Tool rental playbook
You already have the tools, so the start-up cost is small. The work is control: price it right, hold the right security, and make one person responsible for every unit.
Pricing rule
- Daily rate as a share of the replacement cost: 8% under ₱10k, 5% for ₱10–30k, 3% over ₱30k. Minimum ₱300.
- Half day = 60% of daily. Weekly = 4 days' rate. Monthly = 12 days' rate.
- Each unit should pay for itself within 15–35 rental days.
- Fuel, blades, bits and discs are extra and sold at retail.
- Daily
- ₱1,250
- Half day (4 hrs)
- ₱750
- Weekly (7 days)
- ₱5,000
- Monthly (30 days)
- ₱15,000
- Deposit to hold
- ₱12,500
- Pays for itself after
- 20 rental days
- Income / month at this use
- ₱12,500
- Payback
- 2.0 months
Deposit rule: 50% of replacement cost + verified address.
| Starter rate card | Cost | Day | Week | Deposit |
|---|---|---|---|---|
| Demolition hammer | ₱8,000 | ₱650 | ₱2,600 | ₱8,000 |
| Rotary hammer drill | ₱6,000 | ₱500 | ₱2,000 | ₱6,000 |
| Angle grinder 9" | ₱4,500 | ₱350 | ₱1,400 | ₱4,500 |
| Circular saw | ₱5,000 | ₱400 | ₱1,600 | ₱5,000 |
| Tile cutter (electric) | ₱6,000 | ₱500 | ₱2,000 | ₱6,000 |
| Welding machine | ₱8,000 | ₱650 | ₱2,600 | ₱8,000 |
| Pressure washer | ₱7,000 | ₱550 | ₱2,200 | ₱7,000 |
| Generator 3 kW | ₱25,000 | ₱1,250 | ₱5,000 | ₱12,500 |
| Concrete mixer, 1 bagger | ₱45,000 | ₱1,350 | ₱5,400 | ₱13,500 |
| Plate compactor | ₱40,000 | ₱1,200 | ₱4,800 | ₱12,000 |
| Scaffolding, 1 frame set | ₱6,000 | ₱500 | ₱2,000 | ₱6,000 |
Costs are placeholders: put in your own buy prices. Tap a row to load it above. Before printing, check 2–3 rental yards in Dagupan and Urdaneta, and stay within ±20% of them.
What to hold from the renter
- Two valid IDs, at least one government-issued with photo. Photograph both and keep the photos. Don't keep the original IDs: they're government property, and holding them creates disputes.
- Selfie of the renter holding their ID, taken at the counter.
- Mobile number, checked on the spot by calling it. GCash name must match the ID if they pay by GCash.
- Address with proof (utility bill or barangay certificate) for anything over ₱10k, and the job-site address for delivered equipment.
- Signed rental agreement listing the asset tag, serial, replacement cost, due date and time, late fees and damage charges.
- Photo or video of the unit at checkout and at return, showing the serial and condition.
So it won’t be stolen
- Deposit in cash or GCash, refunded at return after inspection. Never release a unit before the deposit is in.
- Rent one unit at a time to new customers. Raise the limit after 3 clean rentals.
- GPS tracker (₱1.5–3k) hidden in every unit over ₱20k: generators, mixers, compactors.
- Big equipment is delivered and picked up by your truck, so you know where it is.
- Due date and time on the receipt. Text a reminder the evening before; call within 1 hour of being late.
- Late fee is the daily rate per day late. After 3 days with no contact: home visit, then a written demand letter. After 7 days: barangay, then police report and estafa complaint, using the signed agreement as evidence.
- Damage charges by schedule (cord, chuck, guard, motor). Consumables like blades, bits and discs are sold, not rented.
Who is responsible
Owner / management
Sets rates and deposits, approves new fleet purchases and any write-off or deposit forfeiture.
Branch OIC
Accountable for the branch fleet. Approves releases above ₱20k and first-time renters over ₱10k. Chases late returns past 24 hours.
Rental custodian (1 per branch)
Checks IDs and documents, does checkout and return inspection with photos, updates the log, cleans and services units.
Cashier
Receives rental fees and deposits, issues the official receipt, refunds deposits only on the custodian's signed return slip. The cashier never releases units.
Internal auditor
Weekly spot count of the fleet against the log, review of open rentals and refunded deposits, same as the branch spot checks.
The person who releases a unit never handles its money. That separation stops most inside losses.
System you need
- Asset register: tag, serial, name, replacement cost, purchase date, status (available / out / repair / lost).
- Rental ticket: renter, ID photos, deposit, out time, due time, return time, condition notes, fees, deposit refund.
- Overdue list each morning, sent with the 10am Telegram follow-ups the branches already get.
- Monthly report per unit: days rented, income, repair cost. This decides what to buy more of.
- Pilot: a shared Google Sheet with these two tabs is enough. Once it works, build it as a Rentals module in Boyztoys Operations.
How to market it
- "Rent before you buy": the rental fee counts toward buying the same tool within 7 days. Rental becomes a sales channel.
- Rate card poster at every counter and on the Facebook page, plus Marketplace listings marked "for rent" in each town.
- Boyztoys Pro contractors get 10% off rentals and a lower deposit after 3 clean rentals.
- Ask masons and foremen who buy materials which tools they need for the job. Offer the rental on the receipt.
- Seasonal pushes: generators and pressure washers before and after typhoons; mixers and compactors in dry-season construction (Dec–May); generators for fiestas and events.
- Add "tool and equipment rental" as a service on each branch's Google Business Profile.
Launch plan
- Week 1Pick 10 units from stock as the rental fleet. Mark them RENTAL, engrave an asset tag, record serial numbers. They never go back on the sales floor.
- Week 1Set rates and deposits with the calculator below. Print the rate card.
- Week 2Have a lawyer review the rental agreement. Set up the rental log. Train the Dagupan custodian and cashier.
- Day 1–60Pilot in Dagupan only. Every Friday, review utilization, late returns and damage per unit.
- Month 3Add more of whatever is rented 40%+ of days. Drop what sits idle. Roll out to Malasiqui next.
Books and permits
- Move rental units out of inventory into fixed assets and depreciate them. Ask your accountant for the useful life per type.
- Rental income is VATable: issue an official receipt for every rental. Deposits are a liability until refunded or forfeited.
- Add rental of equipment to each branch's business permit line of business.