The hidden costs of paper-based processes in your rental & hire business

Still relying on paper-based workflows in your hire business? You could be quietly draining productivity and profitability. From handwritten safety checks and inspection sheets to job scheduling and delayed maintenance updates, manual processes introduce risk, inefficiencies, and unnecessary costs.

The good news? There’s a smarter way. Here are the most common challenges caused by manual processes, and how OnRent Mobile helps you overcome them.

Challenge #1: Safety checks, certifications, and inspections are slow and error-prone

In the rental and hire sector, compliance, uptime, and safety are non-negotiable. However, manual processes for safety checks and certifications can be time-consuming and prone to human error. A missed inspection or incorrect record can lead to costly fines, equipment downtime, and even safety hazards for your team and customers.

Why it matters:

• Compliance failures can result in legal penalties and reputational damage.
• Delays in inspections reduce equipment availability and revenue.
• Paper records are harder to track and retrieve when needed.

The solution:

OnRent Mobile digitises safety checks and inspections, generating legally binding certificates onsite. Mandatory health and safety checks ensure compliance, and certificates are automatically stored for quick retrieval, saving time and reducing risk.

Challenge #2: Poor communication and job scheduling delays

Coordinating workshop jobs, schedules, and customer queries is complex. Technicians focus on repairs, logistics teams battle poor mobile signal, and admin staff juggle calls and updates. Relying on paper or manual systems creates bottlenecks, miscommunication, and wasted time.

Why it matters:

• Jobs take longer to complete, reducing equipment turnaround.
• Miscommunication leads to missed deadlines and unhappy customers.
• Admin teams spend hours chasing updates instead of adding value.

The solution:

OnRent Mobile keeps everyone connected. Technicians can clock onto jobs, record labour, and update work orders directly in the app. Real-time updates speed up turnaround, while logistics teams can log and access information on the go, even offline, with automatic syncing once back online.

Challenge #3: No real-time visibility of equipment on the go

Industry averages show equipment utilisation often hovers around 60%, leaving huge revenue potential untapped. Manual processes make it hard to track equipment status in real time, especially when teams are on the move. This leads to idle assets, delayed responses, and missed opportunities.

Why it matters:

• Idle equipment means lost revenue.
• Slow responses frustrate customers.
• Poor visibility limits your ability to maximise utilisation.

The solution:

OnRent Mobile gives you instant access to your data. Respond to customer requests faster, allocate equipment easily, and add items to contracts on the go. See real-time status updates and make off-hire equipment available without delay to maximise allocation.

Challenge #4: Delivery teams are held up by manual updates 

Managing deliveries, collections, and exchanges is time-consuming enough without requiring your team to manually collect signatures and paperwork. Poor signal and outdated processes stall jobs, while customers expect instant updates.

Why it matters:

• Manual updates waste time and create bottlenecks.
• Poor communication frustrates customers.
• Your team needs tools that keep up with them.

The solution:

OnRent Mobile makes logistics simple. Capture signatures for deliveries and collections, add them to customer paperwork, and store proof of delivery instantly. Assign tasks to drivers, geo-tag locations, and take photos for real-time data storage: all with a single tap.

Boost productivity and customer service with OnRent Mobile

Available on any Android device, OnRent Mobile integrates with OnRent Office and OnRent One to replace manual processes and paper forms. Whether online or offline, you’ll have a comprehensive set of tools to drive efficiency and deliver a smarter, streamlined service.

• Easy equipment allocation: Access data instantly, respond faster, and maximise utilisation.
• Efficient logistics: Manage deliveries, collections, and exchanges with real-time updates.
• Remote tests & inspections: Generate legally binding certificates onsite and ensure compliance.
• Total workshop management: Schedule services, log damages, record labour, and keep equipment hire-ready, all from your mobile device.

Speak to our team.