April 2020

Don't use Spreadsheets for your Rental Business

Avoid using spreadsheet in your rental business

Spreadsheets have limited or no features required to meet the needs of your growing rental operations. The spreadsheets are just not designed to be scaled for any rental business. The objective of this article is to give you some insights of why to avoid using spreadsheets.

What is a spreadsheet?

A spreadsheet is a computer application for organization, analysis and storage of data in tabular form. Spreadsheets were developed as computerized analogues of paper accounting worksheets. The program operates on data entered in cells of a table.

-- Wikipedia

Lack of visibility

You can't use spreadsheets easily on your mobile phone compared to your desktop or laptop, basically to use them comfortably, you need a slightly larger screen.

Imagine that you're in the store at your busiest time of the day, and that the customer is standing at the counter to get the rental order booking done, and that you end up opening multiple spreadsheets to check for future bookings available for multiple inventory assets.

Limited user access

Very obvious office problem where more than one staff would like to open the same excel sheet and change the pick-up date for the rental booking order record.

Even if the changes are being tracked, multiple users editing your sheets will be messy, confusing, and chaotic. There's a risk of accidental deletion! The process is streamlined with the rental management software solution.

Not suitable for business continuity

The spreadsheets are not alive. With spreadsheets, you don't communicate with your assets.

Your assets can't send you automatic emails when maintenance is needed, they can't tell you when they're lost, they can't tell you who used them last. The user adds all the information on the spreadsheet.

When a lot of users add a lot of data, it's almost impossible to keep track of who's editing what and where.

There is no accountability for who made an error on the sheet that makes it much more time-consuming and difficult to correct.

As well as this, if the asset is lost, it will take a lot longer to track the spreadsheet. If you know who misplaced the asset with a more functional rental management system, you can find it much faster.

However, with the rental management app, you can easily attach records such as user manuals, photos, inspection sheets, receipts, warranties.

So, what is the permanent solution?

Rental management software is the perfect solution for your rental sector, such as Costume, Fashion, Equipment, Healthcare, Boat or any type of rental segment.

Luckily, there's low-cost rental management software specifically designed for growing rental companies that's easy to get your business on board, read here for more details.

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