Aircon Hire

How Aircon Hire Ltd Accelerated Cash flow by Up to 7x

In the rental industry, trust goes a long way.

When you're serving regular, loyal customers, it's easier to offer account terms and send invoices knowing payment will arrive in due course. But with new, unproven customers – or private individuals hiring equipment for the first time – there's naturally more risk involved.

Aircon Hire Ltd – a rental company that serves both audiences – found itself in this situation. To protect the business and its equipment, it wanted to take payments and deposits upfront, yet the resulting administrative burden led the company to seek a new, simpler solution.

Adopting Klipboard Money, built into its OnRent Office software, streamlined this complex process, speeding up customer payments, supporting compliance and freeing up valuable staff time.

About Aircon Hire Ltd

Aircon Hire Ltd is a specialist equipment rental company that provides temporary climate control solutions, both for customers and commercial users.

Operating from its warehouse in Balham, London, UK, Aircon Hire Ltd also serves the Midlands and the North via its Nottingham depot.

The Challenge: A complex, risky payment process

While the process of sending invoices to businesses was straight forward for Aircon Hire Ltd, this wasn’t the case for private individuals.

With private individuals we prefer to take payment upfront or get some kind of deposit. To take a payment, we were having to log into various different systems - OnRent Office (formerly InspHire), Xero and Worldpay - in order to create invoices. It very quickly became cumbersome.”

‍Ian Gardner, Managing Director at Aircon Hire Ltd‍

To process every payment, staff had to spend hours switching between the three systems.

This lengthy process was further complicated by the need for Xero credentials, which were only allocated to certain individuals in the business, such as accounts. This created bottlenecks, further delaying payment processing.

There’s always certain people who have logins for Xero while others don’t, so you end up having to ask someone else to create an invoice before the job gets processed.
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We had a virtual terminal where we could enter details, so we had to complete PCI compliance each year, making sure we weren’t storing information or people’s records, and destroy any details correctly. This took a significant amount of admin time to sort out.”

The Change: Streamline processing with fewer tools

Adopting Klipboard Money gave Aircon Hire Ltd a payment platform built directly into OnRent Office.

This eliminated the need to switch between different platforms, saving valuable admin time and removing the credential bottlenecks that slowed down the payment process.

"Having Klipboard Money in place makes things much more convenient than the disjointed system we used to have,” Ian said. “We spend about half the time conducting payment admin with Klipboard Money than we did previously.”

The Change: Sending Pay by Link invoices

Perhaps most crucially of all, using Klipboard Money has helped accelerate cash flow by making it easier for customers to pay.

Customers we’ve used Klipboard Money with, we’re getting paid within 2-3 days, whereas before it would have taken up to 3 weeks. It’s cut that down massively.
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There’s also less involvement because we can send them the invoice with the link attached – they’ve got all they need there to make the payment. Whereas before, we’d send them the invoice and then they’d email back asking to have the link, and then we’d have to post it to Xero to generate a link.
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It was a pain to get the payments all sorted out and processed. Now, it’s easier for us to send an invoice and easier for customers to make payments.
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Customers are happier, and if they’re happier, they’re paying quicker. And if they’re paying quicker, it’s good for business.”

Switching to Klipboard Money also meant Aircon Hire Ltd no longer had to take card payments over the phone, removing much of the direct handling of card information and shifting the burden of compliance from the team.

Results:

• Cash flow significantly accelerated – 2–3 days vs 2–3 weeks.
• ~50% time savings due to fewer systems, fewer logins, and more staff empowered to take payment.
• Improved customer conversion because payments are easier and faster for them.
• Reduced compliance overhead (no more PCI forms, no card details taken).
• Lower operational friction and improved internal workflow.

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In Ian’s words:

With Klipboard Money we now get paid in three days instead of three weeks, and we’ve cut our admin time by about half. The hire desk can request payment instantly without interrupting accounts, and our customers find it much easier to pay. It’s made a big difference to our cash flow and customer experience.”

About Klipboard Money

Klipboard Money is an integrated payments solution that connects directly into Klipboard business management software. Payments are reconciled automatically into one system without manual entry. Built for distributive trades, garages and rental companies, Klipboard Money helps businesses cut down the hidden cost of payments by helping them to get paid faster, cut manual admin and protect against loss from fraud and errors.

Book a demo or find out more about Klipboard Money at klipboard.com/solutions/payment/klipboard-money