Five ways AI is transforming equipment rental - right now

It has been a decisive 12 months in the evolution of rental software — the niche, behind-the-scenes technology designed for equipment rental firms — as generative AI has moved from theory to practical deployment.

Rather than simply digitising manual processes, developers are embedding AI into the core of their platforms, spanning asset documentation, customer onboarding and fleet management, to give rental professionals faster answers, sharper insights and more capable tools.

“AI is now delivering tangible tools that make a real difference,” says Chris Clarke, product manager at MCS Rental Software.

Here are five areas where AI is already making an impact.

1. Making technical data instantly accessible

MCS Rental Software’s recently launched AI Insights module illustrates how AI can cut through information overload. Its flagship Chat-to-Manual tool allows users to query equipment manuals in plain language from within the rental platform.

Powered by large language models, the system searches across public or in-house documentation, returning specific answers with page references and direct download links. A query such as “What is the towing capacity of a Volvo EC950F?” delivers instant, sourced results, avoiding time-consuming PDF searches and reducing errors.

MCS has also enabled fleet-wide document storage, linking manuals to product categories or individual assets. Access is possible via QR codes in the field, with no extra workflow steps. Clarke says further AI features will cover content generation, data visibility, availability and pricing over the coming year.

2. Accelerating content creation

For many rental companies, producing accurate, customer-friendly product descriptions is a resource-intensive task. In May, US-based Point of Rental Software launched Product Detail Supercharger, which generates complete equipment listings — including short and long descriptions and technical specifications — from just the make and model.

Head of AI Matt Gaffin says the tool is designed to save hours of manual research and writing while improving customer experience. It sits alongside other AI-driven features in Point of Rental’s portfolio, such as AI Blur Detection, which flags out-of-focus inspection images before they are saved. Since launch, it has identified more than 1m blurry photos, ensuring inspection records are clear and legally robust.

CEO Wayne Harris stresses the focus is on solving operational problems rather than deploying AI for novelty’s sake.

3. Turning operational data into insights

French telematics company Hiboo is applying AI to machine-generated data streams, integrating them directly into customers’ enterprise resource planning (ERP) systems.

Earlier this year, Hiboo’s API was adopted by Canada’s Blackwood Equipment Rentals, enabling real-time, AI-enhanced machine data to feed into its ERP. In France, rental firm DRON Location uses Hiboo’s system to combine fuel consumption, idle time and runtime data with jobsite details to calculate CO₂ emissions and produce automated compliance reports for contractors and public clients.

While these capabilities are not yet customer-facing, Hiboo’s backend models already use machine learning to classify and interpret data across multiple OEM systems, creating a more standardised and actionable picture of fleet performance.

4. Streamlining transactions and back-office workflows

AI is increasingly being used to optimise payment and invoicing in the rental sector, moving beyond simple automation.

In the UK, HSS ProService has integrated Adflex’s API into its online marketplace, which connects more than 550 sellers and 50,000 products. The platform uses machine learning to automatically match payments with invoices — even when details are incomplete — reducing manual queries and human error. AI models also flag unusual transactions that may indicate fraud, while tokenised card details enable repeat purchases without re-entry. Customers gain real-time visibility into spending and can authorise payments in advance to improve cash flow.

In the US, Wynne Systems has integrated its RentalMan ERP with Billtrust’s AI-enabled B2B order-to-cash platform. Billtrust applies predictive analytics to forecast payment dates, prioritise collections, and flag billing anomalies before they trigger disputes. It can also classify and route invoices automatically, accelerating processing while maintaining accuracy.

5. Conversational access to fleet intelligence

Trackunit’s upgraded IrisX platform brings generative AI into the rental data arena, allowing users to interrogate fleet information via voice or text. The system acts as a co-pilot, translating natural-language questions into database queries.

A depot manager might ask which machines are due for servicing next month in a given location, or upload service manuals for the AI to correlate with live fault codes. The result is faster, more intuitive access to insights without the need for specialist coding skills.

IrisX also allows customers to integrate their own AI models for private data analysis, automate workflows through its “automation studio”, and tap into more than 100 pre-built integrations with ERP and workflow systems. CEO Soeren Brogaard says the aim is to “shortcut the path to generative AI and insights” while making advanced analytics usable by non-technical staff.