Don’t Get Left in the Dust with Excel: 6 Reasons to Invest in a Rental Inventory Management Solution

Do you find yourself spending way too much time in the weeds with complicated excel sheets trying to manage your business? That time could be better utilized elsewhere so you can focus on what matters most: the customer experience and growing your business.

It’s time to move away from Excel and Google Sheets and invest in rental inventory management solutions.

Should I Use Excel for Inventory Management?

Many business owners who are just starting out use Excel or other spreadsheet programs like Google Sheets for various business management tasks, including:

  • Budgeting
  • Client invoicing
  • Inventory tracking
  • Time tracking

These tools are useful because they’re typically free, which makes them more accessible to new business owners with minimal budgets. But as your business grows, juggling several different Excel sheets becomes more cumbersome and less convenient.

This is especially true considering spreadsheet software like Excel and Google Sheets come with a bit of a learning curve, not to mention all the manual tweaking and customization required to make them work for your business.

At some point, Excel sheets simply don’t cut it when you need to manage constantly fluctuating items like inventory and financial statements.

When you reach this point in your business journey, it’s time to look into dedicated solutions for business management software to find a platform that meets the specific needs of your business: in this case, equipment rental.

6 Reasons to Invest in Rental Inventory Management Software

If you’re searching for a new business management software, you likely have your own reasons for wanting to invest in a new solution. Here are six common reasons business owners like you choose to invest in a comprehensive rental inventory management software solution.

1. Manually updating a series of spreadsheets takes a lot of time.

Imagine you’ve just rented out a piece of equipment.

First, you go into your inventory spreadsheet and mark it off. Then, you transition to your financials spreadsheet and put down the amount the customer paid (or agreed to pay).

Perhaps you have an accounts receivable spreadsheet, as well, where you have to make a note regarding any outstanding customer payments. Finally, you navigate to your CRM spreadsheet to note which customer rented what.

That’s already four different spreadsheets you’ve been forced to update manually.

With inventory management software, you can make all those changes in one place, and have them automatically communicated to relevant fields across the software.

2. Spreadsheets that need manual updates are prone to human error, raising your risk of potentially costly mistakes.

Not only does updating multiple spreadsheets take time, but it also leaves lots of room for human error since all of these changes are manual.

Excel isn’t exactly beginner-friendly. Unless every member of your staff knows what they’re doing and never makes mistakes, manual updates are bound to produce errors. And in many cases, mistakes in inventory or financial tracking can be quite costly.

While errors are a possibility anytime humans are involved in anything, the risk is decreased with inventory management software. That’s because the software does formulaic calculations behind the scenes, meaning you and your team can’t make mistakes.

3. Inventory management software provides a more streamlined, reliable way to keep your equipment in good condition.

Unless you have inventory management software, you’ll have to deal with another spreadsheet to track and make notes on the condition of your equipment. This includes any potential damage caused while the equipment was rented out.

With inventory management software, everything you need to know about a piece of equipment is displayed in one convenient place: whether it’s currently rented or not, who’s renting it, what condition it’s in, and when it’s due for repairs or maintenance.

4. Do you know where each piece of equipment in your inventory is at all times? This is a major challenge to handle manually with spreadsheets.

When tracking inventory through spreadsheets, you have to record what’s been rented, who rented it, what they’re using it for, how long they’ll have it, and when it’s due back, among other details. That’s a lot to keep track of.

With inventory management software, you can simply click on the piece of equipment you’re interested in and view its status, with no spreadsheet-hopping or back-and-forth required.

5. Inventory management solutions like Quipli create a seamless end-to-end customer experience that also integrates with your inventory management for accurate tracking.

Using inventory management solutions like Quipli, your customers will be able to locate your products and make reservations to rent the desired equipment. These reservations are communicated to the point of sale, which automatically updates rented equipment for accurate tracking.

This creates a quick, convenient, pain-free experience for your customer and makes life easier for you and your team.

6. Quipli is fine-tuned for gathering useful data — data you can turn into strategies to grow your rental business.

Quipli constantly gathers data behind the scenes while you perform your day-to-day operations. You can use this data at any time to make informed business decisions.

For example, you can pull data on what products are renting, which ones tend to sit longer than others, and which products may be due for replacement due to overuse, all without any tedious manual Excel reporting.

Learn How Equipped Saved 10 Hours a Month by Automating Inventory Management with Quipli

Read Our Case Study

When and Why Excel Falls Short for Managing Your Rental Business

Excel can be a useful tool at the beginning of your business journey. At a certain point, however, it no longer passes muster as an organizational aid.

Why Excel can be useful early in the game

Here are some of the reasons Excel is useful early on:

  • It’s free
  • It comes standard on many operating systems and devices
  • Most people have some experience with digital spreadsheets


These are all great attributes, but they’ll only serve you for so long.

Where Excel falls short every time

As great as Excel can be for tracking simple inventories and transactions, it falls short when it comes to certain aspects of inventory management. For example:

  • It can be a headache to make sure information is accessible to everyone who needs it
  • It requires manual input, increasing the margin for human error
  • It doesn’t update automatically
  • It doesn’t provide an at-a-glance overview

Remedying these issues is necessary to help you manage and scale your business.

When Is It Time to Switch to Software for Your Inventory Management?

You’ll know it’s time to switch to an intelligent software for your inventory management when:

  • You regularly have to audit the same errors in Excel tracking
  • You spend too much time on Excel and not enough time on other important areas of your business
  • You’re ready to level up and scale your rental business

If any of these circumstances apply to your business, it’s time to invest in inventory management software.

Upgrade to Quipli to Scale Your Rental Business

Inventory management doesn’t have to be difficult, at least not when you have access to tools like Quipli.

With Quipli, you get access to POS integrations, customer logins, website integrations, reservation management, inventory management, and critical data — all of which can help you grow your business.

Contact us to learn more or schedule a demo today.

Click here to learn more about quipli’s inventory management software

How Does Quipli’s Rental App Work?

Quipli’s equipment rental web app is a comprehensive solution for rental businesses. With website features and integrations, payment processing options, customer relationship features, and much more, Quipli has everything you need to manage your business and scale it to the next level.

How does it do all this? Here’s a detailed guide to Quipli’s many features and capabilities.

Create Your Online Rental Storefront

Quipli offers two options for setting up a customer-facing digital storefront: building your own through the platform itself or integrating Quipli into your current website.

Build Your Perfect Rental Website

With Quipli’s template, you can build a responsive, user-friendly rental website. Quipli is easy for beginners to learn and use, allowing business owners like you to build high-performing websites that meet the expectations of your customers

Quipli’s website builder is a sophisticated design tool tailored specifically to rental businesses. It allows you to list all of your products in a modern Ecommerce format so that users can easily select products based on what categories they are searching for. Here are just a few of its many useful features:

  • Cloud-based website builder allows you to work from anywhere rather than having software and programs downloaded onto your computer
  • No knowledge of coding required
  • The ability to either transfer in your own domain or purchase a new one through Quipli
  • Full editing capabilities for pages and product info
  • Product data imports that allow you to quickly upload all of your product information from a spreadsheet rather than manually creating each one
  • A fully-integrated checkout process that integrates with your POS system
    • Includes QR code functionality
    • Includes payment processing

Quipli’s website builder also allows you to establish a customer portal so repeat buyers can easily create their own accounts, and leverage cycle billing.

SEO, or search engine optimization, is important for ensuring that customers find your business. SEO determines where you rank on search engines and how often your site appears to consumers. The higher up you rank, the more customers in your area will see you. Given the prominence of Google search, getting this right or wrong can make or break your ability to win new business in your geography. Quipli has designed its platform for SEO out of the box (at a basic level). You can be rest assured that all of the basic elements of your SEO will be there without having to think about it. 

Last but certainly not least, Quipli’s website builder is responsive and 100% mobile-friendly. Most customers do their shopping on their phones, making this a critical feature.

Learn more about how to build your online storefront with quipli

Integrate Your Inventory Seamlessly with Quipli

If you already have a website for your business, Quipli can work for you too. You can seamlessly integrate Quipli into your existing site to take advantage of the streamlined checkout process, payment processing, and customer portal features.

Manage and Track Your Inventory

The Quipli equipment rental app lets you easily manage and track your rental inventory. Quipli comes with a robust inventory management system with many essential features, including:

  • Effortless renting
  • Inventory calendar
  • Location management
  • Product and category management
  • Product data importing
  • Reporting data

Quipli’s app is adaptable for either multi-location or single-location rental businesses. If you have many different types of products, Quipli allows you to create both rental categories and individual product items.

Another useful feature of Quipli’s app is the inventory calendar, which gives you a bird’s-eye view of the products you have available, out for rent, or due for return. This feature is essential for preventing double booking, which can result in awkward phone calls and costly corrections.

The inventory management software integrates fully with Quipli’s POS features so your customers can easily rent and pay for their desired equipment. The app even aggregates your data so you can disseminate info on your customers, product demand, and bestsellers.

learn more about managing your inventory with quipli

Manage Booking and Scheduling With Ease

Quipli’s equipment management app automatically pulls product availability information when booking and scheduling equipment rentals to prevent overbooking or double booking. The scheduling and booking features also integrate with Quipli’s POS system.

This feature also comes with an inventory calendar that helps you easily track what’s currently out and when certain equipment is due to be returned so you can plan future bookings. Gone are the days of analyzing a slew of spreadsheets before making a sale!

Make Double Booking a Thing of the Past

Double booking, or renting the same piece of equipment to two different customers within the same time frame, is a major issue that many rental companies run into when using manual systems for scheduling. With an integrated booking, scheduling and inventory management system, you won’t miss critical information like product availability when making a sale.

Additionally, when customers make rental reservations directly through your website, they won’t be able to book equipment that’s already rented. In other words, Quipli’s advanced inventory management capabilities make double booking impossible.

Learn About Quipli’s Booking & Scheduling Features

Unify Your Checkout Process with Quipli’s POS System

Quipli’s POS rental system enables omni-channel selling, which involves marketing your products online and engaging with customers directly. You can integrate your offline and online booking sales into a single, streamlined system to store all your financials and records in one place.

Quipli also integrates with Stripe, one of the leaders in digital payment processing. Many business owners and consumers use Stripe because of its secure, dependable functionality.

Quipli’s checkout process was designed to enhance the user experience, making it easy, intuitive, and hassle-free for customers to rent from you.

The customer profile functionality built into Quipli also makes it easy for repeat customers to store their information, such as payment info, addresses, and preferences. The customer profile has a dual function since it also serves as a data collection source.

What’s more, you can send digital invoices and receipts for paperless sales processes, allowing you to manage the accounts receivable aspect of your business while also reducing your organization’s ecological footprint.

find out more about quipli’s point of sale features

Keep Track of Financials with Quickbooks Integration

Quipli works with leading organizations to bring the best possible solutions to customers. For financial tracking, Quipli has developed an integration with Quickbooks, the global leader in accounting and bookkeeping software.

Quickbooks allows you to document and manage orders, invoicing, and taxes for stress-free financial tracking and reporting. With Quipli’s Quickbooks rental software integration, all of your systems will be integrated to allow full consistency between booking and your accounting.

Integrating Quickbooks

Integrating Quickbooks into Quipli is easy for the tech-savvy and tech-stunted alike. You can sync your customer and product information between the two platforms with a few clicks. Syncing Quickbooks and Quipli helps you and your team avoid potential mixups or mistakes.

Quickbooks is just one of the integration features Quipli offers. The platform can also integrate with the following:

  • Google Analytics
  • Google Maps
  • Stripe
  • Avalara

Quipli is the all-in-one solution you need to manage and scale your rental business.

Learn How Quipli’s Quickbooks Integration Works

Rent with (Cyber)Security

Data breaches grew by 68% from 2020 to 2021 and continue to grow each year.  Because Quipli is a cloud-based solution, as opposed to several competitors that rely on on-premise solutions, Quipli is a more flexible, more secure and more stable solution. Quipli has several servers in various state-of-the-art, highly secure facilities across the country which only helps to provide some of the best cybersecurity on the market.

Customer Service

At Quipli, we consider our customer service a core part of our app. We provide you with an onboarding team to get your business started off right. Quipli offers phone, email, chat and text support – if you need to contact us, we’re available. We also pride ourselves on our 5-minute response time that is available any time during our business hours.

The Best Equipment Rental App

With so many features, capabilities, and integrations, Quipli is without a doubt the best equipment rental app for rental businesses.

You can use Quipli on your desktop, laptop, or mobile device via the Quipli mobile app, making it possible to manage your business from your phone.

To make sure Quipli is right for you, schedule a demo with one of our expert representatives. They’ll give you an informative overview of the app and its features and answer any questions you may have about adapting Quipli to your needs.

Ready to grow? Book your free demo with QUipli

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