Online booking system vs. Rental software: What are the differences?

by Eliisa L.

15 April 2020

The purpose of software is to solve problems and support people in their everyday tasks. Software should act as a tool simplifying life - not making it more complicated. For example, a rental software aims to streamline the renting out process in the back office while enabling growth possibilities by making multi-channel sales frictionless. 

But as you might have noticed, world is full of different software and digital solutions, promising to do everything between earth and heaven, and coming in different price ranges. How should you know which solution would be enough or the most beneficial one for your rental shop?

Ultimately, the goal should be to serve the needs of your rental shop and work as a solution to any occurring problem. What might be perfect for one shop, might be complete waste of money for another. To know that, you need to understand the differences between solutions often used by rental shops - online booking systems and rental software


Online Booking System

Online booking systems are especially popular and oftentimes designed for the travel and hospitality industries. While being efficient in helping simplify and automate the booking process itself (getting customer details, updating booking information, and accepting payments), they often work as a solution focusing on the customer interface.

Booking systems may be a suitable solution in a lot of cases, however it doesn’t necessarily apply well with rental shops, as these solutions typically lack the other functionalities needed in the back office.

From the customer’s perspective, placing an order does not significantly differ between a booking solution and a rental software. The only exception is that with a rental software a shop might be able to offer a more detailed selection of equipment for the customer to choose from.

Example: Generic Ski Set vs. Ski set with Fischer RC4 Worldcup SC skis. See what we mean?

Booking solutions rarely have order or inventory management integrated, which leads to a lot of manual work related to scheduling online bookings and managing inventory. Because booking solutions are not connected with the in-store activities and resources, it creates a risk for double bookings and overall complicates the rental processes for the staff. 

Since online booking systems serve a surface-based purpose to a rental shop, it is easier to integrate into the business and easier to replace with another system if need be. A simple booking solution is often cheaper than comprehensive rental software.

For smaller shops with only a few items in the inventory, a booking solution might be sufficient. However, especially during high demand and rush-hours it leads to a bigger risk of having double bookings, leading to a poor customer experience. 

Rental Software

A rental software, on the other hand, works on a larger scale and serves multiple functions of a rental shop. Let’s put it this way - a rental software works from the core, having a booking system as one of the features among others.

Because of the number of functions a rental software has, the price tends to be higher compared to a simple online booking system. Due to its complex nature, it also takes more effort (compared to an online booking system) to get integrated into the business, however, it's the software provider's job to ensure an easy implementation

With this being said, rental software has features from which shops with bigger inventories benefit. Having the software integrated to the business starting from the back-office and inventory, allows shops to have multi-channel sales tracked and scheduled automatically based on real-time stock availability. This helps out especially during rush-hours and reduces the staff’s workload. Furthermore, customer experience will be much more streamlined. 

The hardware has more significant role with rental software. For example, to get the full advantage of the barcode support or integrated POS system, a shop needs to invest into barcode scanners and receipt printers. It is important to acknowledge the size of the required additional investments when making a purchase decision on a software.

However, based on our experiences the benefits achieved with a rental software are so major that the time it takes for the software to pay back the investment can be counted in months. 

infographic comparing online booking systems and rental softwares

Take-away: Which solution is better?

We can't really answer that. Both solutions definitely have their pros and cons depending on the shop’s needs, budget, and so on. An online booking software takes care of one aspect of a rental business; it doesn’t bring any added-value to other processes and customer service but is a cheaper and simpler solution. Meanwhile, rental software takes care of multiple functions on a more core-level, making rental processes more efficient. 

While the rental software is more expensive and takes a longer time to pay back the price difference, usually the return of investment is bigger in the long-term with the achieved benefits. Apart from the technical benefits, it brings to a rental shop, the biggest effect it has is on the customers.

All of the different functions help creating a more coherent customer experience by streamlining the back-office processes. This helps to avoid possible risks that come with e.g. rush-hours, and makes the rental experience more personalized - ultimately leading to an overall smoother customer experience. 

To sum this up, if you're investing in a software, make sure you're getting more than the actual product. It's never about how advanced the technology is, but rather how effortlessly problems are getting solved.

Eliisa L.

The storyteller that spends her time in the studio, outdoors, or creating the best, most relevant content for rental shops.

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