small equipment rental business plan

How to Start an Equipment Rental Business: A Step-by-Step Guide

This article is your go-to guide for starting an equipment rental business , offering a step-by-step approach to navigate this venture. We packed our own insights after working with various rental businesses and helped them scale their operations.

‍ We’ll go over on identifying the most profitable business idea, understanding your target market, and finding potential customers. 

Moreover, it delves into selecting the right equipment, estimating your startup costs, and crafting a solid business plan. 

Each section is tailored to provide you with the necessary tools and knowledge to set up a successful rental business, making it an invaluable resource for aspiring entrepreneurs in the rental industry.

6 Steps to Start a Rental Equipment Business in 2024

Starting a rental equipment business in 2024 requires a strategic approach and a deep understanding of the market. These six steps provide a comprehensive roadmap, from ideation to execution, ensuring you build a solid foundation for your entrepreneurial venture.

1. Identify Your Rental Business Idea

Pinpoint a niche in the rental market that aligns with both regional demands and your expertise. For example, if you're in a region with a robust fishing community, consider specializing in fishing kayaks and related equipment.

• Survey Local Residents: Conduct surveys within your community to gather direct feedback about what types of rental equipment are in demand. This can reveal insights into specific preferences, such as the popularity of tandem kayaks among couples or stand-up paddleboards for solo adventurers.
• Analyze Online Behavior: Utilize tools like Google Analytics to understand the interests of people visiting your website or searching for related activities in your area. For instance, a high number of searches for “mountain biking trails near me” could indicate a demand for mountain bikes.
• Study Competitors: Examine what your competitors are offering and to whom. If you notice a gap in the market - say, no one is catering to families with children - you can capitalize on this by offering child-friendly equipment like small kayaks or bikes with child seats.

2. Identify Your Target Market

Analyze demographic data and local trends to identify your ideal customer profile. 

In-depth demographic analysis is integral to identifying your ideal customer profile for your equipment rental business. 

Begin by examining local census data, focusing on age, income levels, and lifestyle preferences. 

For instance, if your location boasts a significant population of young professionals with disposable income, gear your inventory towards adventure-centric equipment such as high-performance mountain bikes and jet skis.

To fine-tune your understanding, conduct surveys or focus groups with local residents. This hands-on approach can provide insights into specific equipment preferences, like the growing interest in electric bikes among eco-conscious consumers. 

Additionally, attending local events or community gatherings can offer a direct view of the recreational interests prevalent in your area, guiding you to stock the most sought-after equipment.

3. Find Potential Customers

Start by analyzing online behavior using tools like Google Analytics and social media insights. This data can reveal where your target market spends their time online , what content resonates with them, and the best times to reach them.

Craft targeted advertising campaigns on platforms where your potential customers are most active. 

For example, if data shows a high engagement rate on Instagram among your target demographic, focus on visually compelling content showcasing your inventory, like showcasing kayaks in scenic locations or highlighting the thrill of using your jet skis.

Partnering with local adventure clubs, tourism boards, and outdoor event organizers can also provide direct access to your target market. 

These partnerships can be mutually beneficial; offering exclusive rental discounts to club members or event participants can drive business your way, while the clubs and events get to offer additional value to their members and attendees.

Implementing these focused tactics will help you efficiently reach and engage with potential customers, increasing the visibility and appeal of your equipment rental business.

4. Determine the Types of Equipment to Rent

When selecting equipment for your rental business, market research is pivotal. Assess the specific demands within your target market – for instance, if you're situated near urban areas with eco-aware consumers, consider adding solar-powered electric boats to your inventory. 

This not only caters to environmental concerns but also differentiates your business in the competitive market. 

Additionally, evaluate the popularity of various equipment types. Utilize tools like social media analytics to gauge interest in different outdoor activities, which can inform decisions about stocking stand-up paddleboards versus kayaks, for instance. This approach ensures your equipment rental business remains responsive to evolving consumer preferences.

Choosing the right equipment is just the beginning. For entrepreneurs eager to dive deeper into maximizing the profitability of your equipment rental business , it's vital to explore strategies that enhance your return on investment, from pricing models to customer retention techniques.

5. Estimate Startup Costs

A comprehensive financial plan is crucial for your equipment rental business. Begin by itemizing initial expenses such as the purchase of inventory – kayaks, jet skis, mountain bikes, and any specialized equipment like adaptive gear for individuals with disabilities. 

Consider the costs of specialized transport vehicles for larger items like boats or jet skis. Include expenses for obtaining necessary permits and licenses, which may vary depending on your location and the type of equipment you're renting.

Also, factor in insurance costs to protect your business and inventory.

Lastly, allocate funds for marketing efforts to effectively launch and promote your business. 

This detailed financial planning will help you secure funding, whether through loans, investors, or personal capital, and will guide your business towards profitability.

6. Create a Business Plan for Your Equipment Rental Company

Developing a business plan is a critical step for your equipment rental company. Start by integrating comprehensive market research to identify your target customers, their preferences, and spending habits. This research should guide your decisions on which types of equipment to stock, such as kayaks, bikes, or jet skis, and the quantity of each.

Include a competitive analysis to understand your market position relative to other rental businesses. Identify your unique selling points, whether it's superior equipment quality, specialized offerings like electric boats, or exceptional customer service.

Your financial strategy should detail all startup and operational costs, including the purchase of equipment, maintenance expenses, insurance, and marketing. 

An integral part of your business plan revolves around strategizing your equipment rental pricing . Setting competitive yet profitable pricing is essential for attracting customers while ensuring your business's financial health, particularly in balancing peak and off-peak season demands.

Project your revenue streams, considering factors like seasonal demand variations for different types of equipment. 

For example, demand for jet skis may peak in summer, while bikes might be more popular in spring and fall.

Tips to Start an Equipment Rental Business

Starting an equipment rental business requires strategic planning and savvy decision-making. The following tips are designed to guide you through key aspects of setting up and managing your rental business, ensuring both efficiency and profitability.

• Find the Best Deal for Your Equipment: Negotiate with suppliers for bulk pricing or seasonal discounts. Attend trade shows to connect with manufacturers offering innovative equipment that could give you an edge, like ultra-lightweight kayaks or advanced safety features in jet skis.
• Stock Up on the Best Inventory Available: Curate your inventory based on quality and unique selling points. For instance, offer high-end racing bikes with the latest gear systems for cycling enthusiasts.
• Don't Buy More, Buy Smarter: Invest in modular equipment that can serve multiple purposes. For example, kayaks with removable seats can be used for both solo and tandem experiences.
• Treat Your Equipment Right: Implement a rigorous maintenance protocol. Use the latest tools and technology for equipment diagnostics and repairs, ensuring each item is in peak condition for every rental.
• Stake Your Claim Online: Develop a sophisticated online presence with an emphasis on SEO and user experience. Showcase high-quality images and videos of your equipment in action, and feature customer testimonials highlighting unique experiences.
• Create Partnerships: Form strategic partnerships beyond the usual tourism circles. Consider collaborations with corporate entities for team-building retreats, offering group packages for your rental equipment.
• Find the Right Tools for Your Business: Utilize advanced rental management software that offers features like predictive analytics for inventory management, POS systems, and integrated customer relationship management tools.
• Decide on Your Online Booking Software: Select a booking system that offers flexibility and customization, like adjustable rental periods or add-on services. Ensure it has robust analytics to track customer behavior and preferences.
• Treat Your Customers Right: Implement a customer feedback system to continually improve your services. Offer loyalty programs or personalized rental suggestions based on previous preferences.
• Create a Waterproof Agreement: Design rental agreements that are comprehensive yet easy to understand. Include clauses specific to your equipment types, like damage protocols for high-tech gear or specific usage instructions for specialty bikes.

As you build your inventory, understanding the importance of digital inventory management becomes crucial. Effective inventory management not only streamlines operations but also ensures that your business can meet customer demand without overextending resources.

How to Calculate Your Startup Costs

Starting an equipment rental business, like renting out kayaks, boats, bikes, and jet skis, requires a clear understanding of the initial investment needed. 

According to ProjectionHub's analysis of the equipment rental industry, the average annual revenue for all sole proprietorship equipment rental businesses in the U.S. was $168,007, with average annual expenses being $182,243, leading to an average net profit margin of -8%. *

Here's a breakdown of the startup costs you should consider, infused with expertise and actionable insights for rental business owners.

Equipment Rental Financial Model

These figures underline the importance of detailed financial projections and understanding the potential for net loss, especially due to large depreciation expenses which are a significant factor in the equipment rental business

Commercial and Industrial Equipment Rental Market: The Commercial and Industrial Equipment Rental industry report by Kentley Insights offers comprehensive data on industry size, growth, company dynamics, profitability, and financial benchmarks. 

For instance, in 2023, the industry's sales were $47.3 billion, with an average sales per company of $9.5 million. The industry has experienced an annual growth rate of 7.3% over the past five years. Such reports can provide valuable insights for strategic planning and understanding the market dynamics of the equipment rental sector​. *

Secure Necessary Financing: Calculate the total startup cost and plan your finance strategy. This could include loans, investors, or personal savings. Loan origination fees typically range from 0.5% to 1% of the loan amount.

Warehouse & Office (Deposit)

When leasing a warehouse or office space for a rental equipment business, costs vary based on location, size, and amenities. Prologis suggests the average base rental rate is around $0.85 per square foot per month, with an additional $0.25 per square foot per month for operating expenses, totaling an asking lease rate of $1.10 per square foot per month​​. *

Thomasnet * indicates that warehouse leasing costs depend on several factors, including the demand for smaller spaces in urban areas, which can drive up rental rates​​.

For a 1,000 square foot space, monthly costs could be approximately $1,100 or $13,200 annually, excluding the deposit. Thus, a deposit equivalent to the first and last month's rent could place your estimated total for warehouse and office space within the $10,000 - $20,000 range, aligning with your initial estimate. It's crucial to engage with landlords for a detailed understanding of all potential costs.

Renovation and Design Costs

For basic renovations and design of a rental business space like one for kayaks, boats, bikes, and jet skis, the budget range can vary widely based on several factors such as the quality of materials, labor costs, the extent of renovations, and the specific requirements of your business. 

For example, electrical work alone can range significantly depending on the complexity of your needs, from as low as $10,000 to as high as $100,000 * for more extensive requirements​​.   

Plumbing updates, particularly if adding or moving a bathroom, could cost between $3,000 to $6,000 or more *, depending on proximity to water and sewage lines​​. Flooring and ceiling updates might cost around $2.76 and $1.81 per square foot, respectively, while HVAC system updates could average about $2.61 per square foot or around $13,000 for a 5,000-square-foot space.

Given these variables, it's critical to get a clear understanding of your specific renovation needs and negotiate wisely with your landlord regarding the TI allowance. 

Additionally, consulting with professionals like architects, interior designers, and contractors can provide a clearer and more detailed cost estimate tailored to your specific business needs.

Equipment Rental Insurance Costs

Insurance-Informed Decision: Obtaining comprehensive insurance is crucial. This includes general liability, property insurance, and specific insurance for rental equipment. Average costs for small business insurance range from $400 - $1,000 annually per policy. Expect to spend around $1,200 - $3,000 for the necessary coverage. *

Office Equipment & Security

It's also important to consider the ongoing costs of office supplies, which can average between $77 to $92 per employee per month for small businesses. This includes consumables like paper, ink, and other stationery items​​.*

For desktop computers, you can expect to pay between $400 for a basic model with limited storage space to $3,500 for a top-of-the-line desktop with a large hard drive. If you prefer Apple models, prices may range from $1,500 to $3,500, depending on the features required. Laptops offer more flexibility and can range from $300 for basic models to $3,000 for high-speed models with large storage capacity, with Apple laptops priced between $1,000 and $2,500. Tablets, which provide another level of portability and functionality, can cost between $200 and $1,200​​. *

Equipment Rental Fleet Maintenance Costs

Regularly Maintain and Service Equipment: Allocate funds for the ongoing maintenance of your rental fleet. This includes repairs, parts replacement, and servicing. 

Setting aside about 10% of the initial cost of your equipment annually for maintenance aligns with industry guidelines for fleet management. This approach ensures your fleet remains in good condition, thereby reducing repair costs and maintaining your company's reputation. *

If your initial equipment costs are $50,000, budget around $5,000 annually for maintenance.

Key Takeaways

• Starting an equipment rental business involves a strategic approach, requiring steps from market research to execution, including identifying a niche, analyzing the target market, finding customers, selecting equipment, estimating costs, and creating a business plan.
• Estimated startup costs for an equipment rental business range from $27,700 to $56,000, covering expenses like market research, warehouse deposits, renovations, insurance, office equipment, and fleet maintenance.
• Profitability in the equipment rental business depends on factors like equipment type, market demand, and efficient management, with capital requirements varying based on equipment, location, and scale, and specific licenses or permits needed depending on the business location and equipment type.

Frequently Asked Questions

Is running an equipment rental business profitable.

Yes, running an equipment rental business can be profitable. The profitability largely depends on factors such as the type of equipment rented, market demand, location, and effective management. By offering in-demand equipment, maintaining high utilization rates, and managing operational costs efficiently, rental businesses can achieve significant profits.

How Much Capital is Needed to Start an Equipment Rental Business?

The capital required to start an equipment rental business varies depending on the type and quantity of equipment, location, and scale of the operation. On average, initial investments can range from $20,000 to $100,000. This includes costs for purchasing equipment, securing a location, initial marketing, and operational expenses.

Do I Need Special Licenses or Permits?

Yes, you will likely need special licenses or permits to operate an equipment rental business. The specific requirements depend on your location and the type of equipment you plan to rent. Common requirements include a general business license, safety and operation permits for certain types of equipment, and potentially special zoning permits for your rental facility. It's essential to check with local and state authorities to ensure compliance with all regulatory requirements.

Read about Dylan's Tours and how they became one of the largest operators in San Francisco

https://www.projectionhub.com/post/9-equipment-rental-industry-financial-statistics

https://www.marketresearch.com/Kentley-Insights-v4035/Commercial-Industrial-Equipment-Rental-Research-36009581/

https://sweeten.com/commercial-renovations/commercial-guide-retail-renovation-budget/

https://rentman.io/blog/equipment-rental-insurance

https://www.officeinteriors.ca/office-technology/what-does-office-equipment-cost/

https://www.business.org/finance/cost-management/much-computer-cost/

https://www.rermag.com/news-analysis/headline-news/article/20951948/fleet-management-101-fundamentals-to-maximizing-roi

Table of contents

Recommended Posts

Sign up to our newsletter..

Lorem ipsum dolor sit amet, consectetur adipiscing.

Want to learn more about Peek Pro? See it in action during our live demo

See related posts

Creative Ideas on How to Start a Profitable Paddleboard Rental Business

How to Start an ATV Rental Business in 2024: Complete Guide

Top Recreational Equipment Rental KPIs and Metrics to Track

We earn commissions if you shop through the links below.  Read more

Equipment Rental Business

Back to All Business Ideas

How to Start a Tool and Equipment Rental Business

Written by: Carolyn Young

Carolyn Young is a business writer who focuses on entrepreneurial concepts and the business formation. She has over 25 years of experience in business roles, and has authored several entrepreneurship textbooks.

Edited by: David Lepeska

David has been writing and learning about business, finance and globalization for a quarter-century, starting with a small New York consulting firm in the 1990s.

Published on April 13, 2022

Investment range

$8,550 - $18,100

Revenue potential

$62,000 - $156,000 p.a.

Time to build

1 – 3 months

Profit potential

$50,000 - $125,000 p.a.

Industry trend

Important points to remember when setting up your equipment rental business:

• Market research — Identify your target market, understand their needs and preferences, and research competitors. 
• Define your niche — Decide on the types of equipment you will rent, such as construction equipment, party supplies, tools, medical equipment, or audiovisual equipment.
• Special permits — Depending on the type of equipment you rent, you may need additional permits or certifications, such as safety certifications for construction equipment .
• Sourcing equipment — Purchase high-quality, durable equipment from reputable suppliers. Consider buying new or used equipment depending on your budget and the expected demand.
• Inventory management — Implement an inventory management system to track equipment availability, rental history, maintenance schedules, and reservations.
• Register your business — A limited liability company (LLC) is the best legal structure for new businesses because it is fast and simple. Form your business immediately using ZenBusiness LLC formation service or hire one of the best LLC services on the market.
• Legal business aspects — Register for taxes, open a business bank account, and get an EIN .
• Partnerships — Build relationships with local businesses, contractors, event planners, and suppliers to generate referrals and collaborate on projects.

Interactive Checklist at your fingertips—begin your equipment rental business today!

You May Also Wonder:

Can an equipment rental business be profitable?

Yes, you can make good money from equipment rentals since your ongoing expenses will be low. The key is to purchase the equipment that people will be most likely to rent.

How do I handle maintenance and repairs for the rented equipment?

It is important to establish a maintenance schedule and set procedures for handling repairs, including regular inspections and preventative maintenance, as well as prompt response to customer complaints or concerns. 

Can I start an equipment rental business on the side?

Yes, it is possible to start an equipment rental business on the side, although it may require significant time and effort to manage both the business and your other commitments. It is important to carefully consider your available time, resources, and expertise, as well as the potential demand for your services and the competition in the market.

Are there any special considerations or regulations for renting out heavy machinery or specialized equipment?

Renting out heavy machinery or specialized equipment may be subject to additional regulations and safety requirements, depending on the type of equipment and the industry in which it is used. It is important to research and comply with all relevant regulations and safety standards, and to ensure that your staff and customers are trained and educated on safe operation and handling of the equipment.

How to increase customer retention for my equipment rental business?

To increase customer retention for your equipment rental business, you can focus on providing exceptional customer service, including prompt response to inquiries and complaints, flexible rental terms, and personalized attention to each customer’s needs. You can also offer loyalty programs or incentives for repeat business, and regularly communicate with customers to stay top of mind and offer new promotions or deals. 

Step 1: Decide if the Business Is Right for You

Pros and cons.

Starting an equipment rental business has pros and cons to consider before deciding if it’s right for you. 

• Good Money – Depending on the equipment, you can make hundreds a day
• Flexible – Run your business from home on your hours
• Minimal Labor – Pickups and drop-offs only
• Big Competition – Compete with companies like Home Depot
• Up Front Investment – Spend some money get started

Equipment rental industry trends

Industry size and growth.

• Industry size and past growth – The global equipment rental business was worth $53.2 billion in 2020, after more than a 60% decline from 2019 numbers.(( https://www.statista.com/topics/8063/equipment-rental-market-in-the-united-states/?#dossierKeyfigures )) 
• Growth forecast – The global equipment rental business is projected to grow more than 60% by 2023 to regain its 2019 total of more than $87 billion. 
• Number of businesses – In 2021, 10,873 tool and equipment rental businesses were operating in the US.(( https://www.ibisworld.com/united-states/market-research-reports/tool-equipment-rental-industry/ )) 
• Number of people employed – In 2021, the US tool and equipment rental business employed 27,798 people. 

Trends and challenges

Trends in the equipment rental industry include:

• More and more construction companies and builders are opting to rent large equipment rather than buy, which is good news for the equipment rental industry.
• The new infrastructure bill, which is driving the construction industry, is also expected to increase the equipment rental industry.
• DIY projects are trending, with homeowners attempting to do remodeling and repairs on their own, and these people tend to rent rather than buy tools and equipment.

Challenges in the equipment rental industry include:

• Evolving technology makes it necessary for equipment rental companies to periodically upgrade their equipment.
• New technologies are being used to track equipment, which is solving a consistent problem in the equipment rental business but is an added expense for rental companies to assume. 

How much does it cost to start an equipment rental business?

Startup costs for an equipment rental business range from $8,500 to $18,000, although the costs vary widely depending on the type of equipment. These calculations assume that you will start out with large tools such as chainsaws, tile saws, drills, power washers, and so on. Costs also include the down payment on a truck or van to transport your equipment. 

Be sure to have an equipment rental agreement in place that customers must sign, and it should include a liability waiver in case someone is injured by the equipment. Also, make sure that your equipment is properly insured. 

How much can you earn from an equipment rental business?

Daily rental rates for most smaller tools average about $40. Your profit margin should be about 80%. 

In your first year or two, you might have 10 pieces of equipment and rent six of them five days per week, bringing in more than $62,000 in annual revenue. This would mean $50,000 in profit, assuming that 80% margin. As your business gains traction, you could add 10 more pieces of equipment and rent 15 of them five days a week. With annual revenue of $156,000, you’d make a healthy profit of $125,000.

What barriers to entry are there?

There are a few barriers to entry for an equipment rental business. Your biggest challenges will be:

• The startup costs to purchase equipment
• The space to store your equipment

Related Business Ideas

The Ultimate Guide to Starting a Tool Rental Business

A Beginner’s Guide to Starting a Self Storage Business

Investing in Rental Properties: Your Business Startup Guide

Step 2: hone your idea.

Now that you know what’s involved in starting an equipment rental business, it’s a good idea to hone your concept in preparation to enter a competitive market. 

Market research will give you the upper hand, even if you’re already positive that you have a perfect product or service. Conducting market research is important, because it can help you understand your customers better, who your competitors are, and your business landscape.

Why? Identify an opportunity

Research equipment rental businesses in your area to examine their products, price points, and what rents best. You’re looking for a market gap to fill. For instance, maybe the local market is missing a business that rents wet tile saws, or party supplies and party equipment like bouncy houses and karaoke machines.  

You might consider targeting a niche market by specializing in a certain aspect of your industry, such as construction equipment or larger tools for the do-it-yourself-er.

This could jumpstart your word-of-mouth marketing and attract clients right away. 

What? Determine your rental equipment

You’ll just need to determine what equipment you want to rent. You should specialize in a certain type of equipment so that you can focus on a certain target market. You might want to call construction or remodeling companies to see what they are most likely to rent.  Read how Lenny Tim innovated in the mobility scooter rental business and glean insights that could revolutionize your entrepreneurial approach.

How much should you charge for equipment rental?

Prices will vary based on the type of equipment that you rent. Check local market prices to make sure you’re competitive. You should aim for a profit margin of about 80%. 

Once you know your costs, you can use this Step By Step profit margin calculator to determine your mark-up and final price points. Remember, the prices you use at launch should be subject to change if warranted by the market.

Who? Identify your target market

Your target market will either be construction-related companies or homeowners. You should spread out your marketing to include TikTok, Instagram, Facebook, and LinkedIn. 

Where? Choose your business premises

In the early stages, you may want to run your business from home to keep costs low. But as your business grows, you’ll likely need to hire workers for various roles and may need to rent out a storage space for your equipment. You can find commercial space to rent in your area on sites such as Craigslist , Crexi , and Instant Offices .

When choosing a commercial space, you may want to follow these rules of thumb:

• Central location accessible via public transport
• Ventilated and spacious, with good natural light
• Flexible lease that can be extended as your business grows
• Ready-to-use space with no major renovations or repairs needed

Step 3: Brainstorm a Business Name

Here are some ideas for brainstorming your business name:

• Short, unique, and catchy names tend to stand out
• Names that are easy to say and spell tend to do better 
• Name should be relevant to your product or service offerings
• Ask around — family, friends, colleagues, social media — for suggestions
• Including keywords, such as “equipment rental” or “tool rental”, boosts SEO
• Name should allow for expansion, for ex: “Premier Rental Solutions” over “Power Tools Rental Solutions”
• A location-based name can help establish a strong connection with your local community and help with the SEO but might hinder future expansion

Once you’ve got a list of potential names, visit the website of the US Patent and Trademark Office to make sure they are available for registration and check the availability of related domain names using our Domain Name Search tool. Using “.com” or “.org” sharply increases credibility, so it’s best to focus on these. 

Find a Domain

Powered by GoDaddy.com

Finally, make your choice among the names that pass this screening and go ahead with domain registration and social media account creation. Your business name is one of the key differentiators that sets your business apart. Once you pick your company name, and start with the branding, it is hard to change the business name. Therefore, it’s important to carefully consider your choice before you start a business entity.

Step 4: Create a Business Plan

Here are the key components of a business plan:

• Executive Summary: Summarize your equipment rental business’s goal to provide a wide range of quality, well-maintained equipment for short-term or long-term rental to various industries.
• Business Overview: Describe your business’s focus on renting out equipment such as construction machinery, event gear, or audio-visual technology to meet diverse client needs.
• Product and Services: Detail the types of equipment available for rent, including categories like heavy machinery, landscaping tools, party supplies, or audio-visual equipment.
• Market Analysis: Assess the demand for rental equipment, considering target markets like construction companies, event planners, or DIY homeowners.
• Competitive Analysis: Compare your rental offerings to other equipment rental businesses, focusing on your strengths like equipment variety, maintenance quality, or flexible rental terms.
• Sales and Marketing: Outline your strategy for attracting customers, including digital marketing, building relationships with industry professionals, or offering competitive pricing.
• Management Team: Highlight the experience and qualifications of your team, especially in areas like equipment maintenance, customer service, and business management.
• Operations Plan: Describe the process of equipment rental, from inventory management and maintenance to customer service and delivery logistics.
• Financial Plan: Provide an overview of financial aspects, covering startup costs, pricing strategy, and expected revenue.
• Appendix: Include supplementary documents such as equipment catalogs, maintenance records, or market research data to support your business plan.

If you’ve never created a business plan, it can be an intimidating task. You might consider hiring a business plan specialist to create a top-notch business plan for you.

Step 5: Register Your Business

Registering your business is an absolutely crucial step — it’s the prerequisite to paying taxes, raising capital, opening a bank account, and other guideposts on the road to getting a business up and running.

Plus, registration is exciting because it makes the entire process official. Once it’s complete, you’ll have your own business! 

Choose where to register your company

Your business location is important because it can affect taxes, legal requirements, and revenue. Most people will register their business in the state where they live, but if you’re planning to expand, you might consider looking elsewhere, as some states could offer real advantages when it comes to equipment rental. 

If you’re willing to move, you could really maximize your business! Keep in mind, it’s relatively easy to transfer your business to another state. 

Choose your business structure

Business entities come in several varieties, each with its pros and cons. The legal structure you choose for your equipment rental business will shape your taxes, personal liability, and business registration requirements, so choose wisely. 

Here are the main options:

• Sole Proprietorship – The most common structure for small businesses makes no legal distinction between company and owner. All income goes to the owner, who’s also liable for any debts, losses, or liabilities incurred by the business. The owner pays taxes on business income on his or her personal tax return.
• General Partnership – Similar to a sole proprietorship, but for two or more people. Again, owners keep the profits and are liable for losses. The partners pay taxes on their share of business income on their personal tax returns.
• Limited Liability Company (LLC) – Combines the characteristics of corporations with those of sole proprietorships or partnerships. Again, the owners are not personally liable for debts.
• C Corp – Under this structure, the business is a distinct legal entity and the owner or owners are not personally liable for its debts. Owners take profits through shareholder dividends, rather than directly. The corporation pays taxes, and owners pay taxes on their dividends, which is sometimes referred to as double taxation.
• S Corp – An S-Corporation refers to the tax classification of the business but is not a business entity. An S-Corp can be either a corporation or an LLC , which just need to elect to be an S-Corp for tax status. In an S-Corp, income is passed through directly to shareholders, who pay taxes on their share of business income on their personal tax returns.

We recommend that new business owners choose LLC as it offers liability protection and pass-through taxation while being simpler to form than a corporation. You can form an LLC in as little as five minutes using an online LLC formation service. They will check that your business name is available before filing, submit your articles of organization , and answer any questions you might have.

Form Your LLC

Choose Your State

We recommend ZenBusiness as the Best LLC Service for 2024

Step 6: Register for Taxes

The final step before you’re able to pay taxes is getting an Employer Identification Number , or EIN. You can file for your EIN online or by mail or fax: visit the IRS website to learn more. Keep in mind, if you’ve chosen to be a sole proprietorship you can simply use your social security number as your EIN. 

Once you have your EIN, you’ll need to choose your tax year. Financially speaking, your business will operate in a calendar year (January–December) or a fiscal year, a 12-month period that can start in any month. This will determine your tax cycle, while your business structure will determine which taxes you’ll pay.

The IRS website also offers a tax-payers checklist , and taxes can be filed online.

It is important to consult an accountant or other professional to help you with your taxes to ensure you’re completing them correctly.

Step 7: Fund your Business

Securing financing is your next step and there are plenty of ways to raise capital:

• Bank loans: This is the most common method but getting approved requires a rock-solid business plan and strong credit history.
• SBA-guaranteed loans: The Small Business Administration can act as guarantor, helping gain that elusive bank approval via an SBA-guaranteed loan .
• Government grants: A handful of financial assistance programs help fund entrepreneurs. Visit Grants.gov to learn which might work for you.
• Friends and Family: Reach out to friends and family to provide a business loan or investment in your concept. It’s a good idea to have legal advice when doing so because SEC regulations apply.
• Crowdfunding: Websites like Kickstarter and Indiegogo offer an increasingly popular low-risk option, in which donors fund your vision. Entrepreneurial crowdfunding sites like Fundable and WeFunder enable multiple investors to fund your business.
• Personal: Self-fund your business via your savings or the sale of property or other assets.

Bank and SBA loans are probably the best option, other than friends and family, for funding an equipment rental business. You might also try crowdfunding if you have an innovative concept. 

Step 8: Apply for Licenses/Permits

Starting an equipment rental business requires obtaining a number of licenses and permits from local, state, and federal governments.

Federal regulations, licenses, and permits associated with starting your business include doing business as (DBA), health licenses and permits from the Occupational Safety and Health Administration ( OSHA ), trademarks, copyrights, patents, and other intellectual properties, as well as industry-specific licenses and permits. 

You may also need state-level and local county or city-based licenses and permits. The license requirements and how to obtain them vary, so check the websites of your state, city, and county governments or contact the appropriate person to learn more. 

You could also check this SBA guide for your state’s requirements, but we recommend using MyCorporation’s Business License Compliance Package . They will research the exact forms you need for your business and state and provide them to ensure you’re fully compliant.

This is not a step to be taken lightly, as failing to comply with legal requirements can result in hefty penalties.

If you feel overwhelmed by this step or don’t know how to begin, it might be a good idea to hire a professional to help you check all the legal boxes.

Step 9: Open a Business Bank Account

Before you start making money, you’ll need a place to keep it, and that requires opening a bank account .

Keeping your business finances separate from your personal account makes it easy to file taxes and track your company’s income, so it’s worth doing even if you’re running your equipment rental business as a sole proprietorship. Opening a business bank account is quite simple, and similar to opening a personal one. Most major banks offer accounts tailored for businesses — just inquire at your preferred bank to learn about their rates and features.

Banks vary in terms of offerings, so it’s a good idea to examine your options and select the best plan for you. Once you choose your bank, bring in your EIN (or Social Security Number if you decide on a sole proprietorship), articles of incorporation, and other legal documents and open your new account. 

Step 10: Get Business Insurance

Business insurance is an area that often gets overlooked yet it can be vital to your success as an entrepreneur. Insurance protects you from unexpected events that can have a devastating impact on your business.

Here are some types of insurance to consider:

• General liability: The most comprehensive type of insurance, acting as a catch-all for many business elements that require coverage. If you get just one kind of insurance, this is it. It even protects against bodily injury and property damage.
• Business Property: Provides coverage for your equipment and supplies.
• Equipment Breakdown Insurance: Covers the cost of replacing or repairing equipment that has broken due to mechanical issues.
• Worker’s compensation: Provides compensation to employees injured on the job.
• Property: Covers your physical space, whether it is a cart, storefront, or office.
• Commercial auto: Protection for your company-owned vehicle.
• Professional liability: Protects against claims from a client who says they suffered a loss due to an error or omission in your work.
• Business owner’s policy (BOP): This is an insurance plan that acts as an all-in-one insurance policy, a combination of the above insurance types.

Step 11: Prepare to Launch

As opening day nears, prepare for launch by reviewing and improving some key elements of your business. 

Essential software and tools

Being an entrepreneur often means wearing many hats, from marketing to sales to accounting, which can be overwhelming. Fortunately, many websites and digital tools are available to help simplify many business tasks. 

You may want to use industry-specific software, such as Rental 360 , EZ Rent Out , or Point of Rental , to manage your inventory, schedule, invoices, and payments. 

• Popular web-based accounting programs for smaller businesses include Quickbooks , Freshbooks , and Xero . 
• If you’re unfamiliar with basic accounting, you may want to hire a professional, especially as you begin. The consequences for filing incorrect tax documents can be harsh, so accuracy is crucial. 

Develop your website

Website development is crucial because your site is your online presence and needs to convince prospective clients of your expertise and professionalism.

You can create your own website using services like WordPress, Wix, or Squarespace . This route is very affordable, but figuring out how to build a website can be time-consuming. If you lack tech-savvy, you can hire a web designer or developer to create a custom website for your business.

They are unlikely to find your website, however, unless you follow Search Engine Optimization ( SEO ) practices. These are steps that help pages rank higher in the results of top search engines like Google.

Here are some powerful marketing strategies for your future business:

• Strategic Partnerships: Forge partnerships with construction companies, event planners, or other businesses that frequently require equipment, offering them exclusive deals or discounts for consistent rental agreements.
• Social Media Campaigns: Leverage platforms like Instagram and LinkedIn to showcase your equipment in action, share success stories, and engage with your audience by running targeted ads to reach potential customers in your local area.
• Referral Programs: Implement a referral program that rewards existing customers who refer new clients, encouraging word-of-mouth marketing and building a strong network of satisfied clients.
• Local SEO Optimization: Optimize your online presence for local search by ensuring your business information is accurate and consistent across online directories, making it easier for potential customers in your area to find you.
• Specialized Equipment Packages: Create bundled packages for specific industries or events, offering a convenient and cost-effective solution for customers who may need a variety of equipment for a particular project or occasion.
• Community Involvement: Sponsor local events, join community groups, and participate in relevant industry associations to raise awareness about your business and build trust within your community.
• Online Reviews and Testimonials: Encourage satisfied customers to leave positive reviews on online platforms like Google, Yelp, or industry-specific websites, boosting your credibility and influencing potential clients.
• Seasonal Promotions: Introduce seasonal promotions or discounts during peak periods when demand for certain types of equipment is higher, attracting more customers during specific times of the year.
• Educational Content: Create informative content, such as blog posts, videos, or webinars, that educates your audience on how to use different types of equipment safely and effectively, positioning your business as an industry authority.
• Customer Loyalty Programs: Implement a loyalty program that rewards repeat customers with discounts, exclusive offers, or priority access to new equipment, fostering long-term relationships and customer retention.

Focus on USPs

Unique selling propositions, or USPs, are the characteristics of a product or service that set it apart from the competition. Customers today are inundated with buying options, so you’ll have a real advantage if they are able to quickly grasp how your equipment rental business meets their needs or wishes. It’s wise to do all you can to ensure your USPs stand out on your website and in your marketing and promotional materials, stimulating buyer desire. 

Global pizza chain Domino’s is renowned for its USP: “Hot pizza in 30 minutes or less, guaranteed.” Signature USPs for your equipment rental business could be: 

• Rent top-of-the-line tools for your DIY projects
• Why buy when you can rent everything you need for your party?
• Heavy construction equipment at great rates 

You may not like to network or use personal connections for business gain. But your personal and professional networks likely offer considerable untapped business potential. Maybe that Facebook friend you met in college is now running an equipment rental business, or a LinkedIn contact of yours is connected to dozens of potential clients. Maybe your cousin or neighbor has been working in equipment rental for years and can offer invaluable insight and industry connections. 

The possibilities are endless, so it’s a good idea to review your personal and professional networks and reach out to those with possible links to or interest in equipment rental. You’ll probably generate new customers or find companies with which you could establish a partnership. 

Step 12: Build Your Team

If you’re starting out small from a home office, you may not need any employees. But as your business grows, you will likely need workers to fill various roles. Potential positions for an equipment rental business include:

• Drivers – equipment drop-offs and pickups
• General Manager – scheduling, inventory management, accounting
• Marketing Lead – SEO strategies, social media

At some point, you may need to hire all of these positions or simply a few, depending on the size and needs of your business. You might also hire multiple workers for a single role or a single worker for multiple roles, again depending on need. 

Free-of-charge methods to recruit employees include posting ads on popular platforms such as LinkedIn, Facebook, or Jobs.com. You might also consider a premium recruitment option, such as advertising on Indeed , Glassdoor , or ZipRecruiter . Further, if you have the resources, you could consider hiring a recruitment agency to help you find talent. 

Step 13: Start Making Money!

An equipment rental business is a great opportunity to start a company that can grow. You can run your business from home and make an excellent living. Start with small stuff, work your way up to larger items and someday your business could rival United Rentals, the largest equipment rental company in the world! 

Now that you understand the business of equipment rental, it’s time to head to the hardware store and start shopping so you can start your successful entrepreneurial journey.

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

• Decide if the Business Is Right for You
• Hone Your Idea
• Brainstorm a Business Name
• Create a Business Plan
• Register Your Business
• Register for Taxes
• Fund your Business
• Apply for Licenses/Permits
• Open a Business Bank Account
• Get Business Insurance
• Prepare to Launch
• Build Your Team
• Start Making Money!

Subscribe to Our Newsletter

Featured resources.

57 In-Demand Service Business Ideas You Can Launch Today

David Lepeska

Published on December 1, 2022

The services sector is undoubtedly the biggest economic sector in the US as it accounts for nearly 70% of the country’s gross domestic product. It ...

24 Profitable Construction Business Ideas

Published on July 13, 2022

As the US economy regains strength in the wake of the pandemic, the construction industry is anticipating strong growth with plenty ofopportunities, ...

18 Leading Rental Business Ideas for Passive Income

Published on July 12, 2022

Businesses that rely on regular rental payments are guaranteed a steady stream of income, which is why so many of them draw so much entrepreneuriali ...

No thanks, I don't want to stay up to date on industry trends and news.

Asset Intelligence and Management

• EZOfficeInventory

Physical asset management software for total visibility and efficiency

EZO AssetSonar

Automated IT asset management for hardware and software

Maintenance operations management solution for equipment and facilities

Equipment rental software to manage your business

Share this article:

The equipment rental industry is expected to reach USD 58.49 billion by 2029, up from USD 42.64 billion in 2022. The constant industry growth means it is ripe for investment. Creating a robust plan can help you start your business in this industry today. 

If you are looking to start your own equipment rental business, there are numerous aspects to consider before you jump in. From finding the right niche to targeting the right audience, and from buying the right equipment to marketing it correctly – we cover every step. 

Here are 7 steps for you to follow to get your equipment rental business up and running : 

1. Get started with your equipment rental business 

The first step towards starting your equipment rental business is to understand the market, industry, and technical jargon. Get the idea down on paper or create a digital mindmap to get a clear picture of the business roadmap. Connect all the relevant dots to verify your idea and its realistic implementation. 

Conceptualize and refine your idea 

Once you have the first machine rental business idea drafted, sit down to refine it further. Funnel it repeatedly through different filters like industry saturation, niche saturation, local competition, etc. This will help you refine the exact idea that will work best for you. 

Here are a few tips that will help you: 

• Find the right equipment 

You can find different types of equipment to rent out for different purposes. For instance, if you have enough capital, you can build a fleet of heavy construction equipment like bulldozers, loaders, etc. You can also get portable and handheld equipment like drills, chainsaws, etc. that cater to a specific industry. 

You can buy everyday tools and equipment to rent out to customers in your neighborhood. So, choose the equipment that you are well-informed about as having ample information will help you at every step of the equipment lifecycle. 

• Target a specific niche

Find a niche within the umbrella of the equipment rental business that you either have some knowledge of or have experience in. This will give you a competitive advantage from the get-go. 

Some of the popular niches in equipment rental are: 

• Construction equipment 
• Heavy equipment 
• Tools and small equipment 
• Machinery equipment 
• Road equipment 
• Dumpster rental equipment
• Lawn and garden equipment
• Carpentry or metalwork equipment 
• Determine the demand 

The next step is to research the demand in the market you are targeting. Make sure that you choose the right equipment rental business that has ample demand. For instance, if you are in a small city or town, you can offer a one-stop-shop rental solution. 

Get everything under your roof, buy equipment that is used regularly, and sign an agreement with other vendors for low-utilization equipment. If your city or town is rebuilding its infrastructure, you can primarily, offer construction equipment. Research what is in demand and stays in demand for a good chunk of the year. 

• Identify gaps and opportunities 

Once you know what equipment you will be renting out, find your competitors. Research them. Find out any business gaps that you can fill in. For instance, their business may not have specific high-utilization equipment, or maybe it is always rented out. Find these gaps and fill them in. As the saying goes, if you can’t beat them, join them. 

So, find partnership opportunities with competitors. If they have a high-revenue customer that they can’t fulfill the demand for, step in and become their vendor. There are always multiple opportunities that can be utilized to stand out from the competition. Find them and use them to your advantage. 

Equipment rental industry terms and metrics 

Every industry has its unique jargon which has evolved to be commonly used and understood by those belonging to that industry in the equipment rental industry, this jargon has officially been listed by the American Rental Association (ARA) to keep the industry standardized. 

Here are a few terms and metrics you need to be aware of: 

• Original Equipment Cost (OEC)

OEC measures the size of a rental fleet expressed in a base currency. Consistent with the concept of gross book value under U.S. GAAP, it represents the undepreciated cost of acquiring a piece of equipment.

• For assets bought off lease, OEC represents the cost paid to buy out the lease 
• OEC includes the cost of any refurbishments that can be capitalized under U.S. GAAP
• Time (Physical) Utilization (TU) 

TU is the time an equipment unit is rented divided by the total time available. Fleet-wide TU is weighted by OEC and is a measure of fleet efficiency expressed as a percentage of the time the fleet is on rent.

• TU per equipment unit = (OEC on rent during the period)/(Total OEC for the period)
• Financial Utilization ($U)

$U is a function of annualized rental revenue exclusive of ancillary fees weighted by OEC. 

• $U is calculated by dividing ‘pure’ rental revenue by the average OEC 
•  ‘Pure’ rental revenue excludes ancillary fees such as environmental fees, damage waivers, delivery charges and re-rent revenue
• Fleet Age (Age)

Age is the OEC-weighted average age (expressed in months) of the equipment in the fleet.

• The in-service date is used to calculate fleet age 
• No adjustments for refurbishments
• Change in Rental Rate (%RR) 

The period-over-period change in rental rates measures the change in average contract rental rates. Rates vary depending on contract type (daily, weekly, or monthly) and the equipment rented. 

• When reporting period-over-period rental rate changes, rental companies measure the average change in contract rental rates weighted by the prior period revenue mix

(These terms have been taken directly from the ARA Rental Market Metrics ) 

2. Research your market and locality 

Conducting a detailed analysis of your target market and locality will give you meaningful insights that will help you make informed decisions about your equipment rental business. Analyze and understand the competition to effectively offer better rentals to your customers. 

Do an in-depth analysis

This is where pen and paper or a digital notetaking app will help you. Write down everything your competitors are offering, learn how they offer it, what prices they have, and how they’re able to retain their customers. These small details will significantly help you in the long run. 

Take these steps to set up Northstar for your equipment rental business: 

• Conduct thorough market research

In in-depth market research, try to find your competitors locally, county-wide, and in your state. The wider your scope of research, the more insights you will get. Keep in mind that if you’re starting a heavy equipment rental business, you may have to shorten the radius since logistics will be an important financial aspect to consider. However, you can bypass that by offering delivery and pickups as an additional service. 

• Analyze pricing strategies

The next step will be to check the average pricing for the equipment you are planning to rent out. The price may vary depending on factors like availability, time of the year, weather conditions, etc. For instance, the weather-specific equipment will be priced differently during high-utilization and low-utilization months. Consider all factors before finalizing the pricing for your equipment. 

• Figure out your USP 

The unique selling point (USP) of your business will be the decisive factor for customers to come to you rather than your competitors. So, stand out among the competition with a meaningful USP. For instance, you can offer to rent during days when all other competitors are closed. You can add extra services such as logistics, on-the-spot maintenance of your equipment, etc. Find something that solves crucial challenges your customer base is facing. 

3. Plan your equipment rental business 

The next phase in starting your construction rental equipment business is to plan it in detail. Take the initial concepts to the next stage. Define a future-proof business plan, estimate and set budgets, and keep all financial aspects in mind. 

Chalk out a future-proof business plan 

If you want to future-proof your business, you start with a roadmap that accounts for all factors that may affect your operations. You will have to define a proper business plan including deep dives into operations, finances, and marketing. 

Here’s what to do: 

• Detail the business plan

Outline a business model that covers all aspects of your operational workflows. Understand how your business will operate, which equipment rental software to use, what a single workday will look like, etc. From day-to-day operations to monthly reporting, and from quarterly projections to yearly goals – write down everything. 

• Define business goals for your target market

Once you have your unique value proposition in place, you will have a clear picture of what your business goals should be. Consider your target market. If you’re targeting construction equipment rentals, what value will your rental business provide to construction companies?

 If you are starting a small equipment rental business, why should your community come to you instead of buying their own? Have clear goals regarding what you want to achieve, and highlight the value you’ll add for your customers.

• Outline marketing strategy 

Once your business plan is ready, you will then have to figure out how you will market it to your customer base. Define a few ideal customer profiles (ICPs) that will help you provide more value to individual customers. For instance, if you are a small equipment rental business, one of your ICPs may be a hobbyist who enjoys making wood furniture as a side gig. Define your ICPs and market your business around them. 

Set a budget for your equipment rental business 

Once you’re done with the business plan, move on to budgeting your rental business. This will help you forecast all kinds of financials you need to be aware of. A robust financial plan will include equipment, startup, leasing, permits, insurance, logistics, marketing, and operational costs. 

These tips will help you create a solid financial plan: 

• Calculate all initial business costs 

Anticipate and note down every kind of cost that you will have to bear from the start of your rental business to when it’s operational. If there’s anything you think will have a price attached to it, note it down. It is always better to be prepared. 

• Identify operational costs 

It is important to be aware of all costs associated with running your equipment rental business. Depending on the type of equipment you offer, you will have to consider the cost of regular maintenance, servicing, repairs, and even breakdowns. Have a strategy in place to recover damages easily. Include costs for rental software, staffing, overheads, and marketing in operations as well. 

• Set revenue targets 

Once you have decided on the rental prices for your equipment, it will be easier for you to forecast your regular expected cash flow. Set revenue targets for every quarter and plan your business strategies accordingly. It is easier to set a revenue target first and then try to achieve it rather than jumping in and hoping for the best. Revenue targets will help you align your marketing and rental strategies. 

• Review quarterly and align 

Consider the first year of your rental business as a trial period. You will be testing out various strategies to find the one that works for you. Schedule weekly, monthly, and quarterly reviews to nudge your business in the right direction. This is crucial. 

Highlight what is working for you, what can be improved, and what needs to be eliminated. If you’re using holistic rental software , it will highlight which equipment is performing well and which has low utilization. You can add and subtract equipment to your rental assets to retain and increase revenue every quarter. 

Financial aspects to keep in mind 

For an equipment rental business, there are a few key financial aspects that you need to consider. These can easily make or break your business. Think them through properly, and come up with a strategy customized for your rental business and your customers. 

Here are the crucial financial metrics to consider: 

• Rental rates

You can set your rental rates for your equipment depending on the market, locality, demand, and customers. The rental rate for one specific piece of equipment will also vary depending on its type, the time of year, and the condition of the equipment. Generally, all equipment rental businesses offer a daily, weekly, and monthly rate. As a rule of thumb, the longer your equipment is rented, the higher the profit will be, even if the daily rate for that period is lower than the average daily rate. This is because you will have fewer costs added to it like maintenance, downtime, and delivery and pickup. 

• Utilization 

Keep in mind that equipment with high utilization will always yield a higher profit. But to cater to this high demand, you have to add more rental equipment to fulfill the demand. You can very easily lose business to a competitor if your high-utilization equipment is frequently unavailable due to being rented out or maintenance. Your competitors will happily jump in to fill this gap for your customers. 

• Seasonality 

Depending on where your business is located in the States, you have to consider seasons as a factor that will affect your rental business. The summer months are usually busier and the winter months are slower. You can add a wide range of equipment to cover both seasons. For instance, you can offer construction equipment during the summer and winter equipment during the snowy months. 

4. How to buy the right equipment for your business 

When buying equipment for your rental business, ensure that you get the best deal. The condition and durability of your equipment will determine how successful your rental business will be. Buy, lease, and get what your customers need. 

Think through the equipment purchases 

There can be multiple ways you can populate the assets and inventory of your equipment rental business. You should always get the best bargain via payment options that suit your needs and budget. 

Here’s what to look for: 

• Choose to lease or buy the equipment 

If you have enough capital to buy all the necessary equipment at the beginning of your business journey, go ahead and buy it all. If not, you can segment your equipment purchases into high-utilization and low-utilization, and buy the former first and buy the latter down the line. If you’re low on capital, leasing can be a great option to minimize startup costs. You won’t have to dip into too much capital upfront. 

• Find out the value of individual pieces of equipment 

Evaluate every single piece of equipment to assess its utilization level and profit margin. This way you’ll be able to get the right tools that get you the revenue you want to achieve your fiscal targets. Keep in mind that high-value equipment usually has regular high maintenance costs as well. If you’re only starting out, you can avoid the high-value equipment for the initial 3 to 6 months. As your business grows, you can buy those as well. 

• Buy the equipment your customers need 

Another best practice is to customize your equipment purchases to cater to the needs of your customers. Rather than buying the equipment you want, you can buy the equipment your customers need. That way, you will ensure regular bookings and rentals for your assets. 

Get the best possible deals 

Let your bargaining prowess shine through when you go out to buy the equipment you want for your business. It’s a simple game of getting the best deal possible after searching for what’s available in the market and for how much. 

Here are a few tips that will help you get the right equipment: 

• Get rates locally and online 

Although the same piece of equipment may be available at different prices in different States, you should always be aware of the price differences. First, go out into your local market, browse through the vendors, and compare prices there. Then, tally these prices with online stores even if they’re not from your own State. 

This will set a good baseline price for you. When comparing prices, include shipping costs, wherever applicable, in the overall price. Logistically, heavier equipment will be cheaper to buy locally, but you may get a better deal online for small equipment. 

• View warranties and reviews beforehand 

To make an informed decision when purchasing equipment, make sure you compare not only the prices but also the warranties offered. If you are buying equipment you personally have not used before, it is better to read customer reviews in depth, especially for high-value equipment. Chances are that a similar piece of equipment from two different manufacturers may have different longevity and durability. Also, dive deep into the troubleshooting forums of high-value equipment to find out if customers have faced a similar maintenance issue with certain equipment. It’s good to know all this before making a bad investment. 

• Buy in bulk or ask for further discounts 

Lastly, if you are purchasing more than one piece, buy it in bulk as it will reduce the overall cost. Find wholesalers who may be able to get you a better deal. Even if you are buying from a retailer, don’t shy away from asking for a further discount. Build good vendor relationships from the start. Let your vendors know you are here for the long run. It will help in creating a lasting customer relationship with them. 

Increase the lifecycle of your equipment 

Once you have bought the equipment you need for your rental business, the next step is to ensure that you increase their lifetime value. Your equipment will be your bread and butter, so make sure you maintain, service, and repair regularly. Well-maintained equipment will have zero to low downtime since it will keep on running like a well-oiled engine. 

Follow these tips to ensure longer equipment lifecycles: 

• Schedule and perform regular maintenance and inspections 

Great rental software will help you create regular maintenance checkups for your equipment. You can also schedule inspections to check if there is any problem that needs fixing. For heavy construction equipment, you will have to change oil, filters, etc. Maintain a way to schedule these regularly. A best practice is to fix a timeline or use the odometer readings. For instance, you can plan maintenance after every 100 hours or every 100 miles. 

• Track and analyze maintenance, servicing, and repairs 

Keep track of all your maintenance, servicing, and repairs to quickly assess the health of your equipment. Vehicles and construction equipment that have been cleaned, maintained, serviced, and repaired on time will always have a higher probability of being rented out frequently. Analyze your maintenance, schedule accordingly, and minimize your costs. 

• Provide necessary guidelines or train customers 

Most equipment breakdown happens when the equipment is not handled properly. To ensure that this doesn’t happen, provide guidelines to your customers on how to correctly operate and use the equipment. If your customer is a first-timer, you can offer to train them on the equipment, for free or with an additional charge. Always be available for support in case an experienced customer faces a mechanical breakdown while using your equipment. 

The best equipment to rent 

To get an idea of which equipment you should buy for your equipment rental business, you can browse this list. These items are utilized regularly and are rented frequently:  

• Regular and mini excavators for excavator rental business
• Skid steers
• Wheel loaders
• Graders 
• Bulldozers 
• Track loaders 
• Multi-terrain loaders 
• Wheel excavators 
• Trailers 
• DIY and everyday tools for small equipment rental business 
• Equipment for machine rental business 
• Lawn and garden tools 

5. Prep your equipment rental business for the web  

After purchasing the right equipment for your business, you have to find the right channels to market it. If your target market is local, you can print out flyers and put up a billboard in a strategic location. Apart from this, you can leverage the power of the internet to increase your outreach. 

How to rent out equipment online 

You can use rental software to manage your rentals online. You can also create a website and webstore to redirect your customers to your online portal. Since the rental software is a turnkey solution, you’ll be able to kickstart your rental business from day one. 

Here are a few steps you can take to highlight your online presence: 

• Create a professional website and webstore 

Start with a professional website for your equipment rental business. Research the available options as some rental software comes packed with the ability to create a website or a webstore directly. You can populate your equipment assets onto the webstore so your customers can book rentals online. An online webstore will take your business to the next level by allowing your customers to check availability and rent instantly. You won’t have to worry about the time and costs involved in booking orders on a one-on-one call. 

• Integrate industry keywords and SEO 

Research your industry and competitors, and find out what your customers are searching for on all popular search engines. Use a keyword generator to compile a comprehensive list of relevant industry keywords and hundreds of their variations with ranking and traffic potential. Pay attention to such metrics as search volume, competition, and search intent to choose the most promising search queries.

Once you have a list of keywords they are using, you can incorporate them into your website to achieve higher discoverability. The more eyeballs you get on your business website, the more customers you may be able to do business with. 

• Leverage social media to build trust 

In this time and age when everyone is present on social media, leverage it for your business. Be present where your customers are, and engage with them frequently. Resolve their issues there, inform them of discounts, attract them to your business, and build long-lasting relationships.  

Build your team 

For a business to successfully grow, you need to hire a team of specialized professionals who can help you in different aspects of your rental business. To reduce costs at the start, you can be a one-person-army and handle everything yourself. But if you want to grow, you will have to build a team. 

These tips will be useful in building a dream team: 

• Identify critical roles 

Find out what the critical roles are for your equipment rental business. You may not need the conventional roles a regular company has, or you may have the margin to merge two similar roles into one. Plan your business team accordingly. Whatever you can do quickly, do it yourself, whatever else remains, delegate it. You can take ownership of sensitive business roles and hire professionals for all other tasks. This is where powerful rental software will act as another member of your team by automating a high number of your rental workflows. 

• Empower your team with knowledge 

A great business owner takes a leadership role and enables their team to take ownership of their individual departments. Take time out to train your employees with the right tools and knowledge so they can handle everything on their own rather than escalating every minor issue to you. Train them on the rental software as well or get the help of the rental software company to get your employees onboarded quickly. 

6. Consider legal aspects from every perspective  

There are certain legal considerations you need to be aware of for your equipment rental business. Safeguard your business by getting relevant guidance online and from related authorities. You will have to get permits, licenses, insurance, etc. before you can actually start your business. Research online, visit helpdesks of relevant government agencies or get insights from similar businesses in your area. 

Create robust procedures 

To streamline your rental operations and ensure consistency in the quality of your business, get proper and robust procedures in place. Fill the gaps and cover all contingencies by creating a process for every rental business workflow. 

Here are a few guiding points to help you get started: 

• Write down comprehensive rental agreements, contracts, and policies 

Have proper rental agreements and contracts on your rentals. In all of your customer-business interactions before, during, and after renting out, get an agreement document signed. Write clauses in that agreement or contract to cover all your bases. If it is high-value equipment, you can get pre-booking agreements signed by your customers as well. Jot down comprehensive agreements that help your customer understand how and what action needs to be taken in case of a contingency. 

• Detailed inventory management 

Manage your rental assets efficiently via rental software to always know where every piece of equipment is and for how long. Your inventory management will ensure that you get the best ROI on every piece of equipment available at your rental business. 

• Streamlined logistics, pickups, and deliveries 

If you are planning on offering delivery and pickup services to your customers, you can charge them for this service. If you want them to manage this on their own, make sure that you have a few logistics companies at your disposal to offer to them. Build trust with logistics and ensure peace of mind knowing your equipment won’t be damaged during transportation. 

• Establish maintenance and servicing protocols 

Have proper protocols in place for checking in and out of your rental equipment. Ensure that regular cleaning, maintenance, servicing, and repair protocols are followed. The time you spend in creating these protocols will save you time and money you won’t spend on breakdowns and equipment downtime. 

• Power up with rental software 

Get equipment rental software to automate your workflows. A holistic software will include every workflow your rental business needs. These crucial workflows are order management, customer management, bookings, tracking, invoice management, recurring orders, sub-renting, documentation, analysis, custom reports, customer portal, rental webstore, and much more. Go with rental software that helps you automate as many of your workflows as possible. 

7. Launch your equipment rental business 

Finally, when you have taken all the necessary steps, get ready to launch your equipment rental business. Market it to your customers through the right channels, book orders, and let the equipment rental business begin. 

Happy renting!

Was this helpful?

Frequently asked questions, what construction equipment is rented out the most, how profitable is an equipment rental business, what is the most profitable construction machinery, explore more articles.

33 Rental Business Ideas for Investment in 2025 

Understanding Rental Equipment Procurement in Construction

10 Best Practices for Managing Your Rental Inventory

30,000+ signups by rental businesses everything your rental business needs.

Connect with EZO

Sales and support

[email protected]

[email protected]

EZO offers innovative asset intelligence and management solutions, trusted by thousands of organizations worldwide

• Press Releases
• Terms of Service
• Privacy Policy

Copyright © 2024 EZO. All rights reserved.

Personalized Demo For You

Please share your details below & let our Product Specialist get back to you