Troy Greenleaf thought his rental software was working fine, until his longtime accountant retired and he realized he’d have to hire someone just to handle all the manual work his outdated system created. That’s when he discovered his “good enough” system was actually holding his entire business back.
The Family Business Challenge
Mainely Equipment began as a family-run rental center in 1983. Over the years, the business expanded into event rentals before eventually returning to its roots in equipment. When Troy Greenleaf took over in 2020, he rebranded the business as Mainely Equipment to reflect that renewed focus.
But taking over also meant inheriting a significant challenge: legacy software that was holding the business back.
But what Troy thought was “not completely broken” was starting to cost him.
Mainley’s Challenge
For years, Mainely Equipment operated with a legacy rental software that had grown increasingly difficult to work with. Inventory couldn’t be rebooked for the same day, even when it was physically available. Manual accounting processes took up time. And without a customer-facing portal, staff were fielding requests that could have been handled online.
This is what Quipli calls “rental gridlock” – when disconnected systems and manual processes create bottlenecks that hold rental businesses back from their full potential.
At the same time, labor shortages made it harder to keep up. With fewer hands on deck, efficiency became essential.
When Mainely’s longtime accountant retired, the lack of a QuickBooks Online integration became the final straw. They needed a system that could work with them, not against them.
Why Quipli?
Over the course of a year, Troy evaluated several rental software providers. Many felt outdated or overly complex, better suited for larger chains than an independent operation like Mainely Equipment.
Quipli stood out for a few key reasons: it offered the integrations they needed, especially with QuickBooks Online, and it operated more like a startup than a traditional software company. The platform was built to move fast, adapt quickly, and improve based on real customer feedback.
That responsiveness made a difference. Rather than waiting months or years for requested features, Troy saw Quipli acting on customer input and rolling out updates that actually made day-to-day work easier.
Transitioning from Legacy Software
Onboarding with Quipli wasn’t always smooth, but the challenges weren’t on Quipli’s side. As Troy put it:
“The onboarding was a process, but that wasn’t on Quipli, it was on me. I had difficulty pulling stuff from my legacy software and getting it to you in a format where you could upload it for the website and inventory.”
Legacy systems often make it difficult to export clean data, and in Mainely’s case, that added time to the process. Still, Quipli stayed closely involved to keep things moving.
“It was a challenge, but your staff there was great, proactive, and pushed me to get what they needed. That went really well.”
Note: To help rental businesses facing similar hurdles, Quipli has since introduced an internal AI migration tool that converts messy, hard to read inventory, customer, and parts data into a Quipli-ready format, turning a process that once took weeks into one that now takes just a few hours.
How Quipli Supports Mainley’s Daily Operations
Once up and running, the impact of Quipli was immediate. Tasks that used to rely on paper, manual processes, or memory are now handled through a centralized dashboard with real-time visibility.
Troy highlights cycle billing and ACH payments as particularly useful features, as both have improved cash flow and reduced reliance on costly credit card fees.
Even better, the team can now work from anywhere: in the office, out in the truck, or on the jobsite. Contracts can be signed and payments accepted on the spot, without clipboards or paperwork.
A Better Customer Experience
While many of Mainely’s customers still prefer to rent in person, those who have used the online portal have been impressed with how smooth the experience is. The platform gives Mainely the flexibility to meet customers where they are, whether it’s at the counter or online, and is setting the stage for more self-service options in the future.
Breaking Through Mindset Gridlock
Looking back, Troy acknowledges that the biggest shift wasn’t just adopting new technology, it was breaking free from old habits.
“We were used to doing things one way, and Quipli does it another. The biggest thing for us is overcoming our bad habits or trying to change that learned response that we’ve had for years and years,” he shared.
This is a key example of what Quipli calls Mindset Gridlock: the invisible barrier that forms when businesses stick with outdated workflows simply because they’re familiar. That gridlock contributes to Rental Gridlock, the broader system of inefficiencies that slows the entire operation down.
For Troy, the pandemic was a wake-up call. It forced the team to ask: Is this still the best way? That willingness to re-evaluate led to real progress, not just with software, but in how the business operates, trains, and grows.
The Results
Today, Mainely Equipment is more flexible, efficient, and professional than ever. They’ve moved beyond paper-based processes and legacy constraints into a system that supports their goals.
From accounting to scheduling, from front-counter tasks to mobile operations, Quipli helps Mainely do more with less, and be ready for whatever comes next.
Ready to Break Free from Rental Gridlock?
Mainely Equipment escaped the operational bottlenecks and inefficiencies that had been holding them back for years. If you’re tired of software that creates more work instead of less, and you’re ready to stop making excuses for systems that trap your business in rental gridlock, let’s talk.
Schedule a demo today to see how Quipli can help you break free from the inefficiencies you’ve been living with.
