Start TrackDME With One Rental Workflow

Start with a small group of equipment that you can count and identify. Practice a complete reservation, checkout, and return before importing the rest of your inventory. Setup time depends on your records, labeling work, and the checks your team needs.

Create your workspace

Sign up, enter your business name and time zone, and select Create workspace. The business time zone determines what Today shows. You can begin without connecting an accounting system.

Add the equipment you have

Choose Add equipment and enter an equipment name. Under How do you track it?, choose individual units with barcodes or interchangeable items by quantity.

For individual units, enter one unique barcode per line. Use a stable existing asset code when possible. For quantity-tracked equipment, enter only the quantity physically ready to rent. Choose Clean before renting again when returns need a cleaning hold.

If your list is larger, review a spreadsheet import. Check the proposed records before confirming. A scan identifies equipment already recorded in the workspace; it does not add unknown units on its own.

Add a customer and reserve equipment

Open Rentals and create a reservation. Choose a customer or select New customer. Set Going out and Due back, or choose No return date yet. Select the equipment type and quantity, check availability, and save the reservation.

The reservation holds capacity without claiming that equipment has left. Both dates are included in the hold. An unknown return date holds capacity indefinitely. You can also hold specific barcoded units when you have promised a particular unit.

Record the actual handoff

Open the rental and choose Check out when equipment leaves. Identify the actual units or quantity, then confirm. Use a camera, connected barcode reader, or manual entry to find equipment. Staff still confirm the action after scanning.

If only part of the reservation leaves, record only that part. Equipment must be ready and available for the rental period.

Receive the return

Choose Receive return on the rental when equipment comes back. Record only what arrived and select the condition. Cleaning and Repair stock stay unavailable until staff complete the work and select Mark ready. An equipment or company cleaning rule can require a hold even when the returned item otherwise appears ready.

On the phone app, saved offline actions remain pending until the server confirms them. A missing response can also leave an accepted action pending. Refresh before repeating a handoff.

Keep billing in your existing system

The optional QuickBooks connection is read-only. You can import customers and review equipment types from its catalog. Imported types start with zero stock; add the physical units or ready quantities yourself. Invoices and payments do not create reservations or move equipment.

Expand after the first loop

Invite a teammate and repeat the workflow together. Use Today to review departures, expected returns, and overdue equipment. Compare the equipment record with the physical stock before adding more categories.

Use the quick-start guide for the current step-by-step flow and reservations guide for changes, partial returns, extensions, and swaps.