BK-2045 cannot be saved: the asset is booked on 14 and 15.
Fleet
- Excavator E-12Free from 16
- Generator G-04Returns 14
- Scaffold set S-31Booked from 14
- Forklift F-07Back on 17
- Light tower L-02No bookings
- Compressor C-09Booked from 18
A rental should not live in four places at once.
The booking is agreed in a chat, the dates sit in a shared sheet, the contract is on paper and the invoice is rebuilt later. Each one is a version of the same rental, and none of them agree.
- Shared sheets
- Chat threads
- Paper contracts
- Wall calendars
- Accounting exports
One rental record
RentalOS holds the asset, the dates, the contract and the charges as one record, so availability and billing are read from it rather than reconstructed.
The operational problem
What usually goes wrong before a system like this exists.
- 01
Availability lives in someone's head
It sits in a shared sheet or a chat thread, so the same asset gets promised twice.
- 02
The paper trail is scattered
Contract, handover condition and return notes are kept in different places, so disputes are settled from memory.
- 03
Invoices are rebuilt after the fact
Finance reconstructs what was rented, for how long and at what price from bookings and messages.
- 04
Maintenance is tracked apart from bookings
An asset that needs service is still bookable because nothing connects the two.
What the system is organised around
The areas of the operation it covers.
Assets and availability
One register of what you rent out, and a single answer to whether it is free for given dates.
Reservations
Quotes and bookings that check availability as they are made, not afterwards.
Contracts and documents
The agreement for each rental, tied to the customer, the asset and the period.
Handover and return
Condition and accessories recorded when an asset leaves and when it comes back.
Billing
Charges derived from the rental record instead of retyped from it.
Maintenance and condition
Service and repairs recorded against the asset, so availability reflects reality.
The rental cycle RentalOS is organised around
Every rental business runs some version of this sequence. The product is structured so each stage hands a complete record to the next.
- 01
Enquiry
A customer asks for an asset and dates.
- 02
Reservation
Availability is checked and the booking is held.
- 03
Contract
Terms and price are agreed and recorded.
- 04
Handover
The asset leaves with its condition noted.
- 05
Return
The asset comes back and is inspected.
- 06
Invoice
Charges follow from the rental record.
- 07
Turnaround
Cleaning or service before it is available again.
One rule, enforced by the system
A booking cannot overlap another booking, or a service job, for the same asset.
- Booked
- In service
- Blocked
Asset B is already booked on days 4 and 5, so the new booking cannot be saved.
Illustrative model of how RentalOS treats a booking. It is not a product screenshot. Product screens will be added when they are approved for release.
Built for
- Owners and managers of rental businesses
- Operations and fleet or inventory managers
- Front-desk and dispatch teams
- Finance staff who invoice rentals
Questions rental businesses ask
What is RentalOS?
RentalOS is an operating system for businesses that rent out physical assets, built by HAYKALI. It is organised around the rental cycle itself: availability, reservation, contract, handover, return and invoice.
Who is RentalOS for?
Businesses that rent equipment, vehicles or other physical assets: owners and managers, fleet or inventory managers, front-desk and dispatch teams, and the finance staff who invoice rentals.
Does it stop the same asset being rented twice?
Availability is part of the record rather than a separate sheet, so a booking is checked against existing bookings and service jobs as it is made. The rule is shown on this page as a model.
Does it cover contracts and handover?
The agreement is tied to the customer, the asset and the period, and condition and accessories are recorded when the asset leaves and when it returns.
How does billing work?
Charges follow from the rental record instead of being retyped from bookings and messages. It is not accounting software and makes no accounting certification claims.
Where does RentalOS stand today?
RentalOS is available. The screens on this page are concept interfaces with sample data, not product screenshots. Request a demo and we will walk you through the product against your own rental operation.
Request a demo
See RentalOS against your rental operation.
Tell us what you rent out and where the cycle breaks today, and we will walk you through RentalOS against it.
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