EZRentOut
By EZO
Register for an EZRentOut account and configure core company settings such as logo, time zone, and policies.
Optionally, schedule onboarding or training sessions for a guided start.
Determine which items you’ll track: assets (individually tracked), asset stock (bulk items), or inventory (items for sale).
Add assets, asset stock, and inventory records, including details, images, and documents.
Use the clone function for similar items to speed up data entry.
Import items in bulk from Excel if needed.
Add custom fields to items or orders if default fields do not meet your needs.
Configure advanced settings and enable relevant add-ons (e.g., maintenance module, recurring orders, integrations).
Invite team members as Admins or Staff Users, assign roles, and set access permissions.
Configure user policies, such as order visibility and alerts.
Add or import customer information, categorize clients, and manage contacts and shipping addresses.
Segment customers for targeted communication and reporting.
Create locations (warehouses, stores) and assign inventory to each.
Organize items into groups and subgroups for efficient management.
Add vendor details for asset sourcing and service tracking.
Set rental pricing structures, tax profiles, and custom rental rules.
Adjust order durations, late fees, and other billing policies as needed.
Set up a customizable online rental store for customers to browse and book equipment.
Integrate payment gateways and configure store settings.
Create practice orders, scan barcodes/QR codes, and process bookings to ensure all workflows function as intended.
Begin managing real orders, rentals, and returns from the central dashboard or mobile app.
Use reporting and analytics for ongoing optimization.
EZRentOut offers extensive customization features, allowing rental businesses to tailor the platform to their unique workflows, branding, and operational requirements. Here are the main ways EZRentOut can be adapted to fit specific business needs:
Custom Fields: Add custom fields to orders, items, customers, vendors, users, purchase orders, work orders, bundles, and businesses. Field types include text, numeric, date, checkbox, dropdown, multiple choice, paragraph text, and boolean (Yes/No) values.
Mandatory Fields: Set custom fields as mandatory for specific actions, such as creating or editing items, or during rent-out/return processes.
Custom Alerts: Configure date-based custom fields to trigger email alerts or recurring reminders for maintenance, returns, or other business events.
Customizable Invoices: Design invoices and printouts with custom templates, prefixes, and fields. Add or hide elements, choose single/double column layouts, and insert custom text or HTML (e.g., liability clauses, terms, and conditions).
Order Printout Customization: Tailor order line items, sorting, and display options for printouts, including grouping, column selection, and custom text sections.
Custom Navigation: Rearrange and customize the main menu/navigation sidebar to prioritize workflows and metrics most relevant to your business. These changes apply across all users in the account.
Rental Rules Engine: Define rules for seasonal pricing, equipment groups, customer categories, and more. Automate price adjustments and coupon applications based on custom business logic.
Branded Webstore: Customize the online rental store’s colors, logo, and branding to match your company identity. Use your own domain or a subdomain for a seamless experience.
Website Page Builder: Design and organize landing pages, highlight featured or promotional items, and control catalog presentation.
Custom URLs: Use company-specific URLs for QR codes and the online store.
Custom Roles: Create and assign tailored user roles with specific access permissions to match organizational structure and compliance needs.
Role-Based Access: Control visibility and permissions for different user types, including admins, staff, and customers.
API Access: Integrate with external systems and build custom workflows.
Third-Party Integrations: Connect with over 1,000 apps via Zapier, Zoho Flow, and other platforms for workflow automation, reporting, CRM, accounting, and more.
Accounting and Payment Integrations: Seamlessly integrate with QuickBooks, Xero, Sage, Stripe, Square, PayPal, and more for financial workflows.
Custom Reports: Generate and export custom reports, including data from custom fields, for advanced analytics and business insights.
No Setup Fees: EZRentOut does not charge any setup or implementation fees. You can start using the platform immediately after subscribing, with no additional onboarding or installation costs.
Included in Subscription: All maintenance, software updates, and access to new features are included in your regular subscription fee. There are no separate maintenance charges—updates and improvements are provided as part of the service.
No Hidden Fees: EZRentOut emphasizes transparent pricing with no hidden fees for ongoing use or updates.
Standard Support Included: Customer support is included with all plans at no extra cost. Support is available 24/7 via email and phone, and all users can access the knowledge base and onboarding resources.
Enhanced Implementation Services: Advanced support options, such as a designated account manager or enhanced implementation services, may be available in Enterprise plans (contact sales for details), but standard support is free for all users.
Additional Users: Most plans include a set number of users; extra users can be added for a fee (commonly $20 per additional user per month, depending on the plan).
Additional Locations: Locations beyond the included amount in your plan are typically charged at $25 per location per month.
Premium Features: Some advanced integrations (e.g., SAML, LDAP, Trackunit, or custom API access) may be available only in higher-tier or Enterprise plans.
Custom Implementation: For highly specialized needs, custom development or advanced onboarding may incur extra charges, but these are optional and not part of standard plans.
Quick Start Guides: EZRentOut provides a comprehensive startup guide to help new users navigate the app, add items, set up users, and configure company settings. The guide covers identifying item types, importing data, and customizing workflows for your rental business.
Mobile App Support: Users can access step-by-step instructions for using the mobile app, including scanning QR codes, managing inventory, and handling orders on the go.
Data Migration: The platform supports direct import of assets, stock, inventory, customers, and vendors from Excel, making it easy for businesses to transition from spreadsheets or other systems.
Knowledge Base: EZRentOut offers an extensive online knowledge base with articles and tutorials covering all aspects of the software, including getting started, data setup, order management, integrations, reporting, security, and more.
FAQs and Help Articles: The knowledge base is organized into key topics such as rental orders, bundles, POS, payment integrations, maintenance, webstore setup, and financial software integrations, ensuring users can find answers to common questions quickly.
On-Page Guidance: The application features on-page terms, tooltips, and guidance panels to assist users as they work, reducing the learning curve and helping users understand features in context.
Email and Chat Support: New users have access to responsive customer support via email and chat. The support team is known for being highly motivated and quick to assist with setup, troubleshooting, and workflow questions.
Customer Success Team: Dedicated support is available to help with onboarding, workflow optimization, and ongoing usage. Users can contact the team for personalized assistance at any time.
Screen Share Sessions: For complex issues, support may offer screen-sharing sessions to walk users through solutions and provide live demonstrations.
User Role Management: Guidance is provided for adding admins and staff users, assigning roles, and setting access permissions, ensuring teams are onboarded efficiently.
Reports and Analytics Training: Tutorials and help articles explain how to use the dashboard, generate reports, and analyze business performance, helping users make the most of EZRentOut’s analytics features.
EZRentOut employs a comprehensive, multi-layered approach to secure customer data, ensuring privacy, integrity, and compliance with international standards.
SOC II, Type 2 and ISO 27001 Certified: Regular third-party audits validate the platform’s adherence to industry-leading security practices and information management protocols.
GDPR Compliance: EZRentOut enables customers to meet GDPR requirements, including data subject requests, consent management, and data export or deletion.
Encryption in Transit and at Rest: All data is encrypted during transmission over secure connections and while stored on disk, protecting information from interception or unauthorized access.
AWS Data Centers: Data is hosted on Amazon Web Services (AWS), with options for data residency in the US, EU, UK, Canada, Australia, Japan, Sweden, and other jurisdictions as needed.
Role-Based Access: User access is managed through granular, role-based permissions, ensuring only authorized personnel can view or modify sensitive data.
Principle of Least Privilege: Support team access is tightly controlled, time-limited, and logged for auditing. Access is only granted when necessary for troubleshooting and can be revoked at any time.
User Authentication: Supports secure login options, including Google/Windows ID and LDAP on Azure AD Domain Services, to enhance account security.
Regular Security Audits: EZRentOut conducts ongoing security audits to identify and address vulnerabilities, maintaining system integrity and confidentiality.
Comprehensive Logging: All support access and critical actions are logged, creating an auditable trail for accountability.
Secure Data Backups: Automated, secure backups are maintained, with bi-annual deletion cycles for data that is updated or deleted, ensuring recoverability and compliance.
No Data Selling: EZRentOut does not sell personal data and only shares information with third parties as required for service delivery or by law.
Custom Data Processing Agreements: Customers can request standard data processing agreements to ensure compliance with privacy laws.
Regular Feature Releases: EZRentOut introduces new features, improvements, and bug fixes on a frequent and ongoing basis. The platform is known for its active development cycle, with updates released regularly throughout the year.
Recent Release Pattern: Notable feature releases and enhancements are highlighted several times per year. For example, a major feature release was published in January 2025, and the platform consistently adds customer-requested features on a rolling basis.
Continuous Improvement: The company emphasizes ongoing product development, often implementing weekly or monthly updates that include both minor enhancements and significant new functionalities.
Transparent Release Notes: Each update is accompanied by detailed release notes, outlining new features, improvements, and bug fixes. These notes are published on the EZRentOut website, ensuring users are kept informed about changes to the platform.
Customer-Driven Enhancements: Many updates are based on user feedback and requests, with the development team actively soliciting suggestions from customers to guide the product roadmap.
Incremental Rollouts: Updates are managed to minimize disruption, with new features and fixes rolled out incrementally across the platform.
No Service Disruption: Updates are designed for seamless adoption, ensuring ongoing access to the platform with minimal downtime or interruption.
Customer Data Rights: All data entered or uploaded by users into EZRentOut—including inventory records, customer information, orders, and documents—remains the property of the customer. EZRentOut does not claim ownership over user data stored within its platform.
No Unauthorized Use or Sharing: EZRentOut will not share or sell your data to third parties for commercial purposes. Data is only shared when necessary to provide the requested services, with your explicit permission, or as required by law (e.g., court orders).
Access Control: Only designated account managers and technical support staff may access customer data for troubleshooting and support, and such access is strictly limited, logged, and can be revoked by the customer at any time.
Retention and Deletion: Data is retained only as long as necessary for service provision or to fulfill legal obligations. Upon account closure, users can permanently delete their data, and EZRentOut will remove all associated information from its systems by its data retention policy.
Export and Download: EZRentOut allows users to export their data—including customer lists, inventory, and transaction history—in standard, machine-readable formats (such as CSV). This supports data portability and enables users to back up their information or migrate to other systems.
GDPR and Privacy Compliance: The platform is compliant with the General Data Protection Regulation (GDPR), which grants users the right to access, export, and request deletion of their personal data. Administrators can view, update, delete, or export profile and transactional data directly from the platform.
Data Subject Requests: Customers can request access to their data or initiate data export and deletion requests at any time. EZRentOut provides tools and support to help users fulfill these requests in compliance with privacy regulations.
EZRentOut is designed for flexibility, allowing rental businesses to easily adjust their subscription and platform usage as organizational needs change. Here’s how scaling up or down works with EZRentOut:
Multiple Plans: EZRentOut offers several pricing tiers (such as Standard, Plus, Premium, and Enterprise) to accommodate businesses of different sizes and requirements. Each plan includes a set number of users and features, with the ability to upgrade or downgrade as needed.
Add or Remove Users: Additional users can be added to your account for a monthly fee (commonly $20 per user, depending on the plan). You can also remove users if your team size decreases, adjusting your subscription costs accordingly.
Location Add-Ons: Manage multiple locations within one account. Extra locations can be added for an additional monthly fee (typically $25 per location), and you can remove locations as business needs change.
No Long-Term Lock-In: Subscriptions are billed monthly or annually, and you can switch plans, add or remove features, or cancel at any time without long-term commitments or penalties.
Instant Upgrades/Downgrades: Account owners and administrators can upgrade, downgrade, or cancel their subscription directly from the dashboard. Changes to your plan or add-ons take effect immediately or at the start of the next billing cycle.
Feature Flexibility: Higher-tier plans unlock advanced features (e.g., online rental store, integrations, custom fields), so you can scale up functionality as your operations grow, or scale down to a simpler plan if required.
Unlimited Orders and Inventory: All plans allow for unlimited orders and rental items, so you only need to scale your plan when your team size, locations, or feature requirements change, not based on transaction volume.
No Data Loss: Scaling up or down does not affect your stored data, inventory, or order history. All business information remains accessible and intact throughout plan changes.
Prorated Charges: When you upgrade your plan or add users/locations, charges are prorated for the remaining billing period. Downgrades or removals typically take effect at the next renewal.
Automatic Renewal: Subscriptions automatically renew for periods equal to the previous term (monthly or annual), unless cancelled in advance. Renewals are billed at the standard price prevailing at the time of renewal.
Price Changes: If there is a price increase, EZRentOut will make reasonable efforts to notify you at least 30 days before your renewal date.
Payment and Auto-Renewal: Unless specified otherwise in your order, a valid credit or debit card is required. Charges are processed automatically at the start of each renewal period.
Stopping Renewal: To prevent automatic renewal charges, you must cancel your subscription through your account settings before renewal or submit a cancellation request at least 21 days before your renewal date via email to [email protected].
EZRentOut’s Right to Non-Renew: The company reserves the right to not renew your subscription for any reason, provided they give at least 30 days’ notice before the end of your current term.
Cancel Anytime: You can cancel your subscription at any time for any reason. There are no hidden charges or cancellation fines.
How to Cancel: Log in as the account owner, navigate to the Billing section, and select “Permanently Close Account.” Alternatively, submit a cancellation request via email.
No Refunds: If you cancel during your subscription term, you are not entitled to a refund for unused time. Any unpaid fees for the remainder of your current term become immediately due.
Immediate Termination: Upon cancellation, your right to use the service ends, and EZRentOut’s obligation to provide the service ceases immediately.
Data Access: It is recommended to export or back up your data before closing your account, as access will be terminated after cancellation.
Material Breach: Either party may terminate the agreement with 30 days’ written notice if the other party materially breaches the terms and fails to cure the breach within that period.
Insolvency or Business Cessation: The agreement may also be terminated if either party becomes insolvent, undergoes bankruptcy, or ceases business operations related to the service.
Refunds for Breach: If you terminate due to an uncured material breach by EZRentOut, you are entitled to a refund of prepaid fees (excluding one-time fees) for the remainder of your subscription term. If EZRentOut terminates due to your breach, you must pay any unpaid fees for the current term.
Upgrades: Upgrading your plan during a subscription term results in payments adjusted to reflect additional fees based on the current standard price.
EZRentOut adheres to a set of international compliance standards and certifications to ensure data security, privacy, and regulatory alignment for its users.
ISO/IEC 27001 Certified: EZRentOut is certified for ISO/IEC 27001, the widely recognized international standard for information security management systems (ISMS). This certification demonstrates robust security practices for protecting the confidentiality, integrity, and availability of customer data.
SOC 2 Type 2 Compliant: The platform is SOC 2 Type 2 compliant, based on audits against the Trust Services Principles and Criteria of the American Institute of Certified Public Accountants (AICPA). This ensures strong internal controls over security, availability, processing integrity, confidentiality, and privacy of data.
CSA STAR Level 1 Certified: EZRentOut holds the Cloud Security Alliance (CSA) STAR Level 1 certification, which documents its security and privacy controls for cloud computing, emphasizing transparency and rigorous auditing.
TX-RAMP Level 1 & 2 Certified: Certified by the Texas Department of Information Resources for the Texas Risk and Authorization Management Program (TX-RAMP) Levels 1 and 2, ensuring standardized security assessment and monitoring for cloud services used by Texas state agencies.
GDPR Compliance: EZRentOut is fully compliant with the General Data Protection Regulation (GDPR). The platform provides tools for managing data subject requests, exporting or deleting personal data, and maintaining records of Data Protection Officers. Customers can request to sign a Data Processing Agreement (DPA) to further support GDPR compliance.
Regular Security Audits: The platform conducts regular security audits to ensure ongoing compliance and to maintain the confidentiality and security of user data.
