Features
Everything a rental counter needs. Nothing it doesn't.
Yardstick covers the full life of a rental: quote, booking, onboarding, pickup, return, invoice and the books. Here's the complete list, grouped by the job it does for you.
01 Run rentals
Scheduling, quotes and bookings
One calendar, one source of truth for what's available, promised or out.
Your morning, as a list
The dashboard and Today view show pickups, returns, overdue units and what's coming in the next few days. Search finds any booking, customer or unit from anywhere in the app.
- Dashboard: pickups and returns today, overdue, out on rent, invoiced this month
- Today view: going out, due back, this week
- Global search across bookings, customers and equipment
- Customers: every customer's rental history in one place
Availability and double-booking prevention
A unit can't be booked for overlapping periods. The system refuses the conflict rather than letting you find it on pickup day.
Turnaround buffers
Add cleaning and inspection time between rentals so back-to-back bookings don't collide.
Business hours and time slots
Set the hours you're open, the slot increment and default pickup and return times, in your own time zone. Same-day rentals are supported.
Staff-created bookings
Build a booking at the counter or over the phone: unit, dates, slot, pickup location, pickup or delivery, waiver. It's on the calendar immediately.
Quotes by secure link
Send a quote the customer can review and accept online. Revise it when scope changes, then convert it into a booking.
A checklist on every rental
Each booking has a workspace showing what's done and what's left: signature, ID, before photos, identity, deposit, after photos, inspection, invoice.
Multiple pickup locations
Run more than one yard or counter, assign equipment to each, and let renters choose where to pick up.
Late-return fees
Set an optional per-day late fee so overdue returns are priced consistently when you add the line to the invoice.
Meter and engine hours
Record pickup and return readings on the units that need it. Set the hours included per day and the excess-hour rate; the overage becomes its own invoice line.
02 Protect equipment
Agreements, identity, inspections and damage review
The paperwork that protects your fleet, done before the renter arrives and documented when the unit comes back.
Documented condition, every time
Staff photograph a unit's condition at pickup and again at return, with fuel, meter, cleanliness, tires, lights and accessories on the form. Renters can complete a self-service return with photos through their Manage Rental link.
- Pickup and return inspections with condition photos
- Suggested photo angles per unit, so checks are consistent whoever is on the counter
- Renter self-service return with photos
- Security deposit status tracked on every booking
- Damage waiver offered or required on the storefront, your choice
AI Damage Check Advisory
Compares pickup and return photos and flags possible new damage for your team to review. You make every decision; nothing is charged automatically. Your decision is recorded separately from the suggestion, so both stay on the booking. It can miss damage or flag damage that isn't there, so it never replaces a look at the unit. How we handle AI-assisted review.
Rental agreement templates
A template with your clauses. Each agreement is frozen at the moment it's sent, so later template edits never alter a document already with a renter.
E-signatures
Renters sign the agreement from their phone or laptop through the Manage Rental link. The signed document stays with the booking.
Identity verification
Photo ID and selfie checks through Stripe Identity: required always, above a rental amount or for specific equipment categories. A required check gates release of the unit; owners and managers can override with a recorded reason. Stripe handles the ID photo and selfie; Yardstick never receives them.
03 Serve customers
Storefront, onboarding and notifications
Renters book, sign, verify and return without calling you, and without installing anything.
A storefront that uses your real calendar
The hosted booking page shows your public equipment with photos and rates, lets renters choose dates the calendar can honor, pick a location and make a waiver choice, then submit a request or an instant booking.
- Hosted booking page per business, embeddable on your own website
- Request-to-book or instant booking, your choice
- Live availability from the same calendar your staff use
- Card payments and deposit holds at checkout: coming soon
One Manage Rental link
Agreement, identity check if required, an all-set status, pickup details and rental status, all behind one emailed link. How it works.
Email notifications
Onboarding emails, quotes and confirmations go to renters. Your team gets invitations and password resets by email, and new storefront requests appear in the bookings list.
Mobile-friendly
Works on phones for staff at the counter or in the yard, and for renters wherever they are. No app to install.
04 Invoices and the books
Invoices, payments recorded, QuickBooks and Xero
Invoices are built from the rates frozen on the booking, so a rate change later never changes what a rental is billed.
From the booking to your accounting software
- Invoice generated from the booking: rental, waiver, meter overage and any custom line
- Price overrides and discounts by owners and managers, with the reason recorded
- Record cash, check or counter card payments against the invoice
- Evidence file (PDF) with the rental's photos and inspection
- QuickBooks Online and Xero: send invoices and contacts
- Reports by date range, CSV export of all invoices
- Online card payments and deposit holds from renters: coming soon
05 Team and operations
Roles, fleet records and the audit trail
Owner, Manager and Staff roles, with permissions enforced on the server so they hold no matter which device someone is using.
| Action | Owner | Manager | Staff |
|---|---|---|---|
| Run bookings, inspections and returns | Yes | Yes | Yes |
| Invite team members | Yes | Yes | No |
| Manage the subscription and billing | Yes | Yes | No |
| Override prices and add discounts | Yes | Yes | No |
| Record deposit refunds and waive deposits | Yes | Yes | No |
| Override an identity gate, with a recorded reason | Yes | Yes | No |
Every unit, accounted for
- Equipment records with categories, photos, location and day, week, month and weekend rates
- Mark a unit unavailable now, or schedule dated downtime for service
- Per-unit history: rentals, revenue invoiced, confirmed damage, latest meter reading
- QR asset tags that open the unit's record
- An activity log of key actions, so you can see who did what and when
Security and trust
Each business's data is isolated, renter links expire, access is role-based and connections are encrypted. Read the security page.
Online renter payments Coming soon
Card payments and deposit holds from the storefront are on the roadmap. Today, payments and deposits are handled at your counter and tracked in Yardstick.
See it with your own equipment.
Create an account, add a few units and run a test booking end to end.