Service provider (construction and event infrastructure) seeks rental management software

We are a service provider based in southern Germany that supplies infrastructure for construction sites and events, and we are looking for new rental management software.

The system should enable automated, cumulative invoices that can be sent out monthly or at customisable intervals (e.g. fortnightly). It must support both one-off sales items and recurring items, which are automatically calculated based on the rental period. In addition, tiered rental rates must be supported, so that prices adjust automatically depending on the rental period or quantity.

Contracts should be flexibly customisable, so that equipment can be added or removed during the term without having to create a new contract. Partial returns within ongoing contracts should also be possible, with the remaining stock continuing automatically and being invoiced accordingly. Furthermore, advance payments and deposits must be supported.

A scan function should be able to update stock levels directly within quotes and contracts.

An availability overview is also required, which shows within the quote itself whether equipment is available during the desired period. In addition, there should be a booking function that allows equipment to be reserved for the rental period.

The system must be able to manage multiple warehouse locations, with materials able to be reserved across warehouses within a single quotation.

An overview of all current contracts and future reservations is also required, sortable by various criteria such as item or date.

Other important functions include:

• Booking histories
• an overview of outstanding invoices, including reminder stages, and
• the ability to adjust prices directly (not just via discounts)
• in addition, automated items should be supported, where sub-items are added automatically but their quantities can be adjusted individually
• multiple users should be able to work simultaneously in the system with their own accounts
• furthermore, the tax rate must be individually configurable depending on the country
• Materials should be checked in and out via a scanner
• Migration of data from the legacy system would be desirable
• On-premises or cloud

Approximately 10 software workstations are required. The system runs on MS Windows.