Grow Your Equipment Rentals with Quipli’s Google Ad Blueprint

You’ve done your research and have a bird-eye view of how to use Google Ads to bring in more customers to your equipment rental business. It’s time to create your first campaign.

Let’s walk step-by-step through Google Ads to create your first campaign.

Step 1: What’s your campaign objective?

The first step in creating a Google Ads campaign is to decide what the objective is for your campaign. What action do you want someone to take when they see your ad?

You’ll be presented with a set of eight options. These include driving sales, bringing in leads (for example, newsletter signups), increasing brand awareness, and other common ad campaign goals.

You’ll also be given the option to create the campaign without basing it on one of these specific goals.

For a rental business, your best bet is to choose “Create a campaign without a goal’s guidance.” This option allows you more flexibility in adjusting your Ad configurations. 

Step 2: Select a campaign type

Next, you’ll be presented with eight options for different types of campaign. Out of these, you should select Search. 

We find Search is best for targeting rental equipment customers, because their customer journey is heavily focused directly on Google as they are shopping. 

This ad type lets you run text ads at the top of the search results for relevant keywords. For keywords with commercial intent – things like “rent excavator in Dallas,” for example – these paid Search ads tend to get a majority of users’ clicks.

Search ads are also highly effective for other kinds of searches, like searches for other brands and products, or for solutions to a specific problem that your customers have.

Step 3: Use conversion goals to improve your performance

If you have conversion goals set up, this is where you can ensure your Google Ads campaign is using those goals to track your performance.

Introduced in 2021, this feature lets you group, organize, and manage conversions from your ads. You can designate primary and secondary conversion actions, as well as designating certain goals as the default for all of your ad campaigns. These are also used in optimizing bidding.

Need help with setting up your conversions? Start here with Google’s Guidelines

Step 4: Select the results you want to get from this campaign

For equipment rental, you will likely want to choose Website visits and Phone Calls. That is, the main goal of your Search ads will be to get potential customers to either visit your site or call you.

Step 5: Create a campaign name

Step 6: Bidding

If you have conversions set up, then you can choose either “Maximize conversions”, or “Maximize conversion value.”

The “maximize conversions” bidding strategy sets your bids to try to get the highest possible total number of conversions for your campaign. Using machine learning, it will automatically optimize your bids based on real-time data. You’ll also be able to designate a target CPA (cost per acquisition), which Google’s Smart Bidding will take into account.

This option will also try to spend your daily ad budget in full. Be aware that if you’ve usually been spending less than your maximum budget, using this option is likely to increase your ad spend. 

If you choose “maximize conversion value,” then Performance Max will optimize based on the value its ads are bringing. This bidding strategy optimizes to try to get you the highest value conversions for your budget. 

If you have multiple conversion goals set up and each have different values, this is what you will want to select. 

If you do not have values attached to goals, then select “Conversions.”

Step 7: Select Campaign Settings

Step 8: Select Your Language

Step 9: Audience Segment

We recommend keeping this on Observation because Google’s segments aren’t specific enough for the equipment rental customer. Select Observation to keep the focus of your ads just to those for your specific keywords.

Step 10: Select Your Keywords

Google Ads will provide you a list of keywords to target in your ads if you provide a URL or input your products and categories. 

The most common keywords rental businesses should target are:

  1.  tool rentals near me
  2. equipment rentals near me
  3. tool rentals [name of your city]
  4. equipment rentals [name of your city]

Plus, the names of your top products. For example, “skidsteer rentals near me,” “mini excavator rentals [name of your city].

Just make sure to delete any keywords in this list that are not applicable.


What is Match Type and & How To Use It?

When selecting your keywords, you can provide match types rules to better control what types of searches your ads appear for. There are 3 types of match types:

1) Broad Match: Broad match refers to any keyword a user is searching for that relate to your keywords. For example, a broad match for “tool rentals” could match to “home depot rentals.”

Pros: You are able to target more keywords easily.
Cons: With less control, you may spend more money targeting keywords that aren’t very relevant.

How to use broad match keywords?
Leave your keywords as is within the “Enter keywords” prompt.

2) Phrase Match: Phrase match refers to any keywords users are using that contain your keywords. For example, a phrase match for “tool rentals” could match to “tool rentals near me”.

Pros: You have much more control on the keywords you are targeting and can target more keywords than just what you manually add to the “Enter Keywords” prompt.
Cons: You can potentially target non-relevant keywords if you use phrase match too loosely – as in targeting “tools” instead of “tool rentals”

How to use Phrase Match keywords?
Add quotations around each keyword in the “Enter Keywords” prompt. For example, “tool rentals”.

3) Exact Match: Exact matches refers to keywords you explicitly state in the “Enter Keywords” prompt. For example, an exact match for “tool rentals” would only match users searching “tool rentals.”

Pros: You have the most control over what keywords your ads show up for.
Cons: It can be manual to create a large keyword list.

How to use Exact Match keywords?
Add square brackets on each side of your keywords in the “Enter Keywords” prompt. For example, [tool rentals].

Step 11: Create Your Ads

Now that your keywords are set, it’s time to create your ads.

Final URL:

Your first step will be to add the Final URL to send visitors to. Your homepage is a good choice if you are targeting general local equipment or tool rental search. If you are focusing specifically on one type of rental – such as skid steers – you will want to send them straight to your skid steer product page.

Display Path:

You are able to add your own unique Display Path to your ad. This doesn’t change what Final URL your ad takes users to. It’s purely for making the ad more attractive to click. For example, you could add “get-a-rental/quote-today” to entice customers to click on your ad.


If you added phone calls as a goal, then you will want to add a phone number. If you didn’t, then the Calls section will not show up here.


Headlines & Descriptions

Google Ads gives you the option for up to 15 headline variations and 4 options for descriptions.  The headlines and descriptions are very important for your overall Ad performance. Your ads should use a combination of geo-signifiers (the city your business is in), value propositions that entice customers, and your core product offerings. 

Use Quipli’s Google Ad Builder

After inputting your information, go to the Headlines / Descript Output sheet to copy and paste your Headlines and Descriptions into Google Ads.


Add any images to go along with your ads. Choose high-quality images of your equipment to improve your click through rates.


Add additional links for users to click on. The best options would be your top product or category pages.


Callouts are great for adding additional value propositions to your ad such as “locally-owned” or “order online.”

Step 12: Set Your Budget

The final step is set your daily budget for your campaign. It’s best to start small and then increase as time goes on. We suggest starting with $300-$500 a month.

Review Your Performance

Google Ads allows you to track your performance of your ads to understand clicks, impressions, costs, and your conversions. Keep an eye on your performance and adjust your ads over time.

Grow Your Business With Quipli

Quipli is an all-in-one equipment rental software solution. Quipli’s software integrates your inventory management, scheduling & booking, accounting, payments and more so that your business is seamless.

Learn About Quipli’s Equipment Rental Digital Marketing Solutions

Learn More About Growing Your Business with Digital Marketing

  1. The Beginner’s Guide for SEO & Equipment Rentals
  2. The Beginner’s Guide for Google Ads & Equipment Rentals

Equipment Rental Agreement Terms & Conditions: What to Include

When you rent out equipment to customers, you’ll need an equipment rental Terms & Conditions agreement for them to sign.

A Terms & Conditions agreement constitutes a legally binding contract, so it’s important that you make sure that it includes the right information, in the right language. If it’s not written and worded correctly, you could end up having to go through formal litigation in the event of a dispute with a customer.

Here’s what you’ll need to include in a Terms & Conditions agreement for equipment rentals – the types of clauses involved, what they mean, and how they help protect your rental business and your equipment

Since Terms & Conditions agreements are important legal documents that need to be written in the right kind of legalese, we recommend consulting with a contract lawyer to have yours created.

What to Include in The Terms & Conditions for Your Equipment Rentals

The terms and conditions agreement for an equipment rental contract should include certain kinds of clauses, so that you can cover all of your bases and make sure that everything is clearly outlined and delineated in the document. 

The clauses and information that you need to include here will help protect your business and property in case your  equipment is damaged or lost, if a customer defaults on payments, or if things otherwise go wrong. 

You’ll definitely make sure that you include the following information in your Terms & Conditions agreements:

  • Indemnification clause
  • Rental period
  • Stipulations for the use of the equipment
  • Loss or damage clause
  • Transportation stipulations
  • Information about your insurance coverage and warranties for the equipment
  • Event of default clause

Here’s some more information about each necessary section.

What to Include in Your Terms & Conditions Agreement for Equipment Rentals

The terms and conditions agreement for an equipment rental contract should include certain kinds of clauses, so that you can cover all of your bases and make sure that everything is clearly outlined and delineated in the document. 

The clauses and information that you need to include here will help protect your business and property in case your  equipment is damaged or lost, if a customer defaults on payments, or if things otherwise go wrong. 

You’ll definitely make sure that you include the following information in your Terms & Conditions agreements:

  • Indemnification clause
  • Rental period
  • Stipulations for the use of the equipment
  • Loss or damage clause
  • Transportation stipulations
  • Information about your insurance coverage and warranties for the equipment
  • Event of default clause

Here’s some more information about each necessary section.

Indemnification Clause

In commercial contact agreements, an indemnity clause helps determine where the risk involved in the agreement is allocated between the two parties involved. 

The term “indemnification,” also referred to as “indemnity,” refers to when one party involved in a contract compensates the other party for costs and expenses. 

In the case of a rental equipment terms and conditions agreement, this covers what’s known as “direct claims.” That just means that the claim is made by one of the two parties against the other. For example, if a customer damages your equipment by using it in an irresponsible way that’s forbidden by the contract, they’d have to compensate you for the associated costs.

Here’s a quick overview of the typical components of an indemnification clause that would apply for an equipment rental Terms & Conditions agreement. If you want a more in-depth explanation, we highly recommend checking out this comprehensive breakdown from Thompson-Reuters, a world-renowned data firm that works closely with law firms, corporate legal departments, and governmental regulators.

  • Obligation to indemnify. This requires the customer to reimburse you for specified costs and expenses.
  • “Hold harmless” provisions. The language used in indemnification clauses in typical contracts, like your own T&C agreement, requires the indemnifying customer – which, in this case, is the customer who’s renting from you – to “identify and hold harmless” the “indemified party” (which is you). 
  • Recoverable damages. This defines what kinds of damages are covered by the indemnification clause – the cases where the renter needs to pay you back.

Rental Period

This section just specifies how long the renter has agreed to rent the equipment from you, and when they need to return it.

Use of Equipment

This section outlines how the renter is allowed to use your equipment. It’s meant to prevent them from using it in irresponsible or inappropriate ways that could lead to damage or losses.

Loss or Damage Clause

This clause specifies what happens if the customer loses or damages your equipment during the rental period. It says that the customer is agreeing to assume this risk and responsibility.

Transportation Information

This specifies how and when the equipment is permitted to be transported.

Insurance and Warranty Information

This section provides some information about what kinds of damage your insurance, and any applicable warranties on your equipment, will cover.

Event of Default Clause

An event of a default clause is a must-have in a commercial contract like a T&C agreement. It specifies what happens when one party fails to uphold their end of the agreed-upon deal.

In this case, it allows you to terminate the agreement, declaring all outstanding amounts owed immediately due and payable, in the event of a breach of contract on the renter’s part.

Simplify Your Rental Business Management with Quipli

Quipli makes it easy to manage multiple aspects of your business from one convenient, user-friendly software platform. It’s a great solution for handling inventory management, your online storefront, and more.

Explore additional helpful resources like our equipment purchase agreement template or our equipment rental form excel template.

Hit the button below to book your demo today and find out more about what Quipli can do for you!

Learn About Quipli’s rental Software

How to Track Your Rental Inventory with Excel or Google Sheets (With Free Spreadsheet Template)

When you’re running an equipment rental business, inventory management is a central aspect. Having a good system in place is crucial to keeping everything running smoothly.

There are a number of different options for rental inventory tracking, from old fashioned paper records, to dedicated rental business software solutions like Quipli.

If you don’t have an inventory tracking system in place yet, using Excel or Google Sheets can be a great low-cost, yet effective, solution.

We’ve created a free rental inventory tracker template for Excel and Google Sheets, which you can use to keep track of the status of your rental equipment.

Download Our Free Equipment Rental Spreadsheet Template

We’ve put together a free downloadable Excel and Google Sheets template for inventory tracking. Just hit the link below to download it, so you can start using it today!

need better inventory tracking? click here to download our free spreadsheet template

Why Inventory Management is Crucial to Your Business

If you’re renting out equipment, you absolutely need to keep track of the status of each item in your inventory – whether it’s currently being rented out, whether it’s been inspected or undergone maintenance prior to being rented out again, and ongoing trends in rental patterns over time. 

Using digital spreadsheets via Excel or Google Sheets makes it simply to update an item’s status, keeping everything up to date and accurate.

How to Track Your Rental Equipment Inventory with Google Sheets or Excel

Here’s how you can use our free equipment rental tracking spreadsheet template to keep tabs on rentals and equipment status.

Our spreadsheet contains five pages for tracking:

  • Equipment
  • Orders
  • Top Customers
  • Inventory Calendar
  • Revenue Trend

1. Enter the equipment and its stock number into the Equipment sheet.

This sheet is for listing all of the assets from your equipment inventory. At the top, you can list the total number of items, the number rented, and the number left in stock.

For each item, you can specify:

  • Daily Rental Rate
  • Asset Name
  • Asset Description
  • Number of that item in the total inventory
  • Number of items currently being rented out
  • Number of items left in stock

This tab is for tracking your current inventory – what’s rented out and what’s available to be rented.

2. Input your contract rental orders into the Input Orders sheet.

For each rental contract, enter the details into the Input Orders tab in the spreadsheet. You’ll need to specify the following information:

  • Order Number
  • Order Total
  • Order Date
  • Asset Information
  • Quantity Rented
  • Date of Rental
  • Return Date
  • Customer Name
  • Customer Address
  • Customer Phone Number
  • Customer Email

There’s also a Notes column for additional information about each rental.

3. Add each customer’s information into the Top Customers sheet to track and sort by total revenue.

The Top Customers sheet lets you keep tabs on which customers are generating the highest amounts of revenue.

4. Use the Inventory Calendar tab to track revenue over time for the various products you have available to rent.

In this tab, you can track price, inventory, and total revenue for your products, over monthly periods of time. You can view how many of an item are rented out, versus still in stock, for each day of a month, helping you pinpoint trends over time in rentals and revenue.

5. The Revenue Trends tab lets you plot and graph revenue over time, based on return dates.

You can enter the order totals for the day for each return date, generating a graph of daily revenues.

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

Read Our Case Study

Quipli Makes Rental Inventory Tracking Easier Than Ever

If you’re looking for more robust inventory tracking functionality and features, check out Quipli. Our inventory management software lets you view product categories, inventory calendars, product availability, and more, all in one centralized and user-friendly interface. You can also integrate your inventory tracking with your rental Point of Sale systems, data and analytics tracking, and customer-facing website.

Ready to get started? Reach out any time to book your demo with Quipli!

Looking for more useful templates to grow your business? Explore our equipment rental agreement form or our equipment rental terms and conditions form.

Learn About Quipli’s rental Software

Equipment Purchase Agreement Template

The world is full of equipment that can be rented or sold to consumers or business interests, from medical and construction equipment to golf carts and water sports vehicles. Even dumpsters, scaffolding, and party equipment. 

As an entrepreneur, you can use your knowledge and interests to launch a business that offers equipment rental booking, outright sales, or both.

With that being said, when you sell equipment, you want to make sure everyone understands the terms associated with the transfer of ownership, especially since something like a medical ventilator machine could go for $30,000 to $50,000, while a Caterpillar Excavator could cost anywhere from about $100,000 to $850,000

These large sums are why you need an equipment sales contract in place. What are equipment purchase agreements, and what should you include in yours?

Free Downloadable Equipment Purchase Agreement Template

Need to create a standardized purchase agreement for selling used equipment? We’ve created a free downloadable PDF template you can start using today!

Need a rental purchase agreement? Click here to download your free template!

*Consult with your lawyer to ensure this template correctly applies to your location, county and contains the proper terms and conditions before use. 

What Are Equipment Purchase Agreements?

As a business owner, you’ll turn to all kinds of targeted software solutions to run your operation, from QuickBooks for managing your finances to Google Analytics for tracking the success of your online efforts and gaining insights that help you improve. 

You can also find a range of templates to help you do everything from sending out email blasts to creating professional invoices.

An equipment purchase agreement is a legal contract that spells out the terms of a sale, as agreed upon by the seller and the purchaser. It serves to protect both parties in different ways.

The agreement protects the seller from claims that the equipment is not what the buyer agreed to purchase. However, it also protects the buyer if they actually receive the wrong piece of equipment or the condition is not as stated. 

A proper equipment purchase agreement template will include everything you need to ensure that both parties understand the terms of a sale, but you may have to tweak it a bit to make it suit your particular needs.

Free Equipment Purchase Agreement Template

The easiest way to get started when it comes to making your own sales contract is with a simple equipment purchase agreement template. After all, why start from scratch when someone has already done the heavy lifting for you? 

Even if it’s not exactly what you need for your business, it acts as a blueprint from which you can create a customized contract.

What Should an Equipment Sales Contract Include?

If you’ve offered equipment rental for a while, you probably already have some idea of what should go into your equipment sales agreement template. However, since you’re not booking rentals temporarily but instead turning over equipment ownership outright, there will be a few differences. A standard sales contract should include:

  • Names and contact information for all involved parties
  • Description of the equipment
  • Payment terms
  • Delivery terms
  • Warranties and guarantees

While you might choose to include additional information or terms, either as part of your regular contract or for individual sales, these elements are the basics that will serve to protect you in the event of a dispute after the fact.

Names and Contact Information for All Involved Parties

The legitimacy of contracts can turn on a misspelled name, so it’s really important to make sure you nail down the correct names and contact information for all parties involved in your equipment purchase agreement.

Description of the Equipment

A major part of equipment sales management is making sure everyone knows exactly what pieces are being purchased. A generic equipment name such as “ventilator,” “excavator,” or “jet ski” won’t do the trick. What information do you need to include in the equipment description portion of your contract?

Naturally, a basic equipment purchase agreement template won’t include the specifics, so for each individual sales contract, so prepare to fill in details like:

  • Manufacturer
  • Model name and/or number
  • Serial number
  • Visual description of the equipment

You might also include the condition of the equipment at the time of sale. This wording could include terms like “new,” “used,” “as is,” “excellent,” “good,” “fair,” or “poor.” If there are known issues, you may want to spell them out, so everyone is aware of what they’re agreeing to. This approach could help to prevent disputes and legal action later on.

Payment Terms

Before you jump right into scheduling delivery, you need to make sure the payment terms are understood by the purchaser. Payment terms are relatively simple to add to a contract. Include the total amount to be paid for the purchase, as well as acceptable forms of payment and the due date.

If you offer payment plans, you will have to stipulate them, as well as any penalties for late or missed payments. Don’t forget to include that the buyer is also responsible for sales tax or other taxes associated with the sale.

Need help nailing down your equipment pricing? Here’s a handy guide on rental equipment values.

Delivery Terms

Whether you offer delivery as part of the purchase price or you charge extra for this service, it’s best to include your terms as part of the equipment purchase agreement so the buyer knows what to expect. 

In some cases, you may expect the buyer to arrange for pick-up from a storage location. You can make any arrangements you like where equipment delivery is concerned. Just make sure the buyer is aware and agrees to your terms.

Warranties and Guarantees

Any time someone purchases an expensive piece of equipment, whether it’s for business or personal use, they’re going to want some kind of guarantee that it’s not going to fall apart or fail immediately. They’ll also want to make sure they’re not buying something that “fell off a truck.”

The average equipment sales contract template should include some standard language to the effect that you are the rightful owner of the equipment and that when it is delivered to the buyer, legal ownership will be transferred. 

It should also stipulate that the buyer agrees to take the equipment in its current condition and that the buyer indemnifies you against damages that may occur later.

If the equipment includes any transferrable manufacturer warranties or if you offer a warranty through your business, you should also include the information in the agreement.


The Value of Equipment Purchase Agreements

Equipment purchase agreements are an important part of any business operation that sells new or used equipment. With careful planning and attention to detail, these documents help to protect both your company and your clients.

If you’re looking for a platform that gives you the tools to better manage rental business inventory, orders, and more, book a demo today to learn more about Quipli and what it can do for you.

Learn About Quipli’s rental Software

Equipment Rental Receipts & Invoices: Best Practices & What to Include (With Free Template)

Equipment rental receipts and invoices are two key documents for your customers. Receipts are usually provided when your customer pays for their rental, while invoices are used when you agree to bill them for a rental, allowing them to pay later. 

Both include key information, however, such as details of the equipment rented, the length of the rental, itemized rental rates, and the total cost.

Need a rental invoice template? click here to get yours for free!

What to Include in Your Rental Invoices & Receipts

As mentioned, each rental invoice or receipt you create should contain essential information, including your company name and contact information, as well as the customer name and contact information. In addition, you’ll want to include a thorough analysis of the rented supplies, detailing the make and model of the equipment and a breakdown of the amount due.

If multiple pieces of equipment are rented, or if there are other items purchased, such as consumables like water or cleaning fluid, each will have its own line in the invoice or receipt. 

For an equipment rental receipt, you’ll include the amount paid and the payment method used (credit card or check). For invoices, you’ll include a due date for the amount owed and how the customer can pay. You can provide a link for credit card checkout or a mailing address if they choose to remit a paper check. 

You’ll also want to provide any other relevant information for the order, such as the purchase order number. Make sure to print the due date on the invoice as well to clear up any confusion and prevent issues. For example, an invoice created on Jan. 1, 2023, with “due in 30 days” terms means you’d arrange a due date of Jan. 31, 2023. 

Should You Offer Invoicing for Your Rentals?  

Generally speaking, equipment rental invoices or receipts are provided to a customer renting your equipment. 

Equipment rental receipts are typically provided once a customer pays for the rental service. You can provide an equipment rental invoice at the time of rental, but they are commonly provided (either mailed or emailed) after the rental is completed. However, invoices may be sent intermittently (such as weekly) for long-term rentals.

Say you have an excavator that’s been rented out for six months, and your customer is a state agency that has asked to be billed instead of having to pay upfront. You agree to invoice them weekly, and so every Monday, you’ll send them an invoice for the previous week’s rental period costs. 

Send Out Invoices in a Timely Manner

Invoicing is a great way to get a leg up on the competition, extending credit to your customers. Though your cash inflows might be delayed, offering invoicing options signifies that you’ll open your business to more potential customers.

If your equipment rental company does decide to offer invoicing services, you’ll want to ensure you get them out promptly. Set a precise schedule for invoicing, such as the same day each week, as delays in getting invoices out correlate with payment delays.

On the other end, make sure the payment process is as easy as possible. Include information about how your customers can pay their invoices, such as a direct link to making credit card payments if you’re emailing invoices.

Getting invoices out on time is integral to managing the accounts-receivable process. Invoices are often reconciled with purchase orders and need authorization from various department heads, which can take time — another reason to get invoices out as soon as possible.

Additional reasons to be timely with invoicing include keeping your invoice amount smaller — which is more likely to be paid quickly. Multiple approvals might be needed for larger invoices, which can delay payment. 

As well, some larger customers may batch their payments, meaning you might miss a payment cycle if the invoice comes in later than expected. 

Consider Using an Automated Invoicing System

A good rule of thumb is to invoice your customer as soon as possible. In order to remain transparent and clear about your expectations, keep the time between when the rental was completed and when the invoice is sent to a minimum. 

Providing rental receipts or invoices for each transaction or customer can be cumbersome — not to mention time-consuming. Thankfully, there’s software that can streamline the process and generate customer invoices and statements automatically. This software can speed up the billing process and remove the need for physical paperwork.

Utilizing invoicing software also means you’ll get your invoice in the hands of your customers sooner, and the quicker you get your invoices out, the faster you’ll get paid. Payment delays mean less cash inflow for you, leading to missed opportunities or additional interest spent on financed equipment. 

Free Equipment Rental Invoice Template

See below for a free equipment rental invoice template that you can use for any type of rental, such as farming, construction, or cleaning equipment. 

A suitable equipment rental invoice like the one below will contain details about the customer’s rental and an itemized breakdown of the costs. It’ll benefit both parties even further if it’s delivered automatically. 

Download Our Equipment Rental Invoice Template

Simplify Payments, Invoicing and Accounting With Quipli

Quipli is the all-in-one solution for rental businesses. Integrate your website builder, inventory management, scheduling, pricing, customer pick-up and invoicing all with Quipli. 

If you’re interested in finding out what Quipli can do for your rental business, book a 15-minute demo with our team today.

Learn About Quipli’s rental Software

Equipment Rental Checklist Template

The construction industry has been burgeoning in recent years, and the United States Census Bureau reported that construction value in the United States reached a new all-time high in 2022, surpassing $1.7 trillion. This growth is expected to continue.

As the construction sector continues to expand, so does the demand for construction equipment. Many businesses have turned to renting vehicles instead of purchasing them outright to meet this demand.

Renting equipment can be a fantastic way to save money and avoid the hassle of maintenance and repairs. Nevertheless, if you’re in the business of renting out construction vehicles, it’s important to have a solid rental agreement in place.

A well-crafted equipment rental agreement will help ensure that both parties are clear on the terms of the contract and can avoid any misunderstandings down the road. This article will go over some crucial points that should be included in your equipment rental checklist template.

Downloadable Equipment Checklist Template


Understandably, not everyone is familiar with drafting a rental agreement. To help you get started, we’ve created a downloadable equipment checklist template. This template includes all the key points that should be covered in your agreement and a few extra clauses that can be added depending on your specific needs.

So if you’re looking for a starting point, download our template and use it as a guide while drafting your agreement. It will help make sure that you don’t forget any important details.

Before we look at the checklist, let’s first go over inspecting the equipment.

Click here to download our free equipment checklist template pdf

When Should You Inspect Your Rental Equipment?

As an entrepreneur, your vehicles are one of your most important assets. Not only are they essential for getting the job done, but they also represent a significant investment. That’s why taking care of them and performing regular inspections is important.

Before renting out any of your vehicles, you should always perform a thorough inspection. This approach will ensure that the equipment is in good working condition and help you avoid costly repairs down the road.

Ideally, it would be best to scrutinize your vehicles before each rental. However, we understand that this isn’t always possible. If you can’t check the equipment before each rental, you should still try to do it at least once a week.

How often you inspect your vehicles will depend on several factors, such as how often they’re being used and how well they’re maintained. However, as a general rule, we recommend inspecting your equipment before and after each rental.

A partial inspection might also be a good idea to ensure that the equipment is still in good condition during long-term rentals.

Key Things to Include in an Equipment Rental Inspection Checklist

Having gone over when you should inspect your equipment, let’s now consider what you should include in your equipment inspection checklist. Please note that this isn’t an exhaustive list and that you may need to add or remove items depending on the type of vehicle you’re renting out.

1) Basic Inspection

Here’s a quick overview of the things you should check for during a basic inspection:

2) Tire Condition

Check the tread depth and search for any signs of damage. Any nails or other foreign objects should be removed. If the tread depth is less than 1/16 of an inch, you should replace the tires.

3) Vehicle Lights

The vehicle’s lights should be checked, including the headlights, taillights, turn signals, and brake lights. The last thing you want is for your renter to get pulled over because a light is out.

4) Undercarriage

You should check the undercarriage for any leaks, as well as any damage that could have been caused by rocks or other debris.

5) Hydraulics

Obviously, this inspection is only relevant if you rent a vehicle with hydraulic equipment, such as an excavator. You’ll want to check for leaks and ensure that all hoses are in good condition.

6) Brakes

The brakes are probably the most important of everything on this list. After all, they’re responsible for stopping the vehicle. You should check both the brake pads and the fluid level.

7) Lifts

These are another set of items that are only relevant if you’re renting out a vehicle with hydraulic equipment. You should check the fluid level and look for any leaks.

8) Engine Inspection

In addition to the basic inspection, you should also perform a more thorough examination of the engine. This inspection is particularly essential if you’re renting out a vehicle with hydraulic equipment, as such equipment puts a lot of strain on the engine.

9) Engine Oil

More often than not, you’ll be able to check the engine oil level without having to remove the dipstick. However, even if that’s not possible, you should add this examination to your checklist.

10) Spark Plugs

Spark plugs are easily one of the most vital engine components, as they’re responsible for igniting the air-fuel mixture. Yet, they’re often overlooked. Give them a check, and ensure they’re gapped properly.

11) Air Filters

The air filter keeps dirt and other pollutants out of the engine. Over time, it will get clogged and will need to be replaced.

12) Equipment Cab

This section is the final part of our list. If renting a vehicle with a cab, you should check to ensure that all the safety equipment is in good working condition. This equipment includes:

13) State of the Cab Interior

Considering the time your renter will spend in the cab, you should ensure it’s in good condition. Sports to check include the floor, the ceiling, and the walls. They should all be free of dirt, dust, and other debris.

14) Equipment Controls

Like the brakes, the controls are an extremely important safety feature. You should ensure that all the levers and switches are correctly positioned and labeled. They should also be within easy reach of the driver.15) 

15) Window Condition

A clear view is paramount for safe driving. As such, you should ensure that all windows are clean and free of any cracks or other damage. Any windows that are cracked or damaged should be replaced.

Strict scheduling can often be the factor that differentiates between a successful rental business and one that struggles. It allows you to avoid many common problems that rental firms face.

So use the template to create a setup that helps you manage your business more efficiently. And if you require a more comprehensive solution, consider using a software platform like Quipli.

An All-in-One Equipment Check Process

With so much planning and commitment going into your equipment rental business, you should implement the best possible inventory and reservation management system.

Quipli provides equipment rental software that integrates your inventory with online equipment scheduling software, along with other benefits. You can reach out to our team today to book a demo and find out what Quipli can do for your equipment rental business.

Looking for more ways to grow your business? Learn more about equipment values and how to keep track of rental equipment with Quipli.

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Medical Equipment Rental Agreement Template

Many medical professionals and facilities require access to a wide range of medical equipment that they don’t have the budget to purchase outright. 

Considering the amount of equipment a hospital, clinic, private practice, or other healthcare facility needs, keeping this equipment on hand can be incredibly cost-prohibitive.

If you own and operate a company that rents out patient monitors, gurneys, ventilators, or durable medical equipment (DME) like wheelchairs, crutches, and oxygen equipment, you want to make sure that your property is treated well so you can continue to rent it out. 

While some wear and tear is to be expected, a medical equipment agreement rental template informs lessees of your terms and penalties and secures their agreement. 

How can you create a contract that protects your interests?

Get A Medical Equipment Rental Agreement Template

When it comes to creating a medical equipment rental agreement, you don’t have to reinvent the wheel or make your own. Quipli has a rental agreement for purchase that is used by many of its own clients.

need a rental agreement template for medical equipment? Click here to find out more

What Does a Medical Equipment Rental Template Need to Include?​

Medical equipment may be used to support life-saving treatment or aid in patient recovery. For this reason, the owner of the equipment bears some responsibility for its condition. 

When you lease equipment out to care providers, you need to contractually agree that they will take on the liability of maintenance and usage.

Your medical equipment lease agreement will also include standard details like duration and cost, restrictions on usage, and penalties for loss or damage. 

Beyond the basics, however, you need language specific to the gravity of the medical purpose for which this equipment is intended. Here are some of the most important points to cover in your lease agreement.

Term of a Lease

As the equipment owner, you may want to offer a range of lease lengths for your clientele to choose from based on their needs. 

Or you might prefer a standard time frame of, say, six months or a year, after which the lease could be renewed or renegotiated. 

Either way, one of the first things you should cover as part of your basic client management is the duration of the lease.

Payment Terms

Once you’ve chosen a lease term, it’s time to spell out your expectations for payment. What is the cost of equipment rental? Do you expect payments on a weekly or monthly basis? Will you offer a discount for prepayment of, say, a full year in advance?

You need to decide whether to offer maintenance services as part of the lease (with the cost baked in) or to offer this as an extra service option with a separate fee. You could also make renters responsible for this activity. 

You may want to require a security deposit to cover any potential damage to equipment.

There should also be stipulations regarding fees for late payment. Don’t forget to include policies and costs related to damage or loss of equipment during the lease term.

Restrictions on the Use of the Equipment

Before finalizing a lease and scheduling equipment delivery, you need to set limits on the use of the equipment. 

These could include specifications on how the equipment should be used, but you may also want to spell out prohibited usage that is likely to result in damage or loss. State the associated repair or replacement fees. 

Make sure to include specific language detailing where the equipment can be used, such as in a specific facility or perhaps at a number of facilities within an area.

Loss or Damage to The Equipment

Any DME rental agreement will have to include language related to the penalties for loss or damage and specifications about what constitutes loss or damage.

Requirements for the Condition of the Equipment Upon Return

You know what condition your equipment is in when you lease it out to a client. Before accepting a booking, you need to specify the condition it must come back in to avoid fees or loss of deposit.

Termination Clauses

As the owner of expensive medical equipment, you should reserve the right to terminate the rental agreement early if certain things occur or certain conditions aren’t met. This could include problems like failure to pay, storing or using equipment off-site, or damage to equipment.

Indentification and Liability Clauses

When you’re starting a medical equipment rental business, important that you protect yourself from liability in the event that patients, renters, or others are harmed through the use of your medical equipment. This is especially true in cases of misuse, negligence, malicious behavior, or other mistakes on the part of the renter. 

Indemnification and liability clauses are a critical part of any medical equipment rental agreement.

Protect Your Medical Equipment Rental Company with a Comprehensive Rental Agreement

A medical equipment agreement rental template is a means of protecting your company and assets, and it has to cover several important points to absolve you of liability and ensure a profitable enterprise.

Contact Us Now for a Rental Agreement Template

Build Your Quipli Rental Business with Quipli

 Quipli is an all-in-one software solution for rental businesses. Our equipment rental software helps rental companies track their inventory to maximize revenue-generating opportunities and integrates with our reservation & scheduling app for a seamless customer experience. Reach out to the Quipli team today to learn more.

Learn more about medical equipment renting with our and our guide on how to start a medical equipment rental business and exploring our medical equipment rental software.

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Heavy Equipment Inspection Checklist (with Free PDF Download)

If you’re in the business of renting out heavy equipment, an inspection checklist will help you maintain your equipment in safe operating condition, which means saving money in the long run. When used properly and diligently, these checklists will protect your assets and add an extra layer of accountability to ensure your business continues to run smoothly. 

While your techs may inspect the obvious components like tires and lights, it’s important to take advantage of comprehensive checklists like our free version below so that no detail goes unchecked. After all, you owe it to your customers to provide safe equipment that functions as expected.

Free Heavy Equipment Inspection Checklist PDF

Relying on memory during an inspection is a great way to ensure that something ends up getting missed. On the other hand, a well-constructed heavy equipment inspection checklist is a solid tool to keep your inspections streamlined. 

Using an equipment inspection from PDF can further increase business efficiency since your techs can complete their inspections with a mobile device rather than constantly needing to print new paper forms.

So take the first step in safeguarding your business and assets today with our free checklist PDF.

If you choose to use it digitally, make sure you still print off a few copies to give to your rental customers. You can even include one in the cab of each piece of equipment for their convenience.

Another benefit of using a digital checklist is the ability to catalog inspections easily and share them with your team. This way, logs don’t go missing, and you can streamline the maintenance request process too.

Download Quipli’s Heavy Equipment Checklist PDF

Why You Need a Standardized Heavy Equipment Inspection Form

By using a standardized heavy equipment inspection form, you will not only make sure your equipment functions properly, but you will also help to increase the life of your equipment and ensure its operators remain safe. 

You also reduce the risk of your business facing liability for accidents that occur due to a lack of proper maintenance. 

Prevent Accidents from Occurring

According to the Bureau of Labor Statistics, the construction industry saw 1,008 fatal occupational injuries in 2020 alone. Heavy and civil engineering construction accounted for almost 200 of those deaths, while specialty trade contractors accounted for 576. 

If you rent heavy equipment, the good news is that you can make a difference and reduce the risk of similar injuries and deaths when your customers choose to work with you. Checking your equipment regularly will safeguard you and your customers and limit casualties.

Reduce Overall Maintenance and Repair Costs

Performing routine inspections with a comprehensive equipment inspection log will help to limit costly repairs. By meticulously following a rigorous checklist, you’ll be able to identify problems early on before they become major ones, keeping your repairs cost-effective.

Replacing a major piece of equipment, such as an excavator or crane, can cost tens to hundreds of thousands of dollars. And due to inflation and supply chain issues, heavy equipment is only getting more expensive. However, if you properly care for your assets, major capital expenditures can be kept to a minimum.

What Should a Heavy Equipment Inspection Checklist Include?

Every equipment inspection form should comprehensively cover the components needed to start and operate a piece of equipment. After all, most operators will know to check the obvious things like oil levels, but it’s easy to forget something as minor as battery levels without a proper list.

You’ll want to perform three separate checks to ensure your equipment is client-ready: pre-start, warm-up, and shutdown.

Your pre-start check should be the most comprehensive, as you can get under the hood safely to examine the engine. As such, you’ll want to spend most of your inspection time here. 

Next, you’ll want to perform a check once the equipment has had 5 to 10 minutes of warm-up time, allowing you to check for issues like leaks that weren’t apparent during the pre-start inspection. This is when you’ll want to check for anything that requires power, such as lights and brakes. 

Finally, your shutdown should cover three key things: fuel, engine, and safe parking. 

Here’s a more comprehensive look at what each stage should entail:


Before starting the equipment, you’ll want to check all of the following: 

  • Parking: Before you start, ensure that the equipment is securely parked
  • Seat Belts: Make sure all belts extend and lock properly
  • Fluids and Oil: Check levels
  • Visible Leaks: Examine the ground under the equipment
  • Undercarriage: Look for worn or broken parts
  • Engine: Check hoses, valves, and belts
  • Tires: Look for nails or punctures, and check pressure and tread level 
  • Rims: Look for damage to the rims and loose nuts
  • Gauges and Lights in the Interior Cab: Make sure they are in working order
  • Battery: Check that the battery is charged and connected
  • Suspension: Check for vibration or concerning noises 
  • Fan Belts: Look for any splits or tearing on belts, and check tension levels 
  • Cooling System: Look for leaks or damage
  • Fuel system: Check the fuel level and look for leaks
  • General Condition of Cab Interior: Including horn, mirrors, wipers, and seats


After the equipment has had a chance to warm up for several minutes, check the following: 

  • Horns
  • Back-Up Alarms 
  • Air Filters: Replace if needed
  • Lights: Including brakes, headlights, reverse, turn, etc.
  • Hydraulics and Fluid Levels 
  • Brakes: Check for air and fluid leaks


When shutting down the equipment, make sure to check the following items: 

  • Fuel Tank: Fill the tank and securely tighten the cap
  • Engine: Let the engine idle for a few minutes before shutting off 
  • Parking: Park the equipment in a safe location 

Keeping Your Equipment in Great Condition with the Right Tools and Partners

The bottom line is that regularly inspecting your equipment can help you avoid customer complaints, expensive repairs and fines, and serious injuries. But inspecting your assets is only one facet of running an equipment rental business.

Thankfully, saving money and keeping your business running smoothly is what the Quipli team specializes in. That’s why we’ve provided a free equipment checklist that will protect your employees and your customers. 

The Quipli platform can further streamline your equipment rental business with equipment scheduling software, equipment checkout software, and a inventory management system to seamlessly keep track of your rental inventory. Reach out for a demo to learn more today. 

Download Quipli’s Heavy Equipment Checklist PDF

A Rental Platform for All Kinds of Equipment

No matter what your most rented piece of equipment is, Quipli provides an all-in-one system that combines an innovative inventory management and reservation system, rental website builder, Point Of Sale Software, and built-in reporting you need to make running your business that much easier.

Quipli’s equipment rental software will streamline your equipment rental business. Reach out for a demo to learn more today. 

Learn About Quipli’s rental Software

Free Equipment Checkout Form Template

Using an equipment checkout form can help you manage your inventory more efficiently. A good form will also make the checkout process easier for customers, limiting the chances of rental attempts being abandoned because of a cumbersome booking process.

Any detailed checkout form will lay out the expectations for both parties to ensure the experience is as smooth as possible. These forms will further help you keep track of your rental inventory and prevent potential losses. 

Equipment Checkout Form Template

A well-put-together equipment checkout form will allow you to collect customer information and equipment usage data and then easily transfer these statistics to a database. 

From there, you can track who is checking out what and who is using what. This insight should create additional sales opportunities. Here’s our free equipment checkout form you can use in your rental business. 

Download Quipli’s Equipment Checkout Form Template

What to Include in an Equipment Checkout Form

An equipment checkout form will need to include certain information about the equipment that’s being rented and collect key details from your customer. 

Collecting information for equipment checkout can be a delicate balance. You want to get as much information as possible and provide details on how you will use the data, but you want to keep the process as easy as possible. 

The less your customer has to type or think, the better your results when it comes to checkout forms. Create selectable options when you can and allow for one- to two-word answers if possible. 

Customer and Company Information

To start, you’ll want to collect the contact information for the person or company checking out the equipment. This data should include information about the individual authorizing the checkout and contact details for whoever will be responsible for the equipment. 

A good practice is to get as much information as reasonably possible, such as the location of the company renting the equipment, as well as the location (or locations) where the equipment will be located during the rental period. 

You’ll also want to provide contact information for your company, such as an email address or phone number. Include the primary contact person for each piece of equipment. 

Your renter needs to know who should be contacted if there’s an emergency and who should be contacted for maintenance or repair questions. Ideally, you’ll have one contact person within your company who can direct things accordingly. 

Equipment Details

Make sure to include specific details about the equipment that’s being rented. These include the make and model of the equipment, as well as the equipment type. You may also want to include the picture on the form to ensure there are no mistakes. 

Other equipment-related information you’ll want to include are the serial or identification numbers and the stock-keeping unit (SKU) assigned to the equipment as well as an inventory number, that you can keep track of from our equipment rental form

Including as many details as possible on the equipment’s condition will prevent any issues with assessing potential damage. What was the condition of the property when it was checked out? Is there any major cosmetic damage to the equipment? Laying this information out will help you fairly assess the equipment upon return. 

Due Date Information

You should state the due date (and time) for the equipment explicitly. By codifying the due date and time, you can ensure there are no misunderstandings regarding when the equipment needs to be returned. 

For example, suppose that a customer is completing the checkout form on Monday morning for pickup on the same day at noon. They choose a five-day rental period. Your return policy is that the equipment is due by 5 p.m. on the due date. Thus, you’d want to state the due date info as Friday before 5 p.m. 

Information About Pricing and Late Fees

Pricing will be another key detail you’ll want to lay out in the checkout form. You’ll want to break down the fee structure (how the fees are calculated) and outline the fees item-by-item. 

A section on other possible fees should also be included, covering damage, cleaning, and late fees. The late fee will tie into the due date and time. 

Clearly state your late return policy and the fees associated with it. For example, what do you charge if the equipment is returned later than the stated due date and time? Is the renter charged for an additional day? 

Also, include a policy on giving notice when the rental period needs to be extended. If the customer will need the equipment for an extra day, when are they required to notify you? 

General Terms and Conditions

The terms and conditions will contain the fine print and legalities. This section will outline how, where, and when the renter can use the equipment. For example, you may have some equipment that shouldn’t be exposed to water or used with certain materials. 

This equipment rental terms and conditions section will further detail contingencies and expectations if the equipment is damaged or lost. What are the procedures and timeframe for reporting damage? Which software can be used with the equipment? You will address these types of questions in the terms and conditions. 

Signing and Accepting Responsibility

When accepting the terms and conditions of the equipment checkout form, your customer should become more informed about the responsibilities inherent in renting the equipment. 

Signing the form includes accepting the responsibility of safely operating and caring for the equipment, as well as the terms of the fee schedule. You can reiterate the potential fees and penalties in the terms and conditions. 

Near the terms and conditions section is the signature block. This area is where the customer (or the company representative) will sign, accepting the terms and conditions and acknowledging that the information on the checkout form is correct. 

Download Quipli’s Equipment Checkout Form Template

An All-in-One Equipment Check Process

If you’re looking for more than just an equipment checkout form and want a fully integrated checkout system that makes managing your rental equipment inventory simple, Quipli can help. 

Quipli’s platform includes a seamless checkout process with all the key checkout information you’ll need. It’s also an inventory tracking system.

Ready to streamline your business? Reach out anytime to book a demo of our equipment rental software and check out what Quipli can do for you.

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Equipment Rental Liability Waivers: What to Include (With Free PDF Template)

As a rental business owner, you want to get your equipment back in one piece every time. Equipment rental customers expect to rent machinery that is in good, safe working condition. 

Unfortunately, the parties involved can’t just rely on the honor system when it comes to such expensive machines. A clear, comprehensive equipment rental liability waiver protects you and your customers by outlining the responsibilities and obligations of both parties. 

need an airtight liability waiver? click to download our free template

* This is a sample liability waiver form. Please consult with a lawyer before use.

Liability and Equipment Rental Businesses: How to Protect Yourself Legally

A liability waiver for rental equipment details how equipment should be used, who is allowed to use the equipment, and in what ways you, the rental business owner, will be responsible in case of an injury during the use of the equipment. 

Accidents can happen even with proper use by the client and proper maintenance by you. If you don’t provide a well-written waiver with your rentals, you may be liable for any damages caused.

Note that even the most comprehensive waiver does not take the place of insurance. You may still face a lawsuit despite having a liability agreement. Make sure that you have plenty of general liability insurance to fill in the gaps not covered by your agreements. 

Your waiver needs to be legally enforceable, but it will still only reduce your chances of getting sued or facing insurance claims.

What Is a Liability Waiver?

A liability waiver is a legally binding document that outlines all of the stipulations for allowing one person to rent a piece of equipment from another. More specifically, the waiver outlines:

  • The parties involved in the rental (the lessor and the lessee)
  • The appropriate use of the equipment
  • The timeline of the rental
  • The rates of the rental
  • How to return the equipment

When the customer signs the waiver, it shows that they are fully aware of the risks of using the equipment and can’t hold you or your company responsible should they misuse it. 

As for terms that may be included in your waiver, you may have noticed “lessor and lessee” listed above. These terms refer to the two main parties:

  • Lessor: Refers to you, the owner
  • Lessee: Refers to the customer renting the equipment

You don’t have to use these terms specifically and can instead use “owner” and “renter” if you prefer. The more clarity and details you give your waiver, the less likely you’ll experience legal difficulty in the future.

Brush up on equipment rental agreement terms and conditions with our guide.

What to Include in an Equipment Rental Liability Waiver

While there are some universal inclusions your waiver should have, there will be subtle differences depending on which state you operate from. You will need to consult with a lawyer or thoroughly examine state law to ensure you are in compliance.

Inherent Risks

This part of the waiver does not cover the condition or state of repair your equipment exists in; instead, it covers proper use of the equipment and the risks it poses regardless of condition. Every machine comes with some risk by its very nature, and the possible risks must be outlined here.

Assumption of Risk

Your customers will not be able to claim ignorance of the risks posed by using your equipment. The assumption of risk shows that they understood the dangers and cannot claim otherwise.

Release Clause

Once your customer takes possession of your equipment, you are released from any liability for its use and won’t carry the legal burden should the customer misuse it.

Indemnification Clause

This means that your customer would have to compensate you for legal fees incurred should they sue you and lose.

Insurance Information

This gives the customer all of the situations covered by your equipment rental insurance, outlining what is covered and what isn’t covered.

Choice-of-Law Information

This part of your rental equipment liability waiver allows those involved to decide which state’s laws will govern and interpret the waiver. The parties may choose a state other than where the business and customer are located and even a different state than the one in which the agreement was signed.

Insurance for Rental Equipment: Making Sure Your Business is Fully Protected

Unfortunately, “insurance” isn’t a catch-all term that allows you to get a single policy to cover every possible situation. Instead, you’ll need different types of insurance to cover specific incidents. It’s important to remember that even with specified insurance, it is still possible to face a lawsuit or insurance claim; it’s just far less likely to happen.

General Liability Coverage

This type of coverage protects you in most circumstances that involve customers using your equipment. It covers general claims regarding injuries and property damage. The payout is determined between the insurance company and the client.

Inland Marine Insurance

While this might sound like it’s for equipment used in and around the water, it’s instead meant to cover the transport of equipment over land. It covers property damage (both to your equipment and from your equipment), theft during transport, and temporary third-party storage. 

For coverage regarding transport over water, a company would need to purchase “marine insurance.”

Property Insurance

Property insurance covers the equipment and tools in case of damage or theft. This insurance is important not just for the equipment you rent out but for your company’s computers and other necessary electronics, inventory, and tools not intended for customer use.

Workers’ Compensation Insurance

This insurance takes care of workers who are injured during work. It allows them to continue having expenses handled and salary paid.

Reduce Your Rental Business’s Risk with Quipli

Managing rentals, inventory, and equipment reservations requires keeping track of many moving parts. To ensure your equipment, tools, and even your customers don’t get lost in the shuffle, turn to Quipli for your equipment rental software

Check out what Quipli can do for you and transform your rental business today.

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