How Spreadsheets Are Draining Rental Revenue Without You Knowing

Written by Wayne Fraser | Sep 17, 2025 3:02:04 PM

For many small and mid-sized rental businesses, spreadsheets are the go-to solution in the early days. They’re free, flexible, and familiar. But as your operation scales, those spreadsheets start causing more problems than they solve.

If you’re still tracking your bookings, assets, or invoices in Excel or Google Sheets, you could be losing revenue without realising it. The hidden cost isn’t just time, it’s opportunity, reputation and profit.

In this article, we’ll explore the real impact of running a rental business on spreadsheets, drawing from the day-to-day challenges rental firms face and showing why it might be time to make a change.

Guessing What’s in Stock

Let’s say a customer phones to reserve a skip loader for a weekend job. You pencil it into your spreadsheet and plan to update the file later. But someone else in the office, working from an old version of the spreadsheet, confirms the same unit for a different job.

By the time Friday rolls around, the equipment is double-booked, and one customer is left disappointed. Not only do you lose that hire fee, you also risk losing the customer permanently and damaging your reputation.

When your booking system lives in a file rather than a connected platform, like OnRent Go, Office and One, this kind of overlap is inevitable. It’s a problem of version control, and it’s amplified every time you grow your team, your asset range, or your customer base.

Lost Equipment and Overdue Hires Go Unnoticed

Spreadsheets aren’t built for tracking real-world assets. Without a dedicated system for logging returns, recording servicing, or monitoring overdue items, things slip through the cracks.

What happens when a mini-excavator doesn’t come back on time? Do you notice right away? Or do you find out days later when you need it for the next job and it hasn’t yet been collected, or serviced?

Without real-time resource management and asset visibility, you can’t protect your fleet - or your margins.

Invoicing Errors That Chip Away at Trust

Manual invoicing often means cross-referencing bookings and rates from various spreadsheets. That process is slow, error-prone, and often delayed.

Customers may be charged for the wrong number of days. Damage charges might get missed. Or VAT may be calculated incorrectly. It only takes one bad invoice for a customer to start questioning your professionalism and do business with a competitor.

Admin Overload Is Holding You Back

It’s not just about errors, it’s about time. The more hires you do, the more time your staff spend:
• Chasing paperwork
• Manually updating availability
• Checking past booking records
• Creating or chasing invoices

That’s time that could be spent serving customers, securing new contracts, or growing the business. Instead, you’re bogged down in admin.

The Bottom Line: Manual Processes Don’t Scale

Running a rental business on spreadsheets might have worked before but if your hire volume is increasing, so is your risk.

✅ Missed hires
✅ Lost assets
✅ Billing errors
✅ Staff burnout

Klipboard ERP Go was designed for that exact moment. It’s quick to set up, simple to use, and built for small businesses. It keeps things mobile friendly, reduces mistakes, and saves you hours of wasted time. Most importantly, it gives you the visibility and control to run your business with confidence.

See why small businesses trust Klipboard to make work simpler.

What's the Solution?

Investing in a connected business management solution for your rental firm is the single best way for any organisation to make the switch from spreadsheets and manual admin, to a joined up, digitised business.

Our suite of Rental solutions have been designed by rental experts, to solve the challenges facing rental organisations at different stages of growth:

OnRent Go:
Fast to deploy. Easy to adopt. Built for growth.

Perfect for small rental businesses moving away from spreadsheets or paper, OnRent Go gives you a fully connected rental system, with quoting, availability, service tracking, invoicing and mobile tools built in.

Find out more

OnRent Office:
More control. Better visibility. Less admin.

Designed for busy rental businesses with growing teams, OnRent Office joins up your hire desk, stock, workshop and finance in one powerful, intuitive platform - giving you end-to-end visibility and scalable workflows.

Find out more

OnRent One:
Smarter systems for complex operations.

Enterprise-grade rental ERP built for larger, multi-site organisations. OnRent One supports complex pricing, workflows, service management and integrated finance, with real-time reporting and global scalability.

Find out more

OnRent Events:
Built for the pace and pressure of event hire.

OnRent Events is the connected rental platform for production, AV and event hire teams that need total control. Manage crew, kit, transport, venues, availability and billing from one central system.

Find out more

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