Equipment Rental Management for Business Central

Key Features

Rental item master extending the BC Item card with rate cards, deposit rules, meter type and serial/asset tracking, implemented as table and page extensions

Availability calendar that nets on-hire contracts, open dispatches and expected returns against fleet quantity so dispatch cannot double-book a unit

Rental quotes that convert to rental contracts and dispatch notes, reusing native sales document workflow and number series

Period (recurring) billing driven by a Job Queue entry that generates BC sales invoices on daily/weekly/monthly cycles

Meter / usage-based billing with reading capture, minimum charges and tiered rates posted through standard invoice and G/L routines

Deposit, damage-waiver and loss-charge handling with deposit liability tracking and release/forfeit on return

Return and off-hire processing that stops billing accrual, books late/damage fees and returns the unit to available stock

Event subscribers on posting and availability so customizations stay upgrade-safe across Business Central monthly releases

Permission sets for rental clerk, dispatcher and finance roles aligned to BC's permission model

OData/REST and optional Dataverse surfacing of contracts, availability and meter readings for Power Apps driver or customer portals

Rental-specific reports and dashboards: utilization, revenue per asset, overdue returns and deposit liability

Configurable rate cards by customer, contract length and item category with override and discount controls

Built to order, done for you

No DIY setup — a working app, built, installed and supported by ECOSIRE.

You order

Start with a one-time build price. We scope it with you at kickoff.

We build & install

ECOSIRE builds, configures and installs it on your Dynamics 365 Business Central.

Go live + support

You go live in about 2–4 weeks, with a post-launch support window.

About this Product

Equipment rental is a poor fit for core Business Central. Standard sales documents assume a one-way sale: there is no concept of an asset that goes out, accrues charges over time, comes back, and gets serviced before it goes out again. Rental teams end up tracking availability in spreadsheets, billing manually, and losing deposits and damage charges in the gaps.

This is a build-to-order AL extension that ECOSIRE designs around your fleet, rate cards and rental process, then installs as a per-tenant extension directly on your Business Central Online (or on-prem) environment. It is not an instant AppSource download — we scope it with you, build it, deploy it to your sandbox for UAT, then publish to production and support it.

The extension adds rental as a first-class object. Rental items carry availability that a calendar reconciles against open contracts, dispatches and expected returns, so dispatch never double-books a machine. Quotes convert to rental contracts and dispatch notes; billing runs on a recurring period schedule, on meter/usage readings, or a blend of both, posting through standard BC sales invoices and the general ledger. Deposits, damage waivers, loss charges and off-hire processing are handled on return, with everything written through native posting routines so your accountant sees normal BC documents.

Built with table and page extensions, event subscribers and a Job Queue for recurring billing — clean, upgrade-safe AL. Optional Power Platform / Dataverse and OData/REST surfacing lets you drive a driver app or customer portal. Delivered with permission sets, UAT sign-off and a support window. You own the IP and the deployed extension.

What you get

A per-tenant Business Central AL extension built to your fleet, rate cards and rental workflow, published to your production environment

Deployment to your sandbox for User Acceptance Testing, then production publish after sign-off

Permission sets for rental, dispatch and finance roles plus a configured Job Queue entry for recurring billing

Source AL project (.al) handed over to you — you own the extension IP

Configuration of rental item masters, rate cards, deposit rules and number series for your go-live data

Admin and end-user documentation plus a walkthrough session for your operations and finance team

A defined post-go-live support and warranty window with agreed response times

Who this is for

Operations / Finance Lead at a rental company

Owns utilization and cash. Needs availability they can trust, billing that runs itself, and deposits and damage charges that never slip — all reconciling to standard BC financials.

Dispatch / Yard Manager

Schedules machines out and back. Lives in the availability calendar and dispatch notes; needs to see what is on-hire, overdue, and free before promising a unit to a customer.

Business Central Administrator / IT Manager

Responsible for the tenant. Wants a clean, upgrade-safe per-tenant extension using event subscribers and permission sets — not brittle base-app modifications — that survives BC's monthly release cadence.

How Equipment Rental Management for Business Central Compares

Criterion	ECOSIRE	Custom Build	Competitor
Rental availability calendar (on-hire vs free)	Included	Partial support	Partial support
Meter/usage + period billing posted to BC G/L	Included	Partial support	Partial support
Deposit, damage and off-hire handling	Included	Partial support	Partial support
Tailored to your fleet, rate cards and process	Included	Included	Not included
Upgrade-safe per-tenant AL extension (event subscribers)	Included	Partial support	Included
You own the source code and extension IP	Included	Included	Not included
Built, installed and supported for you (no in-house AL team needed)	Included	Not included	Partial support
Power Platform / Dataverse + OData portal surfacing	Included	Partial support	Partial support

Frequently Asked Questions about Equipment Rental Management for Business Central

Is this a download from Microsoft AppSource?

No. This is a build-to-order extension. ECOSIRE scopes it with you, builds it in AL, and installs it as a per-tenant extension directly on your Business Central environment. There is no instant AppSource listing to click — you get a solution tailored to your fleet and rental process, deployed to your sandbox first and then production.

How long until it is live on our environment?

Typical delivery is roughly 3 to 6 weeks depending on complexity (number of rate-card and billing rules, meter logic, portal/Dataverse integration). The sequence is the same: discovery and scoping, AL build, sandbox deployment for your UAT, then production publish after your sign-off. We confirm a firm timeline in writing before we start.

What about ongoing support and Business Central updates?

Every build includes a post-go-live support and warranty window with agreed response times. Because Microsoft ships Business Central updates monthly, we build against the AL extension model (event subscribers, table/page extensions) to stay upgrade-safe, and we offer an ongoing maintenance arrangement to retest and adjust the extension against new BC releases and your evolving rate cards.

Will rental billing reconcile to our standard Business Central financials?

Yes. All period and meter billing posts through native BC sales invoices and general ledger routines, and deposits are tracked as liabilities released or forfeited on return. Your finance team sees standard BC documents and reports — no shadow ledger.

Do we own the extension and the code?

Yes. We hand over the AL source project and you own the deployed per-tenant extension and its IP. You are not locked into a vendor app you cannot modify; ECOSIRE remains available for enhancements and support, but the asset is yours.