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6 Best POS Systems For Rental Businesses In 2023

The best POS systems for rental business have features like rental inventory management, rental tickets and quotes, and online rental bookings.

    Nicolette Kier
  • UPDATED

Advertiser Disclosure: Our unbiased reviews and content are supported in part by affiliate partnerships, and we adhere to strict guidelines to preserve editorial integrity.
POS systems for rental businesses

A POS system for rental businesses helps with moving inventory, fluctuating reservation dates, and building a customer base. Whether you’re just dreaming up a wedding venue rental startup or you’re ready to move your rental tool inventory away from pencil and paper ledgers, a point of sale system for your rental business might be the organizational tool you are missing.

We reviewed 11 different rental POS systems based on pricing, feature set, POS hardware availability, ease of use, and contract requirements to help you find the rental POS system that’s right for your business.

Learn More About Our Top Picks

CompanyBest ForNext StepsBest For
Lightspeed Retail POS

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  • Excellent rental item inventory management, optional rental shop integrations, built-in reservation management
  • $69+/month
  • Monthly and custom contracts, early termination fee
  • Excellent rental item inventory management, optional rental shop integrations, built-in reservation management
  • $69+/month
  • Monthly and custom contracts, early termination fee

Visit Site

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Clover POS

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  • Affordable rental item timer apps, very customizable software, lots of POS hardware options
  • $14.95-$54.90/month or custom pricing
  • Custom merchant agreements
  • Affordable rental item timer apps, very customizable software, lots of POS hardware options
  • $14.95-$54.90/month or custom pricing
  • Custom merchant agreements

Visit Site

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Square POS

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  • Free plan available, several rental item management integrations, low-cost POS hardware
  • $0+/month
  • Monthly contracts, no termination fee
  • Free plan available, several rental item management integrations, low-cost POS hardware
  • $0+/month
  • Monthly contracts, no termination fee

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Shopify POS

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  • Beautiful online store builder, lots of rental integrations, excellent rental item shipping/return options available
  • $39+/month
  • Monthly/annual contracts, no termination fee
  • Beautiful online store builder, lots of rental integrations, excellent rental item shipping/return options available
  • $39+/month
  • Monthly/annual contracts, no termination fee

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EZRentOut

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  • Works with many types of rental businesses, B2B customer management portal, unique rental inventory management features
  • $79+/month
  • Monthly/annual contracts, no termination fee
  • Works with many types of rental businesses, B2B customer management portal, unique rental inventory management features
  • $79+/month
  • Monthly/annual contracts, no termination fee

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Paradise POS

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  • No WiFi required, integrated ID verification, built-in rental item timer
  • Custom pricing
  • Custom contracts
  • No WiFi required, integrated ID verification, built-in rental item timer
  • Custom pricing
  • Custom contracts

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Read more below to learn why we chose these options.

Table of Contents

6 Top Rental POS Systems For Rental Businesses

The best rental POS systems have great inventory management, online reservation booking, customer management, marketing features, and sales reporting. Lightspeed Retail, Square, Clover, Shopify, EZRentOut, and Paradise POS are great POS systems for a rental business.

1. Lightspeed Retail: Best Scalable Option

Lightspeed Retail POS


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Pricing

Starts at $89/month ($69/month billed annually)

Contract

None

Equipment Cost

Contact Lightspeed for a quote

Pros

  • Optional Rental Shop Manager software integration
  • Built-in appointment/reservation scheduling
  • Built-in rental item management for no added fee
  • Work order management for damaged rental items

Cons

  • Expensive for smaller businesses
  • Must use in-house payment processor
  • Early termination fee

Lightspeed POS for rental business

Lightspeed Rental Shop Manager software integration.

Why We Chose Lightspeed Retail POS System For A Rental Business

We believe that Lightspeed Retail is one of the best POS systems for retail businesses because of its excellent inventory management features and numerous third-party software integrations, which include integrations for rental shop management. Although Lightspeed Retail software has built-in rental inventory item, quote, invoice, and deposit functions, a dedicated rental shop software in addition to your rental POS may make your life easier and your shop run smoother.

Since the POS software is so easy to use, more employees can get trained without any hassle, customers can rent items faster, and moving inventory is easier to track.

Lightspeed Retail Pricing

Lightspeed Retail POS Plans Price  When To Use
Lightspeed Retail POS Lean $89/month ($69/month billed annually) For mid- to large-sized businesses that want a POS with retail-specific features
Lightspeed Retail POS Standard $149/month ($119/month billed annually) For businesses that want a POS with retail-specific features plus accounting integration & eCommerce
Lightspeed Retail POS Advanced $269/month ($199/month billed annually) For businesses that want a POS with retail-specific features, accounting integration, eCommerce, & loyalty

You’ll pay an extra $59/month for each additional device you install Lightspeed Retail on (each plan starts with one POS software license).

Note: Rental management software integrations will cost extra.

Lightspeed Retail Rental POS System Features

Lightspeed Retail POS Features Availability
Multi-Store Support
Contactless Payments
Multi-Channel Selling Standard plan & up
Gift Cards
Customer Loyalty Advanced plan
Marketing Tools Standard plan & up
Online Ordering Standard plan & up
Inventory Management
Reporting
Menu Management
Delivery Management
EBT Acceptance
Employee Management
Text Messaging

While Lightspeed Retail has a number of retail-focused features, these are the most noteworthy for rental businesses:

  • Integration with Rental Shop Manager, a software program that handles all aspects of running a rental business
  • Rental item quotes, which can be converted into bills and include refundable deposits
  • Item holds and layaways for customers who book items online
  • Work and purchase order management for when rental items need to be repaired
  • Multilocation management (both permanent and temporary locations)
  • Online reservations for items, venues, etc.
  • Gift cards, discounts, and loyalty program setup

Hardware Cost & Options

Lightspeed Retail rental POS hardware

Lightspeed Retail works on iPads and computers, although iPads are ideal for moving around stores, events, or outdoor locations. Hardware such as printers and barcode scanners are quote-based.

You can purchase a Lightspeed Payments-compatible WisePOS E card reader for $299 and an iPad for $329.

Lightspeed offers accessories such as an iPad stand for $199, a cash drawer for $129, a barcode scanner for $199, a label printer for $124, and a receipt printer for $399.

Contact a Lightspeed representative and ask about a discount on a retail POS hardware bundle.

Payment Processing Costs

Lightspeed offers its own payment processing, which all US and Canadian merchants are required to use. You must purchase a card terminal from Lightspeed to use the company’s payment processing.

You will pay a processing fee of 2.6% plus a $0.10 flat fee per card-present transaction. That flat fee increases to 2.9% plus a $0.30 flat fee per card-not-present transaction.

Contract Requirements/Warnings

You can sign up for a monthly plan (which is recommended until you are certain you have found the right POS software) or a yearly plan. There is an early termination fee if you cancel your plan early.

You have to contact Lightspeed’s billing department at least 30 days before your next payment cycle to avoid being charged for an additional payment term.

If you purchase POS hardware from Lightspeed, you must confirm that you have received your purchase within five business days of receiving it. If you don’t, the hardware will not qualify for Lightspeed’s 30-day hardware warranty (14 days for Apple products).

Get Started With Lightspeed Retail POS

Read our in-depth review

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2. Clover: Best For Renting Out Items On-Location

Clover POS


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Pricing

Starts at $0/month

Contract

Depends on merchant services provider

Equipment Cost

$49-$1,799 per device

Pros

  • Streamlined setup
  • Very customizable
  • Affordable rental item timer apps available
  • Custom payment processing rates

Cons

  • High upfront cost
  • Complicated pricing
  • Some features require paid add-on

Clover rental POS app

Clover POS rental item management app.

Why We Chose Clover POS System For A Rental Business

Like Lightspeed, we appreciate that Clover offers dedicated rental item management apps that allow rental business owners to rent out items and charge customers by the day, hour, or minute. You can use these apps to track items, accept deposits and waivers, and more. Clover’s rental apps are more affordable than Lightspeed’s and work well for businesses that rent out items on location.

Since Clover hardware is always sold along with a merchant service provider, getting your POS set up becomes as simple as making a purchase and putting the hardware together. Plus, you get custom payment processing rates with a merchant account, which often reduces fees for midsize businesses.

Clover Pricing

Clover POS Plans Price  When To Use
Clover Payments $0/month If you only need to process payments and don’t need any POS hardware
Clover Essentials $14.95/month If you have a small retail/service-based business and don’t take returns
Clover Register $44.95/month or $54.90/month If you have a small to mid-size retail/service-based business and need more POS features
Clover Counter Service Restaurant $44.95/month or $54.90/month If you have a quick-serve restaurant, cafeteria, or mobile food service business
Clover Table Service Restaurant $74.95/month, $84.90/month, or $94.85/month If you have a full-service restaurant or bar

If you buy from Clover directly, you can purchase a Clover retail software plan for between $14.95/month and $54.90/month if you purchase your Clover hardware upfront.

If you decide to enroll in Clover’s “pay monthly” plan so that you can pay for your hardware over time, you’ll pay one monthly fee for both your hardware and software. That fee will range from $60/month to $175/month, depending on your hardware package.

Additional devices are $9.95/month/register if you have all your registers in one location. If, for example, you have two Clover Minis in two different stores, you’ll have to pay the full Register subscription cost for both Minis.

Read our Clover POS pricing guide for more on how much you could be paying for your Clover software/hardware package.

Note: Some Clover apps cost extra. For example, the Rent Item app costs $1.99/month and the Rental Timer app costs $19.99/month.

Clover Rental POS System Features

Clover POS Features Availability
Multi-Store Support
Contactless Payments Depends on hardware choice
Multi-Channel Selling
Gift Cards
Customer Loyalty
Marketing Tools
Online Ordering Depends on software plan
Inventory Management
Reporting
Menu Management
Delivery Management
EBT Acceptance Add-on app
Employee Management
Text Messaging

Clover’s basic subscription is decent for retail businesses, but rental businesses will find the true value of Clover in the Clover App Market, which contains 450+ apps, including rental item apps such as Rent Item and Rental Timer.

Both apps allow you to track the amount of time someone has rented an item, and charge by the day, hour, or minute. You can also accept waivers, track deposits, and add fees (such as late or damage fees) while completing an item return.

While Clover’s rental integrations aren’t as powerful as the ones offered by Lightspeed, they are much less expensive. Given the price differences, Clover users will have a more affordable way to rent out items at shops. Unfortunately, customers can’t reserve items online with Clover’s integrations.

There are a number of other affordable Clover apps you can also install, including several loyalty program builders, website builders, and payroll software such as Gusto.

Hardware Cost & Options

Clover POS hardware

Clover countertop POS system, handheld POS system, barcode scanner, cash drawer, and card reader.

You may purchase your Clover system from Clover or one of several Clover resellers. If you purchase hardware from Clover, you’ll pay between $49 (Clover Go contactless card reader) and $1,799 (Clover Station Duo). Hardware and payment processing costs vary depending on where you purchase from.

You also cannot mix and match hardware from other POS companies if you use Clover, so do your research before buying.

Payment Processing Costs

If you buy hardware from Clover, you must also use Clover’s merchant service provider, Fiserv. You can expect to pay a transaction fee of 2.3% or 2.6%, plus a $0.10 flat fee, per in-person transaction.

However, Fiserv has a poor reputation as a merchant service provider and it may be best to purchase a Clover system from one of these best Clover resellers.

Contract Requirements/Warnings

Your contract requirements will vary depending on where you get your Clover hardware and corresponding merchant account. If you purchase your Clover hardware, software, and merchant account from Clover.com, you will be subject to a 36-month or 48-month contract with steep early cancellation fees.

Since you can’t use Clover hardware with any other type of POS software, make sure you are willing to commit to Clover software before purchasing any big-ticket proprietary software.

Get Started With Clover POS

Read our in-depth review

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3. Square: Best Free/Low-Cost Option

Square POS


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Pricing

$0/month

Contract

None

Equipment Cost

$49-$799

Get a free card swiper from Square at no cost when you create a free account. Claim your card reader.

Pros

  • Free plan available
  • Several affordable rental integrations
  • Affordable POS hardware
  • Free website builder

Cons

  • Must use Square payment processor
  • Occasional fund holds

Square POS for rental business

Square POS free rental agreement form builder.

Why We Chose Square For Retail POS System For A Rental Business

We believe that Square is one of the best free POS systems on the market, and can work for smaller, straightforward rental businesses. You can use Square to accept deposits, send waivers, charge for items, charge late fees, book appointments (great for event rental businesses), and more for no monthly fee.

If you want a more comprehensive and streamlined rental business software, Square integrates with several rental item apps for an affordable price. It’s especially cost efficient given that Square’s base POS subscription is free.

We also like that Square offers a free online website builder, invoicing software, social media sales/marketing integrations, and low-cost POS hardware. Plus, you can use multiple smartphones or tablets as registers without having to pay for each device, which is uncommon among POS solutions.

Square Pricing

Square POS Plans Price  When To Use
Free Plan $0/month If you have basic POS and processing needs
Square Appointments $0-$69/month If you are a business with extensive scheduling needs
Square For Retail $0-$60/month If you are a retail business with needs for advanced features
Square For Restaurants $0-$60/month If you are in the foodservice industry and need restaurant-specific features
Square Online Store $0/month depending on plan If you have eCommerce needs

You can use one Square account on several devices in one location. However, if you are taking orders on devices in two different shops, then you need to pay for two locations.

Note: Square integrations with software such as Checkfront, Rentrax, and EventOffice may cost extra.

Square Rental POS System Features

Square POS Features Availability
Multi-Store Support
Contactless Payments
Multi-Channel Selling
Gift Cards Add-on
Customer Loyalty Add-on
Marketing Tools
Online Ordering
Inventory Management
Reporting
Menu Management With Square for Restaurants
Delivery Management Add on
EBT Acceptance
Employee Management
Text Messaging

If you decide to use Square without a rental integration, there are several free features such as:

  • Square-hosted website you can use to sell items and appointment reservations
  • Online booking calendar to manage rental appointments
  • Rental contract builder and digital signature capture
  • Accept deposits and charge late fees with card on file
  • Social media and Google Business Profile integrations to advertise and sell on other platforms

Paid Square features include more advanced inventory management, multilocation management, and more booking/reservation features.

Rental-specific apps such as Checkfront allow you to:

  • Confirm rentals through email or text (great for venue/lodging rental businesses)
  • Manage resources in real-time to avoid double booking
  • Give customers the option to check themselves in
  • Promote your rental business on platforms like GetYourGuide
  • Create dynamic pricing rules based on group size, season, holiday specials, and rental length

Hardware Cost & Options

Square best POS system hardware

Square POS on iPad, Square Register, and Square contactless card reader.

Square software works on phones and tablets. You get a free magstripe card reader to start, but you should purchase at least the $49 Square Contactless + Chip Reader so you can take chip cards and NFC-based payments such as Google Pay and Apple Pay. A full Square Register bundle, suited for countertop businesses that accept cash, is $1,329.

Read our guide to Square POS hardware to make an informed POS hardware purchasing decision.

Other hardware, such as receipt printers, does not need to be purchased from Square. Just make sure that the hardware you buy is compatible with Square software.

Payment Processing Costs

Square charges a payment processing fee of 2.6% plus $0.10 per card-present transaction on the Free plan. The fee drops to 2.5% plus $0.10 on the Plus plan.

Regardless of your plan, you are charged a 3.5% plus $0.15 fee for card-not-present transactions. The fee for online transactions and invoices is 2.9% plus $0.30 per transaction.

Contract Requirements/Warnings

Square charges merchants on a month-to-month basis (if they’re on a paid plan). It’s free and easy to cancel if you decide that Square isn’t the right POS for you.

Square also has a limited-time hardware warranty. If you damage your Square hardware within that time period, you can submit a warranty claim, and Square will send you new equipment, even if you didn’t purchase directly from Square. You must send the old pieces back to Square within 14 days of receiving your new hardware, or your account will be charged.

Get Started With Square POS

Read our in-depth review

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4. Shopify: Best For Online Rental Reservations

Shopify POS


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Pricing

Starts at $29/month

Contract

None

Equipment Cost

$0-$500+

Pros

  • Lots of rental integrations
  • Excellent shipping and return features
  • Beautiful eCommerce site builder
  • Affordable POS hardware

Cons

  • Many apps cost extra
  • Must use Shopify payment processor to avoid transaction fees
  • No offline functionality

Shopify POS for rental business

Why We Chose Shopify POS System For A Rental Business

We believe that Shopify is one of the best online store builders that comes with added in-person sales functionalities. Shopify’s excellent online rental reservation, rental item shipping/return suite, and online form acceptance make this a great option for places like formalwear rental businesses that rent out items in person and ship items online.

We also like that Shopify is highly customizable, with over 8,000 apps available in the app market that are compatible with Shopify POS. Like Square, Shopify works on smartphones and tablets and offers low-cost POS hardware options.

Shopify Pricing

Shopify POS Plans Price  When To Use
Basic $39/month ($29/month billed annually) If you have a growing eCommerce business with occasional in-person sales
Shopify $105/month ($79/month billed annually) If you want additional reporting and reduced payment processing fees
Advanced $399/month ($299/month billed annually) If you want advanced reporting and additional discounts on processing fees
Shopify Plus $2,000+/month If your high-volume or large business needs an enterprise-level solution

All Shopify eCommerce plans come with the free Shopify POS Lite app.

Shopify also offers a POS Pro subscription that costs an additional $89/month/location. This plan offers an unlimited number of employees and staff roles, local delivery and pickup, in-store exchanges and returns on rental items, and other advanced POS features.

Many Shopify apps cost an added monthly fee or per-rental fee.

Shopify Rental POS System Features

Shopify’s base POS subscription allows you to take partial payments for items, track inventory in real time, and put items on hold or layaway. Shopify POS Pro allows customers to rent items online for in-store pickup, accept exchanges and returns on online rental purchases, transfer inventory across multiple locations, do manual inventory counts, and create more employee roles/permissions.

Shopify’s eCommerce features include a great shipping suite for online rental orders, integrations with social media platforms to meet your customer where they are, and the ability to convert your store into multiple languages and currencies if you plan on taking your rental business across your country’s borders.

While Shopify plans on their own do a lot of the heavy lifting, Shopify’s app store (filled with free and paid add-ons) is an excellent way to add on rental-specific features. For example, you can add ID verification software, automated return reminders, and appointment booking.

IzyRent, one of Shopify’s highest-rated rental business apps, allows you to:

  • List products for rent and for sale (great for apparel or furniture businesses that receive regular and rental orders)
  • Show open availability for items on item pages
  • Allow customers to search for items based on their availability on a given day/rental period
  • Create dynamic pricing rules based on season, rental length, etc.
  • Show delivery dates in real-time when customers order online
  • Rent items out by the hour or day

Hardware Cost & Options

Shopify POS hardware

Shopify POS register stand with card reader.

Shopify hardware ranges from $29 (Shopify Chip & Swipe Reader) to $569 (Star® mPOP™ With Scanner, Shopify’s all-in-one customizable retail hardware package).

Read our guide on Shopify hardware options and pricing to get a sense of what Shopify can offer your rental business.

Payment Processing Costs

Shopify offers its own payment processor, Shopify Payments, to qualifying business owners. With it, business owners do not have to pay Shopify’s transaction fees.

In-person payment processing fees range from 2.4% to 2.7% per in-person transaction. Online payment processing fees range from 2.4% to 2.9% plus a $0.30 flat fee per purchase.

Contract Requirements/Warnings

You must buy a card reader from Shopify if you want to use Shopify’s payment processor and avoid transaction fees. If you use a Shopify-supported third-party payment processor, you must use a card reader from that processor.

There are no early termination fees.

Get Started With Shopify POS

Read our in-depth review

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5. EZRentOut: Best For B2B Rental Businesses

EZRentOut


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Pros

  • Excellent B2B customer management
  • Highly customizable rental options
  • Flexible POS hardware and payment processing options
  • Mobile app available

Cons

  • POS functions are not available on lowest-tier plan
  • Moderate learning curve

EZRentOut POS for rental business in B2B sales.

Why We EZRentOut POS System For A Rental Business

EZRentOut is not just a POS provider, but a large-scale rental management software. Any business that rents its products out to other businesses, such as real estate agencies, party planning companies, universities, medical equipment lenders, or construction companies, will find the customer and vendor management functionalities they need with EZRentOut.

EZRentOut does make POS hardware connection and payment processing extremely flexible, so don’t think you’ll miss out on any in-person transactions with this highly-tailored rental solution.

EZRentOut Pricing

  • Essential: $89/month for up to two users ($79/month with annual billing)
  • Growth: $179/month for up to four users ($149/month with annual billing)
  • Premium: $349/month for up to six users ($299/month with annual billing)

Note: You must pay an additional $20/month/user if you have more users than the number allotted by your subscription plan.

EZRentOut Rental POS System Features

EZRentOut is designed for midsize rental businesses, which is why it offers these highly unique features in addition to your standard rental POS system features:

  • B2B Customer Management System: Add all information related to a business’s location, contact info, billing information, payment terms, documents such as order agreements, and customer group pricing rules.
  • Location-Based Settings: Rent out items based on a customer’s location, monitor routes for efficient deliveries, and set delivery restrictions so that no customer that is too far away will request items from you.
  • Leasing & Sub-Rentals: Create recurring invoices for customers leasing an item such as an RV. Set up sub-rental rules to manage items your midsize business borrows from partners to sub-rent to your customers.
  • Inventory Management: Manage items as single items or as a single group of individual items. Depreciate equipment, order services to internal inventory and external rental items, take stock, and receive low-stock alerts.
  • Webstore: Allow certain customers to view an up-to-date catalog of your available items. Allow them to purchase rental items, digitally sign forms, get invoices with line items, and monitor their own orders with their own customer account that they can log into from the webstore.

Hardware Cost & Options

EZRentOut does not offer its own hardware. Instead, the company has partnered with Stripe to offer users a secure swipe, chip, and tap card reader, which costs $249. You can also use a basic magnetic card reader, but those readers don’t have the same level of security standards.

EZRentOut lists hardware recommendations for barcode and QR code printers, scanners, and electronic signature pads. In general, the company allows you to be flexible in terms of hardware, so you can find the best deals out there.

Payment Processing Costs

EZRentOutdoes not offer its own payment processing but works with several popular payment processors, including Stripe, PayPal, Square, Authorize.net, and Braintree.

Contract Requirements/Warnings

There is no early termination fee for canceling your account.

There are also no refunds if you cancel your account before your subscription is up. Use EZRentOut’s 15-day trial (no credit card required) before subscribing to a paid plan. If you’re still not totally sold, subscribe on a month-to-month basis.

Get Started With EZRentOut

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6. Paradise POS: Best For Remote Rental Locations

Paradise POS


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Pros

  • Offline mode
  • Specific rental features
  • Simple interface
  • Customizable

Cons

  • Nontransparent pricing
  • Clunky compared to competitor POS systems

Paradise POS for rental business

Why We Chose Paradise POS System For A Rental Business

We like that all Paradise POS features are designed specifically for rental businesses, so there’s no need to find integrations to make the perfect POS for your rental business. It’s also designed to work as a smartphone does, so it’s easy for everyone, including customers, to use.

Equally, or even more importantly, Paradise POS systems continue to process payments even if your internet connection is down or out of range. For businesses in locations with spotty WiFi, this feature will save hundreds of dollars that would otherwise be lost to a bad internet connection.

Paradise POS Pricing

Paradise POS pricing is quote-based, but you can expect to pay roughly $50/month to use this rental-focused software.

Paradise POS Rental POS System Features

Paradise POS is designed for rental business owners who may not always have a steady WiFi connection. The following features are included in every Paradise POS plan:

  • Offline payment processing
  • Employee scheduling and time tracking
  • Customizable gift cards
  • Hourly, daily, and by-the-minute rental timeframes
  • Rental deposits
  • Customer account management
  • ID scanning and age verification
  • Rental pickup and dropoff at any of your locations
  • Product costing and vendor management
  • Intuitive upselling

Hardware Cost & Options

Paradise POS rental POS hardware

Paradise POS iPad, cash drawer, and scanner.

While Paradise POS does not explicitly state hardware costs on its website, you may pay around a one-time $1,300 fee for an iPad, iPad stand, printer, cash drawer, credit card terminal, router, and ethernet cords.

All of this allows you to set up a local connection between your different POS systems so you can take offline payments and manage your rental business without relying on an internet connection.

Payment Processing Costs

Paradise POS does not offer its own payment processing but works with several popular payment processors.

Contract Requirements/Warnings

Since Paradise POS is quote-based and varies depending on individual circumstances, be sure to discuss your options with a Paradise POS representative and carefully read over your contract before making any commitments.

Get Started With Paradise POS

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Our Methodology For Choosing The Best POS For Rental Businesses

To find the best POS system for rental businesses, we reviewed 11 different POS systems that allow businesses to rent out items for return, accept item deposits, sign digital forms, track inventory and customers in real-time, and accept payments. We evaluated based on pricing, core feature set, rental item software integration availability, extra features for marketing and growing customer relationships, POS hardware options, and contract requirements.

We considered real, recent, unincentivized customer reviews, different rental business models, and our own experience with these POS systems when making our decisions.

11 Features To Look For In A POS System For Rental Companies

Rental companies have a unique set of needs. For example, since inventory is moving back and forth more often than inventory in traditional retail stores, you need more flexible inventory management features.

Here are the most important features your POS system should have.

1. Strong Inventory Management

The best point of sale systems for inventory management will either have built-in advanced inventory management or an upgrade that’s not overly expensive. The ability to track a wide variety of products and keep tabs on what’s in stock in real-time is crucial in most rental establishments.

2. Scheduling Functionalities

Rental agreements are, by nature, time-sensitive. It’s a little tedious for a potential renter to have to call you, then you look in your rental bookings, call them back, and try to work out a rental time, all the while trying to track what will be available and when.

Instead, find a POS that shows you (as well as customers) when a certain piece of equipment or a location is available. Include a calendar online so that customers already have an idea of when they can rent.

Since your POS should also have real-time inventory/scheduling updates, your booking availability should update as soon as your inventory levels or expected location occupancy changes.

3. Reservation Time Tracking

If you rent out a boat for six hours and don’t track whether six hours have passed, then you won’t know if you’re supposed to collect overdue fines. If you don’t enforce your rental periods, customers could take advantage of you.

A POS system that tracks rental time from the minute a customer checks out takes out the extra step it takes to write down (or worse, try to remember) when a piece of equipment leaves your facility and when it comes back.

4. ID Verification

If you rent out equipment that requires some level of skill, such as tools, or if a customer has to be a certain age to rent something out, which is the case for many car rental places, you’ll need to check and store your customer’s ID beforehand.

Even if you don’t have those specific kinds of rental businesses, you should know exactly who you’re renting out to. It’s also important that the person who signs the rental agreement is the same person who returns your rental products.

Many POS systems allow you to scan an individual’s ID, driver’s license, or passport.

5. Pre-Authorizations

You wouldn’t want to loan something out to someone without knowing if they can pay for it. If you have a POS system that pre-authorizes a buyer’s payment method, you won’t have to worry about collecting your dues later on.

6. Rental Deposits

Many rental businesses charge a down payment or a deposit on high-ticket rentals. Your POS system should allow you to charge either a refundable deposit or a deposit that can be used as partial payment later on.

7. Card-On-File

If a piece of lighting equipment is broken or someone shatters a window in your rental property, you are within your rights to charge the renter (as long as you included it in a signed rental agreement, of course).

Storing a customer’s card information guarantees you will be able to collect payment for damages, even if a renter will not acknowledge their mistake.

8. Website Integration

People want to trust the business they’re renting from. The easiest way to build that trust is to build a reputable website. Ideally, customers should also be able to complete bookings and checkout online with an added eCommerce functionality.

Some POS systems, including Square For Retail and Shopify, come with eCommerce functionalities, depending on your payment plan. Other systems, such as Lightspeed Retail and Clover, integrate with most eCommerce website builders.

9. Loyalty Programs

Loyalty programs are an excellent way to retain your customer base, especially if they are likely to use your rental services often.

10. Automated Billing

If a renter takes something out for an unspecified amount of time, or they decide to add on an extra day, hour, etc., to their rental period, an automated billing system will allow you to automatically bill for that extra time.

11. Mobility

Most modern POS systems can run on an iPad or tablet. Some providers have even built smartphone apps to increase mobile transaction capabilities.

Rental business owners will find mobile POS systems very useful, as they can take payment on-location, at events, or just around their store.

Top Features For Car Rental Business Software

Car rental business software will have the following features to help your business succeed:

  • Location mapping
  • Online bookings and cancellations
  • Reservation management
  • ID scanner
  • Deposit/partial payment
  • Digital form signage and storage
  • Card-on-file
  • Split payments
  • Multicurrency support (for international travelers booking online)
  • Maintenance schedule tracking
  • Vehicle inventory management
  • Return reminders
  • Special discounts and loyalty programs
  • Anti-theft alerts

Top Features For Party Rental Software For A Small Business

Party rental software should have these features:

  • Online ordering forms
  • Customizable pricing
  • Vendor management
  • Item rental deposits
  • Special occasion/clearance offers
  • Card-on-file
  • Item damage billing
  • Automated late fee billing
  • Bulk or bundled discounts
  • Location tracking
  • Customer management system
  • Related item recommendations
  • Product catalog/categorizations
  • Barcode management
  • Multilocation management

Which Rental POS Software Is Best For Your Business?

A POS for your rental business has to be flexible, intuitive, and in the right price range. It also has to be prepared for growth if you’re going to scale up your company.

Once you’ve made your decision, read our POS hardware guide to help you decide what pieces of hardware you actually need for your business.

FAQs: Best POS For Rental Businesses

What is the best POS system for rental companies?

If you’re on a tight budget, Square For Retail is a great POS option to build your rental business with almost no upfront costs. If you want a great online and offline selling solution, Shopify offers excellent eCommerce and point of sale software.

If scalability and multilocation management are on your radar, then Lightspeed should be on your radar, too. For rental business owners who focus on B2B rentals, EZRentOut was made for you.

What is the best car rental software?

Car rental software needs to do a lot, including car location tracking, maintenance management, customer vetting, and rental scheduling.

You’ll need a POS that can do all this and more, which is why Lightspeed and Shopify, two of the most flexible POS systems out there, are also two of the best car rental software options.

What is a POS system for rental business?

Point of sale (POS) systems are software and hardware that, when combined, allow you to take payments, manage rental inventory, and schedule item or venue bookings.

In most cases, POS systems include an iPad or tablet, and a software program that you pay a monthly subscription for. You can buy other hardware, like barcode scanners and receipt printers, to help you manage your inventory.

What is the best POS system for construction equipment rental companies?

The best POS system for construction equipment rentals is Lightspeed Retail or EZRentOut. Both offer B2B and B2C customer management, excellent inventory management, and service order issuing for tools and machines that require repairs.

In Summary: 6 Top Rental POS Systems For Rental Businesses

  1. Lightspeed Retail POS:
    • Excellent rental item inventory management, optional rental shop integrations, built-in reservation management
    • $69+/month
    • Monthly and custom contracts, early termination fee
  2. Clover POS:
    • Affordable rental item timer apps, very customizable software, lots of POS hardware options
    • $14.95-$54.90/month or custom pricing
    • Custom merchant agreements
  3. Square POS:
    • Free plan available, several rental item management integrations, low-cost POS hardware
    • $0+/month
    • Monthly contracts, no termination fee
  4. Shopify POS:
    • Beautiful online store builder, lots of rental integrations, excellent rental item shipping/return options available
    • $39+/month
    • Monthly/annual contracts, no termination fee
  5. EZRentOut:
    • Works with many types of rental businesses, B2B customer management portal, unique rental inventory management features
    • $79+/month
    • Monthly/annual contracts, no termination fee
  6. Paradise POS:
    • No WiFi required, integrated ID verification, built-in rental item timer
    • Custom pricing
    • Custom contracts
Nicolette Kier

Nicolette Kier

Expert Analyst & Reviewer
Nicolette began writing on small business topics in 2020. After hundreds of hours researching, testing, and assisting small business owners with web building and point of sale software, she is now an expert on all things eCommerce and point of sale. She has a bachelor’s degree in English from the University of Pittsburgh and resides in Pittsburgh, Pennsylvania.
Nicolette Kier
View Nicolette Kier's professional experience on LinkedIn.

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