Equipment Rental Management
🏆 This template has been featured on Notion Collection's Top 10 PaidEnterprise Templates! 🏆
Skip the expensive and complex software. Start managing and tracking equipment rentals and bookings with this Notion template
The Equipment Rental Management template allows you to manage and track rental equipment and bookings. Whether it's event gear, cameras, vehicles, machinery, or audio/video equipment, this template seamlessly adapts to any rental product.
Screenshots
(click the image to 🔍 zoom in)
Key Features
Comprehensive Dashboard
Get a complete overview with a customizable dashboard that displays all essential data at a glance — seamlessly pulling information from multiple databases.
Efficient Rental Management
Easily organize and track rental contracts, monitor key dates, rental durations, amounts, and payment statuses — all in one centralized page.
Rental Item Tracking
Manage individual rental items with detailed records, automatic cost calculations, and smart alerts for overlaps or equipment issues.
Flexible Inventory Management
Easily manage both single-unit items (like machines with serial numbers) and bulk items (like chairs and tables). Track total quantities, real-time availability, and essential product-level details such as condition, status, and general photos — all streamlined for efficient operations.
Seamless Payment Tracking
Stay on top of rental payments, monitor outstanding balances, and ensure accurate financial records with easy-to-use payment tracking.
Customer Relationship Management
Store customer contacts, track rental histories, and access all client information in one place to deliver faster, better service.
Powerful Data Visualization
Unlock insights with integrated charts to analyze rental performance and trends. The included charts are preconfigured but fully customizable to fit your needs. You can edit filters, change chart types, remove any you don’t need, or create new ones from scratch. Requires a Plus or higher Notion subscription.
Comprehensive Help Guide
Get the most out of your template with detailed step-by-step guides, best practices, common workflows, and tutorial videos — making setup and management effortless.
Fully Customizable
Tailor the system to your needs: add custom fields, adjust workflows, modify views, and adapt the template to fit your business processes and legal requirements.
Versatile for Any Rental Business
Perfect for renting event gear, cameras, vehicles, heavy machinery, audio/video equipment, and more — built to flexibly adapt to any rental business model.
For Whom?
📦 Equipment Rental Businesses
Examples:
- AV gear providers
- Foodtruck or kiosk rental services
- Machinery or furniture rental companies
Why it's a perfect fit:
- Track bookings, availability, and return dates easily
- Manage contracts, payments, and maintenance in one place
- Handle both single-unit and bulk rental items
Built for businesses that rent out physical equipment of any kind — flexible enough to adapt to your model, whether you rent foodtrucks, sound systems, or power tools.
🎥 Freelancers & Creators
Examples:
- Photographers and videographers renting gear
- Independent content creators
Why it's a perfect fit:
- Track rentals, clients, and due dates with ease
- Ensure gear is available and accounted for
- Keep a professional, automated rental workflow
Ideal for creators managing equipment rentals while maintaining a high level of service and organization.
🚀 Entrepreneurs & Small Rental Businesses
Examples:
- Startups renting tools, decor, or gear
- Side-hustlers running local rental services
Why it's a perfect fit:
- Centralize inventory, clients, and financials
- Use visual dashboards to track growth
- Scale your system as your business evolves
This template gives small businesses the structure of an ERP without the complexity or cost.
🎬 Production Teams
Examples:
- Studios or agencies managing internal gear
- On-set coordinators tracking equipment usage
Why it's a perfect fit:
- Log internal rentals or gear check-outs
- Avoid double-bookings and overlaps
- Link items to shoots or team members
Useful for internal coordination of equipment within busy production schedules.
🎪 Event Planners & Coordinators
Examples:
- Wedding and party planners
- Event production agencies
Why it's a perfect fit:
- Track availability of decor, furniture, or gear
- Plan rentals around event dates with precision
- Log all costs and client details in one place
A practical tool to manage rental operations behind the scenes of any event.
What's Included
🔗 Interconnected Databases:
- Rental
- Rental Items
- Equipment
- Payments
- Customers
📊 Charts Page:
Includes 8 preconfigured charts, fully customizable to suit your needs. You can adjust filters, switch chart types, delete the ones you don’t need, or create new ones from scratch. (requires a Plus or higher Notion subscription).
🧭 Help Guide:
A step-by-step guide that explains each part of the template—covering every database and its fields, best practices, common workflows, and links to short tutorial videos for basic operations.
Notion Template Advantages
- Intuitive Interface: Easy to navigate for both new and experienced Notion users.
- Fully Customizable: Adapt the template to fit your unique needs and workflows.
- Real-Time Data Tracking: Monitor rentals, payments, and equipment status as they happen.
- Seamless Collaboration: Manage rentals efficiently with your team in real time.
- Access Anywhere: Use the template from any device with internet access—work from anywhere with full flexibility
Format
Notion Template
* To create or view unlimited charts, you need a Notion Plus plan or higher. Free plans are limited to 1 chart per account. Notion Templates FAQs
Get the template
Secure payment.
Delivery is automatic upon successful payment.
No refunds are allowed due to the digital nature of Notion templates.
Do you have any questions? Feel free to reach out to me via email.
