Machine and Equipment Sales/Rental
In the machine and equipment sector, the process does not end with the sale or rental of the product. The quotation, contract, delivery, assignment, usage period, maintenance, malfunction, return, and collection processes must be monitored throughout the entire lifecycle of the equipment.
XtraCRM combines CRM, sales, product, stock, inventory, task, technical service, maintenance, document, and financial features to enable the entire process from customer inquiry to equipment delivery and after-sales services to be managed from a single center.
How does the process work in the industry?
The process usually starts with the customer making a sales or rental request for a specific machine or equipment. The required equipment type, technical specifications, usage location, operation duration, delivery date, and budget are determined.
Suitable equipment or products are selected and a quotation is prepared for the customer. In rental transactions, period, fee, deposit, usage conditions, delivery, and return terms are determined. In sales transactions, product, payment, delivery, installation, and warranty information are tracked.
Once the quotation is approved, contract and delivery processes are initiated. The equipment is assigned to the customer, project, or personnel. Maintenance, malfunction, and usage status are monitored throughout the rental period. At the end of the period, an extension, exchange, purchase, or return process is carried out.
How is XtraCRM adapted to your company's working style?
Each machine and equipment company has different product structures, rental methods, and service arrangements. In XtraCRM, custom fields, forms, tasks, and workflow stages can be configured according to your company’s existing system.
You can structure your sales process with the stages "New Demand, Needs Analysis, Product Selection, Preparing Proposal, Proposal Presented, Customer Approval, Order, Delivery, Installation, and Completed."
You can track your rental process with the stages "New Demand, Suitability Check, Pricing, Proposal, Contract, Ready for Delivery, On Rent, Extension, Return Expected, Inspection, and Completed."
You can define different fields and processes for equipment groups such as construction machinery, industrial equipment, generators, forklifts, platforms, non-medical technical devices, measuring instruments, or similar equipment.
Special equipment fields you can use
Equipment or product code
Equipment category
Brand and model
Serial number
Year of manufacture
Technical specifications
Capacity and operating values
Ownership status
Suitability for sale or rental
Warehouse or location where stored
Current customer or project
Equipment condition
Usage hours or kilometers
Purchase and cost information
Warranty start and end date
Last maintenance date
Next maintenance date
Mandatory inspection or document dates
Accessories and spare parts
Description and usage notes
Different custom fields can be created for different equipment groups. Thus, only the relevant technical and operational information is displayed on each product card.
Manage customer requests
Sales and rental requests received via phone, website, email, advertisement, or WhatsApp can be associated with the customer in the CRM.
The equipment needed by the customer, purpose of use, project location, start date, usage duration, and budget can be recorded. New requests can be assigned to the relevant sales representative.
Tasks can be created to collect missing information, perform technical evaluation, or organize field inspections. Reminders can be set for opportunities with no action for a long time.
Track quotation and contract processes
Quotes including equipment, period, quantity, price, and additional services can be prepared for the customer. Additional items such as shipping, installation, operator, maintenance, or accessories can be included in the quote.
Preparation, presentation, revision, and approval stages of the quote can be monitored. Processes requiring manager approval can be created for specific price, discount, or term conditions.
An approved quote can be converted into a sales order. Rental contracts can be linked with the customer, equipment, and related operation records and stored in document management.
Configure rental processes according to your company
In XtraCRM, the rental operation can be organized with custom fields and workflows according to your company's model. The following information can be tracked:
Rental start and end date
Daily, weekly, or monthly fee
Billing period
Deposit information
Delivery and return address
Usage location or project
Allowed usage duration
Excess usage conditions
Shipping and installation fee
Operator or personnel requirement
Maintenance responsibility
Insurance and guarantee information
Contract status
Extension or purchase option
Return and inspection status
XtraCRM is not an independent leasing calculation engine; it enables tracking of leasing offers, contracts, equipment assignments, tasks, documents, and financial statuses.
Track equipment availability and status
Equipment can be classified with statuses such as “Available, Reserved, Rented, In Service, Under Maintenance, Return Inspection, or Passive.”
Which customer or project equipment is assigned to, when it was delivered, and expected return time can be tracked with custom fields.
When planning a new lease, the current status and ongoing assignments of the equipment can be checked to prevent scheduling the same equipment for overlapping dates.
Manage delivery and installation processes
When an offer or contract is approved, tasks can be assigned to warehouse and operations teams to prepare for delivery.
Before delivery, the equipment's technical inspection, cleaning, accessories, documents, and usage information can be verified using a checklist.
During delivery, the following information can be recorded:
Delivery date and time
Delivery address
Persons delivering and receiving
Equipment condition at delivery
Meter, mileage, or operating hours
Accessories provided with the equipment
Photos and delivery documents
Installation or training status
Customer approval and comments
Signed delivery documents and photos can be stored in the relevant customer or equipment record.
Track equipment assignments
Equipment or company vehicles can be assigned to employees, departments, customers, or projects. Assignment purpose, start date, expected return date, and responsible person can be recorded.
Usage values and equipment status at start and return can be compared. Return notes and inspection results can be recorded when assignment ends.
This system facilitates tracking who has the rented equipment and assets used within the company and where they are located.
Manage periodic maintenance processes
Periodic maintenance dates, usage durations, and past service records of equipment can be tracked. The last maintenance and next maintenance dates can be recorded on the equipment card.
Tasks can be assigned to the technical team for equipment that is approaching maintenance time. The actions taken during maintenance, parts used, service company, cost, and next maintenance date can be recorded.
Maintenance needed during the rental period can be associated with the customer, location, and equipment. The downtime of the equipment due to maintenance can also be tracked separately.
Track malfunction and technical service records
Malfunction reports from customers can be linked to the equipment and contract. The description of the malfunction, the date it was reported, the location of the equipment, and the urgency information can be recorded.
The service process can go through stages such as 'New Request, Inspection, Technician Assigned, Waiting for Parts, In Process, Control, and Completed.'
Performed operations, used parts, technician notes, photos, and customer notifications can all be kept in the same service record.
Whether the malfunction is covered by warranty, caused by user error, or normal usage can be recorded to monitor the billing process.
Manage equipment return and inspection processes
For equipment nearing the end of the rental period, a return task can be assigned to the operations team. Communication with the customer can assess options such as return, extension, or purchase.
During return, the equipment's condition, accessories, usage value, and visible damages can be checked. Pre-delivery and return information can be compared.
If there are missing accessories, damage, excessive usage, or cleaning needs, relevant records can be created. Necessary fees or customer approvals can be linked to financial processes.
Inspected equipment can be moved to maintenance, service, or preparation for re-rental stages.
Track rental durations and renewals
Tasks and reminders can be created in advance for contract end dates. The responsible sales representative can contact the customer to discuss extension, equipment replacement, or purchase options.
When an extension decision is made, the new period, price, and payment terms can be recorded. Reasons can be obtained for rentals that are not renewed.
Upcoming contracts, leases pending extension, and overdue returns can be collectively monitored by management.
Manage stock, accessories, and spare parts
Accessories and spare parts used with sold or rented equipment can be tracked in product and stock records.
The quantity and return status of delivered accessories can be added to the equipment record. Parts used during technical service can be linked to the relevant service operation.
Purchasing needs may arise for parts approaching critical levels. Expected parts and supply dates can be followed through purchase orders.
Store equipment documents in a single center
User manuals, warranty certificates, technical data sheets, inspection certificates, maintenance forms, and delivery notes related to equipment can be linked to the corresponding records.
The issue and validity dates of documents can be maintained. Reminders can be assigned to responsible persons for certificates or inspections nearing expiration.
Access to documents and records can be restricted according to employees' roles and authorizations.
Track invoicing and collection processes
Sales transactions and rental periods can be linked with customer, order, and financial records. Invoice date, due date, payment status, and currency can be tracked.
Invoicing periods such as daily, weekly, or monthly based on the rental model can be recorded with custom fields. Tasks can be assigned to the finance team for each period.
Payments approaching due dates or overdue can be tracked, and customer interactions can be added to the customer's history.
Evaluate post-sale opportunities
By tracking the warranty and maintenance periods of sold equipment, maintenance contracts, spare parts, or additional equipment offers can be presented to the customer.
Based on the usage period of rented equipment and customer needs, options such as extending the term, upgrading to a higher model, or purchasing can be created.
By viewing the equipment used by a customer, their past services, and ongoing contracts together, more accurate sales and service recommendations can be developed.
Define authorizations according to task distribution
Different access and operation permissions can be defined for sales, rental operations, warehouse, technical service, finance, and management teams.
The sales team can manage customers and quotes, while the operations team can track delivery, assignments, and returns. The technical service team can handle maintenance and fault records, and the finance team can manage invoicing and collection processes.
Processes such as price changes, discounts, equipment damage, or additional fees can be directed for approval according to your company's authorization system.
Create a measurable structure for management
In management dashboards, new customer requests, pending offers, sold and rented equipment, upcoming contract expirations, delayed returns, open service records, and equipment approaching maintenance time can be monitored.
The following information can be evaluated based on customer, equipment, category, responsible team, or period:
Incoming sales and rental requests
The conversion rate of quotes to contracts
Equipment available, rented, and in service
Equipment usage and assignment history
Upcoming rental expirations
Delayed returns
Maintenance and service records
Causes of faults
Equipment-based maintenance costs
Sales and rental revenues
Invoicing and collection status
Open tasks based on customer and equipment
XtraCRM does not force your company into a fixed sales or rental model. By configuring customer records, quotes, contracts, equipment status, maintenance processes, custom fields, and tasks according to your own operational structure, you can make the entire process—from the initial customer request to delivery, service, return, and collection—more organized, measurable, and trackable.