Medical and mobility rental runs on single units, not batches. A profiling bed goes to a named address, stays for months, and comes back needing cleaning before it goes near anyone else. Community equipment stores, mobility retailers and clinical rental firms carry hundreds of serial-numbered devices spread across homes, wards and care settings, each with its own service and electrical test dates. The billing is rarely a neat week: it is a long open-ended rental billed monthly to a council, a trust, an insurer or a family. Software earns its place on three jobs. Knowing where every device is and who has had it. Keeping unfit stock out of the booking system. Billing rentals that never end.
Equipment categories we support
Common challenges in medical equipment rental
Tracing a device after the fact
Recall notices name a serial range, not a customer. If rental history lives in a spreadsheet, answering which of yours are affected and who holds them takes a day you do not have, and produces an answer you cannot fully stand behind.
Cleaning before reissue
A device comes back from a home and goes straight onto the rack because the return bay is stacked. Nobody records the clean. Weeks later there is no evidence the item was fit to reissue, and no way to prove otherwise.
Service and test dates per unit
Hoists need thorough examination, mains devices need electrical testing, pumps need calibration. Tracking those intervals serial by serial in a diary means something always lapses, usually while the device is out on a long rental.
Long rentals that drift out of billing
Community equipment stays out for months or years. Manual monthly invoicing slips both ways: an item is collected and still charged, or stays out and quietly stops being charged. Both surface in an audit rather than in a report.
Deliveries to homes, not depots
Drivers deliver to apartments, sheltered housing and rural addresses with no obvious entrance. A missed drop for a discharge-dependent bed is not a rescheduling problem, and the phone starts ringing before the driver has left the street.
Faults reported and then lost
A ward or a caregiver rings to say the mattress pump is alarming. The message lands in an inbox, is relayed to the workshop by memory, and nobody can later say when it was reported, who took it, or what was done about it.
How Renttix helps
Serial-level rental history
Every device is an asset with its own record: rental history by customer and dates, maintenance history, depot transfers and a custody timeline. Asked which units went where, you filter the asset register rather than reconstruct it from paperwork.
Recall and quarantine holds
Holds sit on the asset — safety recall, quarantine, compliance, legal, admin. A rental-blocking hold makes the unit unbookable the moment it is applied, so a suspect device cannot slip onto the next order while you investigate.
Return inspection and routing
Returns pass a triage gate. The inspector works a checklist, grades condition and picks a disposition: ready, clean, inspect, repair or quarantine. Anything routed to the wash bay or workshop stays off availability until it is signed back to ready.
Test intervals that block booking
Inspection types carry their own intervals, reminders and policy. Set a type to warn and the booking goes through flagged. Set it to block and Renttix refuses the booking, naming the assets whose certification has lapsed.
Recurring billing for long rentals
Rentals can run open-ended with no scheduled collection, and rental subscriptions bill on a cycle through your own Stripe account, raising a normal Renttix invoice each time. Pause billing without collecting, or cancel and let the collection job be raised.
A portal for wards and caregivers
Customers sign in to see live rentals, report a fault straight into the workshop queue, request off-rental or an extension, read completed service visit reports and pay invoices, without another call to your office.
Key workflows
Referral or order taken
A prescriber, care team or private customer requests equipment. Availability is checked against real stock for the dates, the delivery address and site contact are recorded, and the order is raised.
Prep, check and pick
The order lands on the warehouse prep queue with a numbered picking list. Pickers scan each unit — product barcode, RFID tag or asset number — and the picked count rises against the line. A code that is not on the order is rejected at the shelf, over-picking a line is refused, and closing the pick while a line is still short takes a deliberate override.
Delivery, install and handover
The drop appears on the dispatch board with a time window. The driver navigates to the address, installs, and captures a signature and photos. The customer gets an en-route message with a live tracking link.
Rental runs and is billed
Open-ended rentals bill on their cycle. Faults reported through the portal open workshop jobs. Service visits are scheduled from the maintenance calendar while the device is still in use.
Collection and back to stock
Off-rental is requested by the customer or raised in the office and a collection job is scheduled. On return the unit is inspected, graded, routed to cleaning or repair, and only then made bookable again.
Relevant integrations
Xero
Invoices, credit notes and payments sync to Xero instead of being rekeyed, and asset purchases can post as fixed-asset journals. Sage and QuickBooks connect the same way if that is your ledger.
Stripe
Card on file for rentals that run for months. Rental subscriptions bill through your own Stripe account, and customers can settle invoices from the portal without ringing accounts.
Calendar feed
Deliveries, collections, maintenance and inspection visits publish as a signed iCal feed — one URL for everything, one per route — so a coordinator sees each job with its time window, site address and contact number in Outlook, Google or Apple Calendar. It is outbound only, and rotating the secret revokes every URL already issued.
Google Maps
Site and delivery addresses are picked from Google address lookup and pinned to coordinates, so the dispatch board and the driver are working from a real location rather than a typed line.
Twilio
SMS on the day. When the driver goes en route the customer gets a text with a live tracking link, and a completion message with the signed receipt afterwards.
SSO
Staff sign in through your existing identity provider, so office access is granted and revoked centrally when people join, move department or leave.
Frequently asked questions
Yes, at serial level. Each asset carries its own rental history with the order, the customer, and the dates out and back, alongside maintenance history, depot transfers and a custody timeline showing where the unit moved. When a recall notice names a serial range you filter the asset register instead of rebuilding the picture from delivery notes.
Returns go through an inspection gate. The inspector records a checklist, grades condition and chooses a disposition: ready, clean, inspect, repair or quarantine. Anything sent to the wash bay or workshop is held there in the system, and quarantine adds a rental-blocking hold, so the unit cannot be booked out until it is signed back to ready.
That is your choice per inspection type. Set the type to warn and the booking proceeds with a flag on screen. Set it to block and Renttix refuses the booking and names the failing assets, so an overdue electrical test or thorough examination stops the order rather than being noticed afterwards.
Yes. Rentals can run open-ended with no scheduled collection, and rental subscriptions bill on a cycle through your own Stripe account, raising a normal invoice in Renttix each time. Billing can be paused while the equipment stays with the customer, and canceling a subscription raises the collection job.
Through the customer portal. A fault report submitted against an order or asset number opens a job in the workshop queue with the customer's own wording as the fault description, and notifies your office. The customer then sees the scheduled service visit and can read the completed visit report in the same place.
No. Assets can be imported with your existing asset numbers, along with customers, products, depots and categories. Barcode and RFID scanning gives the best accuracy in the warehouse, but unlabeled items are still picked and checked in manually, so you can move to scanning device by device.
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