Grivara OPS Logo

For equipment rental houses

Where is your equipment right now?

If the answer is a call to the yard, it already cost you billable days.

Bring your catalog to the demoSee where the money leaks

One system instead of three. And one none of the three give you:

Assets

Where every unit is, what state it's in and when it's back.

Service and dispatch

Visits, SLAs and the right tech in one click.

Cost

Budget per unit, consumed live.

Client portalNew

Your customers track rentals and visits, and report breakdowns without calling.

It complements your ERP. It doesn't replace it.

Your inventory doesn't live in your warehouse. It lives on other people's jobsites.

The day a unit leaves your yard it stops being inventory and becomes a promise: that it comes back, complete, in condition and on time.

Your ERP records the invoice. Your CRM records the customer. Neither one knows where your assets are.

The loop

One unit, end to end.

All five steps live in the same record for that unit. Not in five sheets, five emails and the yard manager's memory.

  1. In your yard

  2. 01Quote

    Real availability, not a call to the yard.

    Request with dates

  3. Out of your yard

    Your asset, on someone else's jobsite.

  4. 02Reservation and dispatch

    What leaves, with which accessories, on which truck, to which site.

    Shipment order

  5. 03Delivery on site

    Checklist, photos and the customer's signature, on site.

    Checklist · photos · signature

  6. 04Scheduled service

    Visits and maintenance scheduled per unit, not against memory.

    Work order

  7. 05Pickup and close-out

    Checklist, photos and signature on pickup. The condition it came back in is proven.

    Checklist · photos · signature

  8. Back to the yard, and out again

How we solve it

Six leaks. Six answers. No hedging.

On the left, your operation today. On the right, what Grivara OPS does with it. Row by row.

01Availability

Today

Every “is it available?” goes through a call to the yard — and whoever picks up doesn't know that unit has service due next week. You promise the date, then you pick: break your word to the customer, or skip the PM.

With Grivara OPS

Publish your catalog with real availability. The customer requests; you approve, always. The catalog reads the same availability your dispatch runs on — reservations, in-transit transfers and every unit's maintenance and calibration windows — so there are never two calendars to reconcile. A unit with service due doesn't show up as free, so the date you promise is a date you can keep.

  • Crosses reservations, transfers and service windows
  • A unit with maintenance due never shows as free
  • The customer requests; you approve, always
02Breakdown on site

Today

The machine goes down on the customer's site and the report lands in WhatsApp. Someone has to read it, guess who is free, who knows that machine and who is nearby. Meanwhile the unit is stopped and the customer is waiting.

With Grivara OPS

The report becomes a work order and the platform builds you the short list: only technicians qualified for that machine, ranked by skill match and by real distance from their base. You assign in one click, without opening the chat and without calling three people.

  • Only technicians qualified for that machine appear
  • Ranked by skill and by real distance
  • The list is computed against availability right now
03Committed service

Today

A six-month rental owes six documented visits, and if your contract promises a 24-hour response, today that promise lives in someone's memory. The visit you miss isn't noticed until the claim arrives.

With Grivara OPS

The visits and maintenance you bundle into the price go in as scheduled work orders from the moment the rental starts, not when someone remembers. And what you promised becomes an SLA with a clock: response time and completion time per job type, flagged at risk before it breaches — not reported after. The clock pauses when the wait is the customer's, not yours.

  • Every bundled visit is a work order
  • Response and completion SLA, flagged before it breaches
  • Checklist, photos and technician signature on every visit
04Compliance

Today

You sell certified safety. The evidence is an email or a chat message someone has to find the day something happens.

With Grivara OPS

A unit with maintenance or calibration overdue stops showing as available — nobody commits it by mistake. Certifications, per unit and per operator, are tracked with their expiry and warn before they lapse. And every maintenance job, inspection and document keeps its date and its owner, so the case file builds itself, every day, not the night before the visit.

  • Overdue maintenance or calibration pulls the unit out of availability
  • Certification per unit and per operator, warned before expiry
  • Evidence and signature ready for an audit or a claim
05Real cost per unit

Today

Move, maintain or retire gets decided on a hunch, over assets that cost millions. And what a unit actually costs — service, parts, transport — shows up totalled at month end, once it is already spent.

With Grivara OPS

Every unit carries its own budget: how much is allocated, how much is committed and how much has been consumed, live. Service, parts and transport accumulate against that unit, and the alert arrives when it crosses the threshold you set, not at close. Next to it sits real utilization, counted only over the days that machine was meant to be out on rent — not over all 365.

  • Budget per unit: allocated, committed and consumed
  • Threshold alert by percentage or amount, before close
  • Utilization over the days it was meant to rent, not over 365
06Your customer

Today

Renting from you, for your customer, is a black box: to find out whether the unit went out, when the next visit lands or what happened to the breakdown they reported, they call. Every call is answered by someone in your office — and the customer who gets tired of calling is the one who doesn't renew.

With Grivara OPS

Every customer gets their own portal and signs in with a code sent to their email: no password, nothing to install. They see their requests, their rentals, delivery status, service history and the calendar of upcoming maintenance. And when something breaks, they report it right there: the report lands as a work order with the unit attached, and your people get the email the moment it does. The portal shows the operational side; your costs and internal data, never.

  • Signs in with an emailed code; nothing to install
  • Rentals, deliveries, visits and upcoming maintenance, in plain sight
  • A reported breakdown lands as a work order, with your team notified
Bring your catalog to the demo

The math

Run the numbers on your own fleet.

We're not going to tell you how much you'll save. We don't know your fleet. We'll show you where the leak is; you supply the numbers.

Utilization

Billed days ÷ available days, per serial.

=

Move your fleet up five points and multiply: daily rate × extra days × units. That number is already yours, you're just not billing it.

Shrinkage you never collect on

Annual losses and damage × replacement value × the % you can't bill today.

=

Software doesn't prevent shrinkage — it collects on it. And you only collect with a dated checklist, photos and signature from the way out and the way back. What you lose today to “I handed it over like that” is direct margin, not new revenue.

Committed service

Bundled visits × real cost per visit × open rentals.

=

What isn't scheduled gets paid for twice: once in the claim and once in the customer who doesn't renew.

Three calculations. If all three come out zero, you don't need this platform.

The honest objection

“We already have a system.”

Sure. And it's probably good at what it does.

Your CRM models a relationship.

Your problem isn't who the customer is. It's what they took, where it is, what condition it's in, and when it comes back.

Your ERP models a transaction.

Your problem isn't issuing the invoice. It's knowing whether that unit still earns: what it billed against what it cost to keep alive — service, parts, labor, transport — and the days it sat idle.

It complements your ERP. It doesn't replace it.

Grivara OPS touches neither one. It runs what happens between dispatch and pickup, the stretch neither one sees. We're not asking you to change the system you already invested in. We're asking for the stretch that system never modeled: what happens between dispatch and pickup.

The rollout

One yard running in 30 days. We do the loading.

We don't start with your whole fleet. We start with one yard and one equipment line — the one that hurts most — and we get it running before touching the next.

What we do

  • We load your initial catalog. You transcribe nothing.
  • We configure your yards, categories, service windows and SLA policies.
  • We load the visits and commitments from contracts you've already signed.
  • We turn on the portal with your first customers inside it.
  • We train the yard lead, the dispatcher and the technicians.

The guarantee

It runs in 30 days, or billing doesn't start.

Running means three things you can see on screen: your catalog published with real availability, the engine crossing reservations against service windows, and work orders closing with checklist, photos and signature. If that isn't live at 30 days, we don't start charging you.

The price

It depends on how many units you manage, not how many users you add — users are unlimited. You can see it yourself on the Pricing page before talking to anyone. What we agree on doesn't go up while your account stays active.

Bring your catalog to the demo

What sits under those six answers.

Not a wish list. This is what the platform does today.

Catalog with real availability
Publish your catalog and take requests against the same availability that runs your operation. The booking never confirms itself — you approve it.
Availability engine with service windows
It crosses reservations, units in transit and every unit's maintenance and calibration windows, with buffers before and after each job.
Rentals with term, destination and return date
Every reservation carries its start and end window, the jobsite address and the purpose, in the unit's own record.
Multi-yard, multi-branch and units in transit
Each yard with its own inventory and availability. A unit in transit between branches shows as free at neither one.
Deliveries and pickups with stops and carrier
Shipment orders with origin, destination, stops, carrier and tracking number, tied to the job that generated them.
Evidence and documents at every close-out
Checklist, photos and signature on delivery and on pickup, kept with the unit and with the rental.
Recurring maintenance per unit
Visits and inspections carry their own frequency per unit: they generate the work order and warn before they come due.
Response and completion SLAs
Policies by category and priority set response and completion times; work is flagged at risk before it breaches and the clock pauses when the wait is the customer's.
Certifications and calibrations with expiry
Certification per unit and per operator with its expiry date and a warning before it lapses; a calibration window pulls the unit out of availability.
Subscribers and alerts per work order
Every work order has subscribers who get what matters: work coming due, SLA at risk and status changes.
Cost and utilization per asset, with exports
Cost per asset over time, utilization over the days each unit was meant to be out on rent, and SLA compliance, with exports for reviews and audits.
Customer portal with code-based access
Your customer signs in with a one-time code sent to their email. They see their requests, rentals, deliveries, visits and upcoming maintenance — your costs and internal data, never. Switched on from settings, no implementation project.
Customer breakdowns as work orders
An incident the customer reports in the portal lands as a work order with the unit attached and its origin flagged, and your people get the email alert.
Fine-grained roles and full audit trail
Who sees, does and approves is set by resource and action, and who changed what and when is recorded.

What people ask before the demo.

Do I have to replace my ERP or my CRM?
No. Grivara OPS doesn't invoice and doesn't manage the commercial relationship. It runs what happens between dispatch and pickup: where the equipment is, what service it's due, what condition it left in and what condition it came back in. The stretch your ERP never modeled.
Does it work for scaffolding and formwork, which don't go out by serial?
Yes, with one honest caveat. Today the platform gives you the record: delivery and pickup close with a checklist, photos and a signature, kept with the unit and with the rental, so a claim is backed by dated evidence. Automatic piece-by-piece counting and priced shortfalls don't exist yet — that's what we want to build next, and we want to build it with a rental house that lives it every day.
We run several yards and branches. How is that handled?
Each yard is its own location with its own inventory and availability. Transfers between branches carry an in-transit state, so a unit on the road doesn't show up as free at the other yard.
Does the customer have to install anything to see availability?
No. The catalog with availability is a public view: the customer comes in, sees what's there and sends a request. The booking never confirms itself — you approve it. And once you rent to them, that customer gets their own portal: they sign in with a code sent to their email — no password, nothing to install — to follow their rentals and visits, and to report breakdowns.
What does my customer see in the portal?
Only their own, and only the operational side: their requests, their rentals, their visits and the upcoming maintenance on the units they're renting. Costs, margins and internal data, never. The portal ships switched off: you decide when to turn it on, whether customers can register themselves, and whether the catalog is public or customers-only.
Do we have to migrate the whole inventory to start?
No. You can start with one equipment line or one yard and grow from there. Working out where it makes sense to start in your operation is exactly what the demo is for.
Can I control who sees and who approves?
Yes. Permissions are fine-grained by resource and action — read, create, approve, manage — and one person can hold several roles. Every change lands in the audit trail with an author and a date.
Who will I be dealing with?
The team that builds the platform. Your rollout doesn't go through a partner or a ticket queue: it's run by the same people who write the product, and what you ask for either enters the roadmap or you're told why not. That's the difference between calling your vendor and calling the people who can change the tool.

The next step

Bring your catalog. We'll model it in the demo.

One hour, your real operation on screen: your units, your yards and your rentals. No migration, no committee and no changing your ERP.

  • We model two or three of your equipment families live
  • We run the utilization and uncollected-shrinkage math on your figures
  • You leave with a concrete starting point, or an honest “not a fit”

Request your demo

One hour, on a date that works for you. We'll write back with open slots.

We reply within one business day.

Request a demo