Coming from Texada, Point-of-Rental, Wynne, Alert, RentalMan, Baseplan, or a stack of spreadsheets?
We import your fleet, customers, and open rentals. We do it, not you. Onboard in a week, not a quarter.
7-day switch. Zero implementation fees.
Thirty minutes on a call is enough to scope the migration.
Most rental software is designed to be switched into once and never left. The playbook is the same across every vendor: a six-figure implementation fee, a year-long contract you need a lawyer to read, and a data model built for a company three times your size.
By the time the consultants leave, your dispatcher has learned to work around half of it and your bookkeeper has an Excel file on the side. That is the industry default. We do not run that playbook.
What we import.
We take your existing data and turn it into an EquipFlow tenant you can log into in a few days. You send us an export or give us read-only access to the source system — we do the rest.
Fleet and equipment.
Every unit, serial number, class, and rate. Current location and status — rented, available, down for service, out on standby. Meter readings if you track them. PM intervals if they exist.
We keep your naming conventions. We do not ask you to reclassify a decade of units into our data model.
Customers and sites.
Every customer, their sites, their contacts, their credit terms, and their MSA overrides. Multi-site customers where the PO goes to one address and the equipment goes to another — that structure comes across intact.
Tax exemption flags, billing rules, and notes — imported and attached to the right record.
Open rentals and agreements.
Anything currently out on rent becomes an open rental in EquipFlow on day one. The rate, the start date, the driver, the site, the PO — all of it.
Your dispatcher opens the new system Monday morning and sees the same rentals she was tracking Friday afternoon, with the same balances and the same end dates.
Historical invoices and A/R.
Open A/R comes across with the aging intact — 0 to 30, 30 to 60, 60 to 90, 90 plus. Paid invoices come as reference history so your collections team has the full customer story.
Nothing about your month-end close changes because we switched systems mid-year.
See the migration plan against your current system.
A 20-minute demo walks through a real EquipFlow tenant, previews the import, and gives you a honest read on timeline and effort.
Book a demo →What we do not import.
Honesty matters here. A few things do not come with us, by design.
Custom reports and stored queries.
Every legacy rental system grows a forest of custom reports a bookkeeper wrote in 2011. We do not rebuild those. We build the reports your business actually uses today and retire the ones nobody opens.
If you need a specific report we do not ship with, we build it or expose the data to your existing BI tool.
Vendor-specific workflow cruft.
Every system has its quirks — the field you always leave blank, the status code that only one person understands, the approval step that got added for an audit in 2014.
We do not carry those forward unless they earn it. Switching is a chance to drop the workarounds with the system that forced them.
How the timeline works.
Week one: export and review.
You send us an export from your current system — or we connect read-only and pull it ourselves. We spend two or three days mapping your fleet, customers, and rates into EquipFlow.
Your dispatcher reviews a sandbox tenant with real data. Corrections happen before go-live, not after.
Week two: parallel run, then cut over.
You run both systems for a few days. New rentals go into EquipFlow. Returns close out in EquipFlow. When everyone at the yard agrees the new screen is faster than the old one, you stop using the old one.
That is the cutover. No weekend migration event. No dark period where the yard cannot invoice.
Week three: your old system is archived.
We help you export a final snapshot of the old system for tax and audit retention. You cancel the contract at its next renewal. That is the whole process.
What it costs to switch.
No setup fee. No migration fee. No implementation consultant. If we cannot get your yard running in the window we quoted, you do not start paying until we do.
Pricing after that is one flat monthly fee per yard, unlimited seats.
Why this is different.
The reason migrations take a quarter at other vendors is not technical — it is commercial. A long implementation bills more consulting hours and locks in a longer contract.
We do not run a consulting business on top of the software. We run a software business, and we import your data as part of that because operating a yard on two systems at once is a cost we would rather you did not pay.
If you are coming from a specific system.
Each of these is a real product serving a real buyer. The question is whether that buyer is you.
From Texada.
Texada is built for multi-location enterprises with deep ServiceFlow customization. If you are chaining yards or managing shared inventory across locations, that pays for itself. Single-location yards do not need the geographic complexity. You need dispatch that runs your day in minutes, not an ERP you customize for a quarter. That is the trade.
See the Texada switch playbook →From Point-of-Rental.
Point-of-Rental handles rental across party, event, and equipment — a broader market. The storefront and POS features make sense if you are selling online or renting at multiple tiers. Single-yard operators rent by phone or site visit. Our dispatch and invoicing are built for your workflow, not for customers checking availability on the web.
See the Point-of-Rental switch playbook →From Spreadsheets + QuickBooks.
Excel + QuickBooks + a whiteboard + a group text works fine for the first fifty units. Past that the cracks turn into operational problems — double-bookings, lost MSA overrides, paper inspection slips that disappear in the cab of a truck. The switch is one week, no implementation fee, and your QuickBooks Online stays where it is and keeps syncing.
See the Spreadsheets + QuickBooks switch playbook →From Wynne.
Wynne pairs with implementation partners and carries deep multi-yard procurement and financial modules. That is built for regional chains and industrial fleets managing inventory across locations and tiers. Single-location yards do not need that depth. You need invoices that match the job, maintenance that is visible, and dispatch that lets you run the day without consultants.
From Alert.
Alert has years of rental and tax-compliance depth. Long-tenured customers stick with it because it works. The trade-off is the interface and the paradigm — it is built around a data model from a different era. Single-location yards want modern screens, mobile-ready inspections, and the ability to change a rule without opening a support ticket.
From RentalMan.
RentalMan’s lineage runs deep in industrial fleet management, with implementation partners and heavy infrastructure for large operations. The power is there if you have 500+ units and the budget for system integrators. Single-location yards with 50–400 units and one dispatch screen do not need that engine. You need to ship in days, not quarters.
From Baseplan.
Baseplan is strong in mining and heavy industrial outside North America, with multi-currency and multi-country support. If you are managing yards across borders or tiered pricing in multiple markets, that is the fit. Single-location yards in a single currency want billing rules that match how you actually contract, and dispatch that is on one screen, not split across modules.
If you are on Texada, Point-of-Rental, Wynne, Alert, RentalMan, Baseplan, spreadsheets, or something older than those — book a call. Bring an export of your fleet and customer list if you can. Thirty minutes is enough to tell you whether EquipFlow fits your yard and what the switch would look like.
Book a demo →
Rental King is the first yard on EquipFlow — a 24/7 oilfield rental operation in the Permian Basin. See how they run it →
What other yards ask before they switch.
“We have three years of history. Do we lose it?”
No. Historical invoices, payments, and rentals come across as reference history. The live data — open rentals, open A/R, current fleet — becomes operational data. Nothing gets thrown out.
“Our MSA overrides are a mess. Can you handle them?”
Yes. MSA-level rate overrides, site-level billing addresses, tax exemptions, and per-customer billing rules all import with the customer record. We would rather inherit the mess and clean it up in EquipFlow than rebuild it by hand.
“What about our QuickBooks integration?”
EquipFlow connects to QuickBooks Online directly. Invoices post automatically. Payments flow back. If you are on QuickBooks Desktop today, we can help you plan the move — but the sync is QuickBooks Online only. Full detail on the QuickBooks page.
“Can we do a parallel run before committing?”
Yes. Every switch runs the old and new systems in parallel for three to five days before cutover. Your team decides when to stop using the old one. Nobody gets forced off their old workflow on a scheduled date.