Create your equipment catalog and first units
Build the Category → Product → Unit structure, then add the physical machines your team rents.
Before you start.
- Sign in with the Owner role to create categories and products.
- Create the default yard first.
- Gather unit numbers, serial numbers, and starting rates.
Steps.
Create a category
Take me there →Open Equipment, select Categories, then choose New category. Create a broad grouping such as Excavators or Aerial Lifts. Categories organize products; they are not physical machines.
Use the Units, Products, and Categories tabs to move between the three catalog levels.
Open full-size screenshot (new tab)Create a product and its defaults
Select Products, choose Add product, and add the rentable model or rate class beneath the category. Enter the rates, included hours, and other defaults your rental lines should begin with.
A product holds shared pricing and rental defaults. A unit is the serialized machine that fulfills a rental line.
Add the physical units
Select Units, choose Add unit, and create each unit under the correct product. Use Unit number as the operational identity, then add the serial number, ownership, home yard, and optional equipment details.
Save and open the unit detail to verify its displayed location, readiness, and next action.
note
Unit number is the primary customer-facing machine identity. A legacy Machine number field is optional context, not a replacement.
Common problems and recovery.
A unit number is rejected as a duplicate.
Search active and inactive equipment for the same Unit number before choosing a different identity.
A new product cannot be priced on a rental.
Open the product and add the rate defaults needed by your rental terms.
Continue in EquipFlow.
Open the product to do the work, or contact support if the saved information does not match what this article describes.
Last reviewed 2026-07-10 against EquipFlow product commit 65a153c3f.