More in Rental & Fleet Utilisation is part of Rental & Fleet Utilisation in Windward System Five. System Five includes 24 documented capabilities here — all 24 optional. Trades that lean on it include Powersports Sales Service & Rental, Party & Equipment Rental Businesses, Medical Supply Sales, Service & Rental.
These 24 capabilities sit within System Five's 1287-capability documented set — a selection, not a ceiling.
Post ex-rental sales to the right accounts
Selling ex-rental or trade-in goods switches the transaction into an alternate mode that posts through the alternate ledger accounts defined on rental sub-categories.
Add a standard surcharge to every hire
A surcharge calculated as a percentage of the invoice's total rental value is added automatically as the invoice is exited, with enforceable minimum and maximum values, recognised by a dedicated ledger account. A wizard creates the ledger code, category and part.
Stop double-booking the same machine
Conflict messages and popups are raised at point of sale when a booking clashes with an existing one, each independently switchable.
Charge for damage and cleaning on return
Additional fees justified by the item's condition — cleaning, damage — can be added when the item comes back, and the rental period can be lengthened or shortened at return with the price recalculating.
Stop re-renting gear that needs checking
Rental unit items support additional Available / Unavailable states with optional checklists that must be completed before a returned unit becomes rentable again.
Stage tomorrow pickups before customers arrive
The Current Rentals tab lists everything scheduled for pickup over a date range in invoice or item view, with an invoice subtotal column, used to stage inventory for pickup and to find contracts when a customer returns early.
Drop the rate when they take more
Rental rates can differ by department, and price schedules can step automatically at the till once rented quantity exceeds defined thresholds.
Turn retired rental gear into used stock
Equipment coming off rental is received back as used inventory through a stock receiving report with its serial or asset number, costed against a dedicated supplier account and matched to a bill.
Take a rental deposit that actually holds
For rental deposits the recommended handling is to take a full deposit at the counter and refund the difference when equipment comes back, rather than relying on a card pre-authorization.
Get utilisation figures right from day one
The item stores lifetime rental time and revenue with an adjustment tool for pre-System-Five opening balances, and lets you override the rental time period used in utilisation dollar calculations and set non-available time used in both time and dollar utilisation.
Record hours on gear out and back
Meter readings are created during rental check-out and return, and the values recorded update the unit and populate its maintenance tracking records automatically.
Set a floor charge on every hire
Each price schedule can carry a minimum charge applied across all its time periods, and a single depreciation percentage of the amount charged is applied to serialised rental units as they go out.
Free up assets nobody picked up
The No Shows tab lists items reserved but never picked up as of a chosen date, so staff can cancel the reservation and free the asset or chase the customer.
Chase the gear that never came back
The Overdue tab lists everything rented out but not returned by its due date and time as of a chosen date, in invoice or item view, sortable by customer, item, time in or time out and printable, with drill-through to the invoice or customer record.
Set hourly, daily and weekly rates
A rate is defined for every combination of rental time period and price schedule — five time periods across thirteen schedules is 65 rates — with the grid pivotable between rules and time periods.
Tell the customer if it is free that day
A per-item calendar shows rentable quantity by day — total quantity less what is out on contract or reserved, plus returns due — with optional quantity-out and quantity-reserved rows, multiple items added at once, and a printable tear sheet for quoting.
Control what the hire contract shows
Element-by-element control over what rental detail prints in invoice line comments, covering rates, minimum charge, meter in and out readings, and rental dates and times, without affecting what staff see on screen.
Stop faulty kit going straight back out
Returned units move automatically to an Unavailable state and cannot go out again until a user clears them. Optional check lists, unlimited in number and in steps, must be fully ticked first, and completed lists are retained showing the date and user for each step. Only users with a specific permission, or supervisor override, can change a unit's state.
See which machines are out on hire
The unit report filters by rental status using both manually entered and automatically recorded status values.
Rent an asset without booking its cost
Setting a sub-category type to Rental instructs the point of sale to post no cost of goods when an item in that sub-category is rented out, while still allowing separate income and cost accounts for when that rental asset is eventually sold.
Track when kit went out and back
Rental start and end times are set for the whole contract or per item, all items switched to out or returned in one action, elapsed days and hours calculated automatically, and contracts flagged open-ended for renewal reporting.
Show included hours on the rental statement
When rental allowances are enabled, a usage allowance column becomes available on the statement item grid.
Hold kit for a job not yet confirmed
A nominated estimate subtype makes rental items on an estimate count as reserved against availability, and renewable items can be held reserved indefinitely and kept out of available stock.
Take gear back across several contracts fast
The Returns tab lists everything currently OUT by invoice or by item and supports returning all items on one work order, a single item off a multi-item contract, or items across multiple work orders in one pass; the list can be filtered by invoice, scanned part, serial or customer account.
Yes. The Overdue tab lists everything rented out but not returned by its due date and time as of a chosen date, in invoice or item view, sortable by customer, item, time in or time out and printable, with drill-through to the invoice or customer record. This is optional in System Five.
Yes. A rate is defined for every combination of rental time period and price schedule — five time periods across thirteen schedules is 65 rates — with the grid pivotable between rules and time periods. This is optional in System Five.
Yes. A per-item calendar shows rentable quantity by day — total quantity less what is out on contract or reserved, plus returns due — with optional quantity-out and quantity-reserved rows, multiple items added at once, and a printable tear sheet for quoting. This is optional in System Five.
Yes. Returned units move automatically to an Unavailable state and cannot go out again until a user clears them. Optional check lists, unlimited in number and in steps, must be fully ticked first, and completed lists are retained showing the date and user for each step. Only users with a specific permission, or supervisor override, can change a unit's state. This is optional in System Five.
Yes. A surcharge calculated as a percentage of the invoice's total rental value is added automatically as the invoice is exited, with enforceable minimum and maximum values, recognised by a dedicated ledger account. A wizard creates the ledger code, category and part. This is optional in System Five.
Yes. Conflict messages and popups are raised at point of sale when a booking clashes with an existing one, each independently switchable. This is optional in System Five.
Every capability on this page is documented in the System Five capability index. Last updated 2026-11-05.