Adding Equipment
Adding equipment to your CloudRent Pro catalog is the foundation of your rental business. This guide walks you through creating equipment items with all the details needed for accurate availability tracking, pricing, and professional quotes.
Accessing Equipment Management
Click Equipment in the sidebar
Click Add Equipment button (top right)
Fill in the equipment details
Click Save to add to your catalog
Equipment Details
Required vs Optional Fields
✓ Required
Equipment Name — Clear, descriptive name (e.g., "3.5T Excavator")
Category — Select from your equipment categories
Item Type — Rental, Sale, Service, or Kit
Quantity — Total units you own
○ Optional
SKU/Code — Your internal reference code
Description — Detailed specifications and features
Serial Number — For serialised tracking
Barcode — Scannable barcode number
Weight — Unit weight for transport calculations
Dimensions — Length, width, height
Item Types Explained
Type |
Description |
Use For |
|---|---|---|
Rental |
Standard equipment with availability tracking |
Most hire equipment |
Sale |
Items sold outright, reduces stock |
Consumables, accessories |
Service |
Labour or services without physical inventory |
Delivery charges, operator fees |
Kit |
Bundle of multiple items rented together |
Package deals, complete setups |
Adding Equipment Images
Professional images help customers and staff identify equipment quickly.
Scroll to the Images section
Click the upload area or drag and drop images
Select one or more images — JPG, PNG, or WebP formats
Drag to reorder — First image becomes the primary thumbnail
💡
Tip: Upload multiple angles of your equipment. The first image appears in lists and search results, while all images display on the detail page.
Setting Pricing
Configure how much to charge for this equipment. CloudRent Pro supports multiple rate periods.
Standard Rates
Rate Type |
Description |
|---|---|
Daily Rate |
Charge per day of rental |
Weekly Rate |
Typically 4-5 days' equivalent |
Monthly Rate |
Typically 3-4 weeks' equivalent |
ℹ️
Note: All prices in CloudRent Pro are in AUD. Configure whether prices include or exclude GST in your Company Settings.
Automatic Rate Calculation
When you enter a daily rate, CloudRent Pro can automatically calculate weekly and monthly rates based on standard industry multipliers. You can always override these with custom values.
Typical Calculations
Weekly Rate = Daily × 5
Monthly Rate = Daily × 20
Quantity and Availability
The quantity field determines how many units are available for rental at any time.
Quantity: 1 — Single unit, one rental at a time
Quantity: 10 — Ten identical units, up to 10 concurrent rentals
CloudRent Pro automatically tracks availability based on active rentals. The availability calendar shows when units are booked and when they're free.
Custom Fields
Add industry-specific information using custom fields:
Scroll to Custom Fields section
Click Add Field
Enter field name (e.g., "Lift Capacity", "Engine Hours")
Enter the value
Custom fields appear on quotes and can be used for searching.
Saving and Publishing
Review all details
Click Save to add the equipment
Equipment is immediately available for rentals
⚠️
Warning: Ensure quantity is set correctly before saving. If you have 5 excavators but enter quantity as 1, you won't be able to book multiple concurrent rentals.
Tips for Equipment Setup
📂 Organise by Category
Create clear categories before adding equipment. This makes searching and filtering much easier.
📝 Write Clear Names
Include key specs in the name: "3.5T Excavator" is better than just "Excavator".
💰 Set All Rate Types
Even if most rentals are daily, set weekly and monthly rates for flexibility.
🎯 Add Good Photos
Quality images reduce customer questions and help staff pick the right equipment.