Returns are hard to prove.
A customer says all nine items came back. Your depot note lists seven. Nobody can show which two are missing.
Q · A
What does Rotion do for an equipment rental company?
Rotion gives every rental item its own identity and records each check-out, handover and check-in with a scan. It shows which customer or job site holds each item, flags overdue returns, attaches damage photos to the return and reports utilization per item. Your rental system keeps contracts and invoicing.
- Works on items without power or telematics
- Runs alongside your rental ERP
- Deposits and damage backed by scan evidence
01The problem
The contract line is not the item.
Rental systems count quantities per contract. Losses, damage and disputed returns happen at the level of the single item.
Damage surfaces too late.
Damage is found at the next check-out, long after the customer who caused it has gone.
Utilization is a guess.
Some items are always on hire and others never leave the shelf. Without data per item you buy more of the wrong kit.
02Off-hire
Seven of nine, and which two.
A customer says the whole order came back. Rotion shows each item on the contract with its last scan, so the gap has names, places and a holder.
Contract R-24117Contractor 12, Site 3 Ghent
Returned7 of 9
Missing2
Damaged1
Blocked for test1
Days on hire13
#ItemNameAt check-inLast scan
- 01BRK-0412Demolition breaker 11 kgReturnedOct 5, Depot Ghent
- 02BRK-0418Demolition breaker 11 kgChisel holder cracked, 1 photoDamageOct 5, Depot Ghent
- 03GEN-0071Generator 6 kVAReturnedOct 5, Depot Ghent
- 04LGT-0233Site light towerReturnedOct 5, Depot Ghent
- 05LGT-0234Site light towerHanded to Subcontractor 4Not returnedOct 2, Site 3 Ghent
- 06PRP-1102Scaffold prop set6 props, one case, one scanHanded to Subcontractor 4Not returnedOct 2, Site 3 Ghent
- 07CUT-0090Floor sawReturnedOct 5, Depot Ghent
- 08HOS-0310Water hose kitCase with 3 hoses, contents checkedReturnedOct 5, Depot Ghent
- 09PMP-0055Submersible pumpElectrical test overdueBlocked, test dueOct 5, Depot Ghent
Check-in facts go back to your rental system. Contracts and invoicing stay there.
03Closed loop
Everyone who holds your kit.
Items move from depot to customer, job site and back. A scan at each handover shows who is responsible right now.
- 01Depots
Check items out and in with a scan, the small kit included.
- 02Customers
Sign for what they take, so each hire starts on a record.
- 03Job sites
Show which items are on site and since when.
- 04Subcontractors
Take over items on site. The handover moves responsibility with it.
- 05Carriers
Confirm deliveries and collections, so nothing goes missing between stops.
- 06Repair shop
Logs damage photos, repairs and the date an item is ready again.
Field results from operators running Rotion across pools, retail and industry.
28%
S.01fewer assets lost
9%
S.02smaller fleet needed
575,310
S.03assets tracked
Trusted by these organizations.
04How it works
Check-out to check-in.
Depot staff, drivers and customers scan with any phone or reader. Each scan moves custody, so every item has one responsible holder.
- 01
Check out
Items leave the depot against the order. One scan per item or per case.
- 02
On hire
Items move between job sites and subcontractors. Custody follows each handover.
- 03
Check in
Returns scan in at the depot. Missing items and damage show at once, with photos.
- 04
Inspect and ready
Repairs, tests and cleaning log per item before it goes out again.
05Utilization
Which breakers earn.
Every check-out and check-in is recorded per item, so you see days on hire for each one before you buy more of the same.
Demolition breaker 11 kg
Depot GhentWeek 30 to 4114 items
BRK-041067756776576790%76 d
BRK-041176577677657690%76 d
BRK-041257667756767588%74 d
BRK-041377657675676790%76 d
BRK-041465776567765687%73 d
BRK-041576675766577689%75 d
BRK-041630420340230430%25 d
BRK-041702403204302327%23 d
BRK-041824030230467R37%31 d
BRK-041940234003243030%25 d
BRK-04200000000000000%0 d
BRK-04210000000000000%0 d
BRK-04220000000000000%0 d
BRK-04230000000000000%0 d
06Platform
Control per rental item.
Who holds what
Every item per customer, job site and depot, updated with each scan.
Read more
Overdue and missing items
Autopilot flags items past their return date and returns that came back short.
Read more
Utilization per item
Days on hire, idle time and turns for every item and item type.
Read more
Deposits and damage
Deposits held and released per customer, with damage photos from the check-in scan.
Read more07Autopilot
It notices first.
Autopilot watches every scan in your loop, flags what is going wrong, proposes the fix with its reasoning, and acts once you approve.
How Autopilot worksA scaffold prop set and a site light tower on hire to Contractor 12 are 9 days past their return date.
Why
The rest of the order came back on 5 October. The last scan of the missing items was at Site 3 in Ghent, where Contractor 12 handed part of the kit to Subcontractor 4.
Proposes
Send Contractor 12 the item list with the last scans and hold € 640 of the deposit until the items return.
ApproveEditconfidence 92%
Overdue items recovered this month37
Sample dataWhere to go next.
Q.01Do we need to replace our rental software?
No. Your rental system keeps contracts, rates and invoicing. Rotion adds identity, custody and return evidence per item, and can feed the check-in facts back to it.
Q.02Does Rotion work on equipment without power or telematics?
Yes. Rotion identifies items by QR code, barcode or RFID, so tools, cases, panels and accessories need no device. Large machines get a code too and sit in the same system.
Q.03How does Rotion handle damage on return?
At check-in, staff scan the item and add a note and photos. The damage is attached to that item and to the customer who held it, with time and place, so a claim rests on evidence.
Q.04Can we see utilization per item?
Yes. Every check-out and check-in is recorded per item, so Rotion shows days on hire, idle time and turns for each item and each item type.
Q.05How do we start?
Start with one depot and the items you lose most often. Put a code on each, scan at check-out and check-in, and roll out to more depots on the same setup. Most teams go live in weeks.
Q.06Can Rotion stop kit going out with an overdue test?
Yes. Rotion keeps inspection and test dates per item, for example electrical tests or lifting gear inspections, and blocks the check-out scan when a date has passed until the item is tested again.
Q.07How do cases and kits work?
A case or kit gets its own code and holds its contents, so one scan checks out a set of props or a hose kit. At check-in, staff confirm the contents and anything missing is recorded against the customer who held the case.
