Automatic day-wise rent
Rent per item, per day, for exactly the quantity that was on site.
Built for scaffolding & equipment rental
Rental accounts, made simple.
Record every challan OUT and IN. i-RMS counts the days, applies the right rate, prepares a clear invoice and shows who still holds your material and who owes you money.
- Running at a live rental business
- Installs on your own PC
- Gujarati-ready bills
ItemQtyDaysRateAmount
Cuplock 3m2006₹2.50₹3,000
Cuplock 3m200−80=12010₹2.50₹3,000
Steel plate502·min₹4.00₹400
Steel plate returned the same day – a fixed 2 days charged on the returned quantity.
Total₹6,400
Rate fixed at the OUT date
Customer-wise rates
Gujarati remarks on the bill
0Features across the system
0Feature areas
0User roles with access control
0Print sizes – A4 and A5
The problem
The biggest headache in rental is the hisaab
Partial returns, same-day returns, minimum days, rate changes, special customer rates – one mistake and the customer disputes the whole bill.
Without software
- Challan books and Excel sheets that do not match
- Day-count by hand for every partial return
- Rate changed – old and new bills get mixed up
- No clear view of material lying at each site
- Payments and dues chased from memory
- Only one person understands the system
With i-RMS
- One challan system with OUT, IN and print
- Days and rent calculated automatically
- Price change from a date – old material keeps the old rate
- Pending material by customer, site and product
- Payments, advance wallet and overdue reminders
- Roles for owner, accountant and manager
How it works
One simple flow, start to finish
The same way you already work – now automatic and error-free.
1
Challan OUT
Pick customer and site, add items and quantity, receiver and transporter. Print A4 or A5.
2
Challan IN
Partial or full return, matched to the right OUT with the right days.
3
Invoice
Day-wise rent with plain remarks. Locked once generated.
4
Payment
Part payments, advance wallet, receipts and overdue reminders.
Highlights
Made for the way rental really works
Six things owners tell us matter most.
Customer-wise rates
Save a special rate for each customer and product. It is applied automatically next time.
Price hike from a date
New rate from a date; material already out keeps its old rate. Full price history.
Frozen final invoices
Once generated, a bill never changes because of a later price edit.
Overdue control
An overdue report for long-running rentals, plus automatic email reminders with the invoice PDF for unpaid bills.
Roles & safeguards
Super Admin, Admin and Manager roles, master password and licence key.
Smart billing
Billing you can explain to your customer
The rules are applied the same way every time – and printed in plain words on the bill.
Day-wise, quantity-wise
Calendar days, both OUT and IN day counted, for the quantity actually on site.
Same-day return rule
Material that goes out and comes back the same day is charged a fixed 2 days, on the returned quantity only.
Correct return matching
A return is matched to that day’s OUT first, then to the oldest material.
Final invoice is frozen
Numbers are locked at generation. Reverting needs an authorised user.
Remarks in Gujarati
Special lines (same-day rule, price change) are explained on the bill in Gujarati.
Extra charges & notes
Add transport or other amounts and notes to challans and invoices.
Customer-wise rate & price hike
Two things every owner struggles with – handled properly
Give your best customers their own rate, and raise prices without confusing a single old bill.
Customer-wise pricing
- ✓Keep a standard price on every product
- ✓Type a special price on a challan line – it is saved for that customer and product
- ✓Next time, that customer’s rate appears automatically
- ✓Different customers, different rates, same product
- ✓Clear the price to go back to standard
- ✓The rate is stored on the challan, so old bills never change
Price hike from a date
- ✓Enter the new price and the date it starts (within 31 days before or after today)
- ✓Each unit is billed at the rate of its own OUT date
- ✓A future-dated change switches on by itself
- ✓Price history shows every change; cancel a wrong one with a reason
- ✓Managers cannot change prices
- ✓Generated and settled invoices never change
Standard rate of one product (example)
Which rate will be used?
₹2.50
Sent before the hike (standard ₹2.50 → ₹3.00 from 1 Oct). The old rate stays even if the material is still out in October.
This customer’s own saved rate₹2.20
| Example: standard ₹2.50 → ₹3.00 from 1 Oct | Rate used |
|---|---|
| Standard customer, material sent 25 Sep (still out in October) | ₹2.50 |
| Standard customer, material sent 3 Oct | ₹3.00 |
| Customer with a saved special rate | ₹2.20 |
| One-off deal typed on a challan line | As typed |
Mobile & your data
Use it on your phone. Take your numbers anywhere.
i-RMS is not tied to one desk.
i-RMS mobile application
Our mobile application puts your rental business in your pocket.
Mobile-friendly web version
Open i-RMS from any phone or tablet browser on your network. Challans, invoices and receipts open in a built-in PDF viewer.
Excel export for reports
Export payments, amounts, overdue lists, pending material, wallet transactions and inventory reports to Excel for your accountant.
Access control
The right access for the right person
Owners see everything. Staff do their daily work without touching prices, users or company settings.
| Capability | Super Admin | Admin | Manager |
|---|---|---|---|
| Challan OUT / IN, view and edit | ✓ | ✓ | ✓ |
| Invoices, payments, wallet | ✓ | ✓ | ✓ |
| Reports and dashboard | ✓ | ✓ | ✓ |
| Customers, sites, products, categories – create and edit | ✓ | ✓ | ✓ |
| Change product price | ✓ | ✓ | ✗ |
| Wallet adjustments, edit or delete deposits | ✓ | ✓ | ✗ |
| Database backup export | ✓ | ✓ | ✗ |
| Revenue analysis | ✓ | ✓ | ✗ |
| Users and company settings | ✓ | ✓ | ✗ |
| Manage companies | ✓ | ✗ | ✗ |
Your data. Your PC. Your control.
i-RMS installs on your own Windows computer or office server with its own database. Open it from any phone, tablet or PC on the same network. A one-click database backup is built in.
Need installation, data entry help or staff training? We do it with you.
Included in onboarding
- Installation and set-up
- Your logo, address and bill format
- Customers, products and rates loaded
- Material currently out entered
- Staff training
- Support after go-live
Compare
Excel or notebook vs i-RMS
| Task | Excel / notebook | i-RMS |
|---|---|---|
| Day count on partial returns | Manual, error-prone | Automatic |
| Rate change from a date | Old and new bills mix up | Date-based, history kept |
| Customer-wise rates | Remember or look up | Saved per customer |
| Pending material at sites | Search many sheets | One screen |
| Payments and dues | Diary | Receipts, wallet, overdue |
| Staff control | Anyone can edit | Roles, frozen invoices |
FAQ
Common questions
Is i-RMS only for scaffolding?
No. It suits any business that gives items on rent by the day and takes them back in parts – scaffolding, cuplock, shuttering, props, mixers, cranes, tools and event equipment.
Do we need internet to use it?
Daily work runs on your own PC or office network. Internet is needed only for email features such as overdue reminders and password reset.
Can the bills be in Gujarati?
Yes. Customer and item names can be entered in Gujarati and the explanation remarks on the bill are printed in Gujarati.
Can each customer have a different rate?
Yes. A special price is saved per customer and product, and also a one-off price can be typed on any challan line.
What happens to old bills when I raise a price?
Material already sent keeps its old rate, and generated invoices are frozen, so a later price change never alters a past bill.
What if we make a mistake in a challan?
Challans can be edited or deleted while their invoice is still running. A generated invoice can be reverted by an authorised user.
Can we move our old Excel data?
We help you load customers, sites, products and rates, and enter the material that is currently out so billing continues smoothly.
What if the computer crashes?
Use the built-in database backup export regularly and keep a copy on a pen-drive or cloud drive. We help you set up the routine.
Does it support GST invoices?
Please ask us about your exact requirement. The standard invoice is a rental invoice; special formats can be discussed.
See it with your own numbers
Open the billing simulator, enter your own challan dates and rates, and see the rent i-RMS calculates.