Rental software for the yard supporting plants, refineries, and facilities.
Industrial-maintenance rental is recurring, MSA-driven, and inspection-critical. Equipment cycles through scheduled maintenance windows at the same facilities year after year. The billing is complex — standby rates, multi-site rate cards, site-level tax jurisdiction — and the return inspections matter because facility safety teams look at them.
No implementation fee. Running in a week.
Thirty minutes on a call is enough to scope the migration.
Industrial-maintenance rental is recurring rental.
A refinery or petrochemical plant runs scheduled turnarounds on a predictable cycle — typically every two to four years for a major unit, with smaller planned outages in between. Your yard sends the same types of equipment to the same facilities at roughly the same intervals: manlifts for elevated work, telehandlers for moving materials, generators for temporary power during shutdown, air compressors for pneumatic tools, welders, forklifts.
Between turnarounds, equipment may sit on standby at the facility or return to your yard. Either way, the billing continues — active rates during the turnaround window, standby rates during the quiet period, MSA overrides on everything because these customers negotiate their rates and expect them applied consistently.
This is not project-based rental and it is not emergency dispatch. It is steady, predictable, high-volume-per-customer work where the billing complexity — not the dispatch complexity — is the hard part.
MSA and standby are the bread and butter.
Industrial customers negotiate MSA rate cards and expect them applied without prompting. A facility manager who sees a rack rate on an invoice instead of the MSA rate is calling your bookkeeper that afternoon. EquipFlow puts MSA overrides on the customer record — your dispatcher quotes the right rate, your bookkeeper closes the month without rebuilding rate tables.
Standby billing is the other piece. Turnarounds run hot for two to four weeks and then equipment sits. Standby rates are configurable per equipment class in EquipFlow. A 60-foot boom lift on standby bills at a different rate than a 250kW generator on standby. The invoice line items separate active hours from standby hours, both at the correct class-level rate.
Full detail on how billing handles standby and MSA overrides at the billing module page.
Site-level billing for multi-plant customers.
A customer operating three plants across two states may have three different billing addresses, three different POs, three different rate cards, and three different tax jurisdictions. In EquipFlow, each plant is a site on the customer record with its own address, PO, and rate overrides.
When you create a rental for Plant B, the billing address, rate card, and tax jurisdiction come from Plant B’s site record — not the parent customer default. The invoice goes to the right address at the right rate without dispatcher or bookkeeper intervention.
Inspections matter more here.
Facility safety teams at refineries and chemical plants audit equipment inspection records. A return inspection that is missing photos or has an unsigned checklist is not a paperwork problem — it is a compliance issue for your customer.
EquipFlow requires the return inspection before a rental can close. Required photo fields cannot be skipped. The driver completes the checklist on a phone — no app install required — submits with a signature, and the record is on the rental with a timestamp before the truck leaves the site.
Inspection history is stored on the unit record and the rental record and can be pulled by date range or unit. Full detail at the inspections module page.
Maintenance and meter readings.
Turnarounds run equipment hard. A manlift that logs 600 hours in a four-week turnaround needs its PM based on hours, not calendar days. EquipFlow tracks PM intervals in hours on the unit record. Meter readings come back with the return inspection and update the unit hour count. When a unit crosses its PM threshold, it is flagged for service.
Units flagged for service are visible on the dispatch board so they cannot be assigned before the PM is completed. Work orders, parts, and technician notes live on the unit record. Full detail at the maintenance module page.
Dispatch and QuickBooks.
Industrial-maintenance dispatch is less chaotic than oilfield but still needs a clean board. The dispatch module shows every active rental, every driver, and every unit in one view. Units returning from turnarounds, units on standby, units flagged for service — all visible without navigating sub-modules.
EquipFlow connects to QuickBooks Online directly. Invoices post automatically. Payments sync back. Month-end close does not require manual re-entry.
See the billing screen built for MSA and standby.
A 20-minute demo walks through a real EquipFlow tenant — site-level rate cards, standby billing, multi-plant customer structure, the inspection checklist. Thirty minutes is enough to scope your migration and give you an honest read on fit.
Book a demo →What you give up.
Two things EquipFlow does not do that industrial-maintenance yards sometimes ask about.
No PSM or safety-compliance document management.
EquipFlow does not auto-import or manage process safety management documents, LOTO records, environmental compliance filings, or facility-specific regulatory paperwork. That lives in your safety management system. EquipFlow tracks unit-level maintenance and return inspections; it does not replace a dedicated safety compliance platform.
No turnaround-scheduling engine.
Turnaround planning and scheduling — the kind of work that tools like Bentley or AVEVA handle for large industrial projects — is a different product class. EquipFlow handles the rental operations side of a turnaround: dispatch, billing, inspection, and maintenance. It does not replace a turnaround management system or integrate with one out of the box.
Pricing.
One flat monthly fee per yard. Unlimited seats. No per-user billing, no module add-ons, no implementation fee. See pricing.
Rental King is the first yard on EquipFlow — a 24/7 oilfield rental operation in the Permian Basin. See how they run it →
What industrial yards ask before they switch.
“Multi-site customer with three plants and three rate cards — does that work?”
Yes. A customer can have multiple sites, each with its own billing address, tax jurisdiction, PO, and rate card. MSA overrides are configurable at the customer level or per site. If Plant A negotiated a different rate than Plant B under the same MSA, that is modeled on the site record.
“How do you handle long standby periods between turnarounds?”
Standby rates are configurable per equipment class. A rental that runs active during a turnaround window and then sits on standby between windows bills at the appropriate rate for each phase. The invoice line items separate active hours from standby hours, both at the correct rate. The rental stays open across both periods — you do not close and reopen between turnarounds.
“Can plant safety teams audit inspection logs?”
Yes. Return inspection records — completed checklist, required photos, condition notes, driver signature, timestamp — are stored on the rental record and accessible to anyone with a login on your EquipFlow account. If a facility safety team needs to audit inspection history for a specific unit or date range, you can pull and export those records. There is no separate safety-team login tier today; they would need a standard account seat.
“Do you integrate with our CMMS — Maximo, eMaint, or similar?”
No pre-built connector today. EquipFlow tracks maintenance, PM intervals, work orders, and meter readings on the unit record within EquipFlow. If your facility runs Maximo or eMaint for its own maintenance program, data exports cleanly to CSV for import into those systems. A direct CMMS integration is on the roadmap but does not ship today.
“Hours-based PM tracking — does it use meter readings?”
Yes. PM intervals can be set in hours on the unit record. Meter readings come back with the return inspection and update the unit's hour count. When a unit crosses its PM interval threshold, it is flagged for service on the maintenance queue. Units flagged for service are visible on the dispatch board so they cannot be reassigned before the PM is completed.
“What if our facility has its own contractor-onboarding system?”
EquipFlow does not integrate with contractor-onboarding or facility-access management systems. Driver and vendor credentials, safety certifications, and site-access badging live in whatever system your facility requires — that is outside the scope of rental operations software. EquipFlow handles the rental, inspection, and billing side; your facility handles access management.
Ready to see what it looks like on your yard?
Bring your fleet count and a sense of how many plants or facilities your top customers run. Thirty minutes is enough to walk through the billing screen, the inspection checklist, and give you an honest read on whether EquipFlow fits your operation.
Book a demo →