Requirements checklist
What to ask for when choosing software for medical equipment rental companies.
A checklist built from how medical equipment rental companies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Asset register with tags and serials
- Rental agreements and deposits
- Delivery and pickup runs
- Cleaning bay and return inspection
- Workshop and service hours
- Rental billing and damage charges
- Overdue and availability board
Roles that need their own access
Who logs in, and what each person may see or change.
- For the owner
- For coordinators
- For delivery crews
- For bay and workshop staff
- For billing
Reports to ask for
Ask to see each one with your own sample data.
- Units out, in the bay, ready
- Hires due back and overdue returns
- Hour-meter readings and units approaching a service limit
- Cleaning and function-test entries per returned unit
- Rent billed, deposits held, damage charges
- Breakdown tickets and replacement units
- Utilisation of each equipment type across the year
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
- Barcode or QR labels
Questions for any vendor
Put these to every supplier you are comparing.
- Does it cover short hires and long ones?
- Can a unit be held back?
- How are service hours handled?
- Can we track oxygen cylinders as well?
- How do deposits and damage charges print?
- Can drivers capture the signature at the door?
- How is pricing decided?
- Can we export our rental records?
- Who looks after changes after launch?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Units are tracked by memory and sticker
- Cleaning and checks are not on the unit’s record
- Service hours pass unnoticed
- Rental billing starts and stops by guess
- Overdue returns surface late
Prefer to talk it through? See the medical equipment rental companies page.