Plant, tool, event and specialist equipment hire

The CRM for equipment rental companies.

GuardenerAI for equipment rental is a CRM for the customer side of hire: trade and private customer accounts, rental enquiries as opportunities, rental agreements as signed documents and custom records, and invoices. It is for small and mid-sized plant, tool, event and specialist equipment hire companies. It does not track fleet availability or stock.

Hire is repeat business. The same contractors and event companies come back every month, and the best rental desks know each account by name. GuardenerAI gives the whole desk that memory: every account, every enquiry and every signed agreement in one place.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Know every account

Companies and persons hold each customer’s contacts, rating and billing details, with every hire as an opportunity and every agreement on file.

Rentals as real records

Add a Rental Agreements custom object with the equipment, start and end dates, site, rate and status, linked to the customer.

Agreements signed before the kit leaves

Send your hire terms from the customer record. They sign on a phone, and the sealed PDF and its evidence trail are filed on the record.

Bring quiet accounts back

Add accounts you have not heard from to a static segment and send them a journey by email or SMS, to the people who consented.

The modules this runs on

How you set it up

Shaped around how equipment rental actually work.

There is no one-click template for this industry, so you add these objects and fields yourself in Settings. It takes an afternoon, and nothing about it is fixed.

You create it

Rental Agreements

One record per hire, from booking to return.

  • Customer
  • Equipment
  • Site Address
  • Start Date
  • End Date
  • Day Rate
  • Deposit
  • Status
Built in

Companies

Trade accounts: contractors, event companies, councils.

  • Rating
  • Type
  • Phone
  • Billing
Built in

Opportunities

Larger or long-term hires, with each item as a line.

  • Value
  • Expected Close Date
  • Line items

Suggested stages on Opportunities (hire enquiries)

  1. Enquiry
  2. Availability checked
  3. Price sent
  4. Booked
  5. Closed Won
  6. Closed Lost
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

New trade account

  1. Day 0: send the account terms for signature (high priority).
  2. Day 1: check the credit application.
  3. Day 3: welcome call and price list.
  4. Day 30: check in after the first hire.
Signature template

Hire agreement

  1. Write your hire terms once, with the hirer’s name and the date merged in.
  2. Put the equipment, dates and rate in the wording.
  3. The hirer signs on any device before collection.
Marketing journey

Win-back for quiet accounts

  1. You add quiet accounts’ contacts to the journey.
  2. Send an email with this season’s price list.
  3. Wait two weeks, then split on SMS consent.
  4. Send a short SMS reminder, or a second email.

A record of what was agreed.

Every signed hire agreement carries an evidence trail of when it was sent, viewed and signed, sealed against later changes, so a damage dispute starts from the facts.

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FAQ

Questions from teams like yours.

Does GuardenerAI track which equipment is available?
No. Fleet availability, stock and servicing stay in your rental system. GuardenerAI handles customers, enquiries, agreements and invoicing.
Can it invoice long hires every week automatically?
No. There are no recurring invoices. You raise each invoice, and an action plan can remind your team when the next one is due.
Can customers pay deposits by card?
On the Max plan, with a Stripe card payment link sent with the invoice. On other plans you record the payment by hand.
How do we bring our customer list across?
Export it to CSV and import it with field mapping. Duplicate rules then flag any customer entered twice.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for construction and contractors, event planners and logistics and freight. See every industry.

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