Equipment rental quoting software for rental counters and yards

No, and this is the most important answer on the page. ExtraflowDoc is quoting and document software: it builds the quote, the rental agreement, the delivery note and the invoice. It is not a rental management system. If what you need is a system of record for your fleet, keep looking — or run one alongside this, which is what most of our users in adjacent trades do.

No. There is no availability calendar, no reservation or booking engine, and nothing that prevents you quoting the same excavator to two contractors for the same two weeks. ExtraflowDoc does not know what is sitting in your yard. The worked example on this page handles that the way most yards do — a line in the terms stating that prices are subject to availability at the time of booking — but the checking is yours.

No. There is no asset register, no serial or fleet numbering, no hour meters, no GPS or telematics feed, no utilization reporting and no maintenance scheduling. You maintain your own fleet catalog inside the CRM — each machine with its rate and its specification — and search it while building the quote. That means the machine list on your quotes is yours to keep current.

No. There are no condition reports, no return inspections, no damage charges and no deposit handling. ExtraflowDoc covers the paperwork up to and including the signed agreement and the invoice; what happens when the float brings the machine back is outside it.

Yes, and it is the reason this page exists. Each line carries a rate and a rental period, and the line total is calculated from them, so a daily machine and a monthly machine sit in the same table without you keeping two documents or two spreadsheets. The rental dates print on the line, which is what stops the argument about whether the last day was chargeable.

Yes — that is what calculated periods are for. The worked example on this page runs a skid steer for four weeks and one day and bills exactly that, rather than rounding up to five weeks. Set the dates and the arithmetic follows; change the dates when the contractor extends and the total follows with them.

Yes. Sub-items sit beneath their parent line, so the jackhammer, grapple and rakes appear under the excavator rather than loose at the bottom of the quote, and the machine's photo sits on the same row. The contractor reads one package per machine, which is how they think about the rental.

Yes, and on a rental quote they earn their place. Full-width image blocks with written descriptions carry power, operating weight, height, width and visibility for each machine beside its photo. Height and width are the two numbers that decide whether the machine can physically get on site, so answering them in the document saves a phone call per quote.

Yes. Discounts sit per line and show in their own column, so you can take ten percent off a skid steer that is otherwise idle and leave the excavator at full rate. The contractor sees exactly where you moved, which is a better negotiating position than a vague percentage off the bottom line.

Yes. Save a finished quote as a template and the next one starts from the same structure with the spec sheets and terms already in place, and keep your machines in the product catalog with their rates so you search rather than retype. A rate card that holds for a season is worth setting up once.

ExtraflowDoc installs into Pipedrive and opens inside the deal, so the quote is built where the rental enquiry already lives. The renter's contact details populate themselves, and any Pipedrive custom field can be placed anywhere in the document — required on-site date, access width, ground conditions. Your fleet sits in the Pipedrive product catalog, so you search for a machine and it arrives with its rate and its photo rather than being retyped; tiered pricing holds your day, week and month rates per machine so the right one applies without a lookup; and calculated fields run the price × quantity × days formula that makes the rental period work. A machine you add on the fly can sync back to the catalog. The signed PDF stays on the deal. What Pipedrive does not give it is any sense of what is sitting in your yard — availability is still yours to check.

Yes. ExtraflowDoc installs into monday.com and opens inside the board item, and the mapping is the part that matters for rental work: any column on your board can populate the document — text, numbers, dropdowns and, crucially, dates, so the rental start and end columns you already keep flow straight onto the line rather than being copied by hand. Your machines live on the Products & Services board and are searchable with their photos and rates, with the same calculated fields and tiered pricing as Pipedrive, and a one-off machine can sync back to the board. The finished quote is stored against the item, so the rental and its paperwork stay together instead of the quote living in someone's downloads folder.

Yes. Agreements, delivery notes and invoices are document types in the same editor, and a won quote converts with every line carried over. The machines on the delivery note are the machines the contractor signed for, because they are the same lines — which matters when a dispute turns on what was actually sent.

ExtraflowDoc's free plan covers 5 documents a month per company with unlimited users — workable for a yard quoting a handful of rentals a month. Paid plans start at $20.69/month for 20 documents, and because billing is per company rather than per seat, putting the whole counter on it doesn't change the price.