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ERP Software for Equipment Rental and Trading Company Dubai, UAE


Best ERP system for Equipment Rental & Services in Dubai, UAE

Brainsphere’s ERP solution is perfect for Equipment Rental and trading business in Dubai, UAE and the Middle East, which allows users to create quotes, reservations and work orders in an instant. Customize rental contracts for each customer, with periodic invoicing for long-term rentals. Our ERP solution for rental and trading is providing automated safety and warning messages to users of critical information related to their rental. Track routine maintenance and automatically create work orders based on meter units, calendar days, rental days or rentals.

Equipment rental service is one of the industries that makes a rapid growth worldwide. The demand for an effective ERP solution to manage Equipment Rental service are increasing day by day. In today’s challenging business environment it is unimaginable to manage Equipment Rental business to meet customers demand. Brainsphere has recently introduced an exclusive ERP solution that will help organizations in their every business process. In the business front, equipment availability and reliability are vital for making use of the opportunities in the market. Brainsphere’s ERP system enables you to keep track of your rental fleet throughout its life cycle. The system can help ensure availability, reliability, and maximum utilization of equipment as well as manage, maintain, and repair equipment effectively.

Brainsphere’s ERP for Equipment Rental solution Dubai, UAE is designed to meet the needs of the busiest rental company, it provides a structured approach to quoting and rental contract creation that flows through to equipment dispatch, return and variance control, with flexible invoicing options, allowing detailed real-time cost and profit analysis at the click of a button.

ERP Modules for Equipment Rental & Trading Business Include:


With the real-time data from various functions within your business, our ERP Solution will help your finance team to forecast and take preemptive actions to accomplish the financial obligations in order to set and meet the targets on time. We can assure you that the reports which are fully compliant with the rules and regulations of the region derived as per the International Financial Reporting Standards (IFRS). Our ERP Software suite offers comprehensive financial accounting process as per global standard. All our reports in flexible formats. It enables the management team to analyze the financial status of the company in-detail prior to making the right decisions at the right time.

  • Alerts and reminders as per Accounts Payable and Accounts Receivable schedules
  • AP and AR age analysis for accurate financial planning
  • Profit & Loss, Balance Sheet
  • Trial balance
  • General Ledgers
  • Scheduled Quarterly / Annually financial reports and accounts statements
  • Consolidated statement of accounts with Group Trial Balance
  • Cost centre wise Gross Profit analysis, daily bank position, Monthly comparisons
  • Enterprise Asset and Depreciation Management
  • Budget definition and control
  • Supports Inter-company Transactions
  • Dynamic Business Intelligence Reports ascertaining the financial health of the organization
  • Various grouping structures and Templates for financial statements


It’s important to have your procurement cycle in order so that at any point in time you will have a clear picture about the purchase orders which are under process and plan your finance and other required logistics accordingly. Our ERP solution Dubai, UAE offers a well-elaborated purchase module, which will provide a clear insight to the purchase managers to handle different scenarios in a much easier manner. Our ERP software facilitates to track each and every transaction of purchase department and gives the purchase approval control to manage the entire procurement process efficiently. It also helps to analyze the performance of the suppliers.

  • Potential Supplier to Supplier evaluation (S2S Analysis – Vendor Analysis)
  • Consignment Purchase
  • Facility to schedule repetitive Purchases
  • Delivery schedules can be tracked, reminders set for the same
  • Advance Shipping Notifications (ASN) preparation
  • Generate Goods Receipt Note (GRN)
  • Purchase Return Process
  • Clearance of the invoice and payment to supplier
  • Payments through LC register
  • Compare vendors who supply same items
  • Compare purchase history from multiple vendors to take appropriate procurement decision
  • Automated purchase requisition generation as per daily demand
  • Integrated financial postings as and when purchase or return occurs
  • Set milestones and have better control on procurement processes

Inventory Management

Having accurate inventory tracking and proper warehouse management procedures is must to avoid any last-minute surprises. Brainsphere’s ERP Software Solution provides a powerful and flexible set of features to identify and report your inventory status at any point of time. It also aids to identify inventory requirements, to configure and utilize replenishment processes, to monitor inventory utilization, to reconcile the inventory balances, to handle inventory transfers amid warehouses.

  • Handle Inventory of Vendors, Customers, Consignee or Internal departments
  • Set item attributes like Barcode, Serial number, Manufacturer, Brand, Size, Colour etc for ease of tracking
  • Effective expiry management and alerts with Batch control system
  • Define multiple units combined with accurate conversion to the base unit
  • Track Location / Zone and Bin / Palette wise inventory
  • Inter-Warehouse, Inter-Location or Inter-Bin stock transfers
  • Put away and Picking procedures
  • Effective authorization levels to monitor stock movement
  • Industrial compliant barcode solution – barcode generation and label printing
  • Integrated real-time stock updating and accurate physical stock reporting
  • Stock replenishment based on forecasting and order level
  • Stock reservation based on requests
  • Periodic Inward and Outward Q/C Approval Procedures
  • On the fly Kit assembly procedures
  • Check-in time packing and repacking facility
  • Temperature controlled binning

Sales Order Management

Whether maintaining the customer information or quickly creating a quote or migrating quotations into sales order or being responsive to your customers, Brainsphere’s ERP Software in Dubai provides the right solution and efficient flow of information. It also allows emailing of quotes, invoices, orders and SMS to multiple contacts. Our ERP solution helps to make an in-depth analysis of the complete sales cycle. Also, helps to manage and control the customers in an efficient manner to keep up the cash flow of the company.

  • Customer relationship and sales lead management
  • Capture customer RFQ
  • Generate sales quotation
  • Create sales orders
  • Issue proforma invoices
  • Delivery order / Packing list and transportation details
  • Progressive as well as final sales invoice and billing
  • Sales return and settlements with or without credit notes
  • B2B (Business to Business) order execution
  • Multiple selling price structures for the same item for different customer category
  • Customer wise price/discount structure
  • Privilege and loyalty customer management
  • Periodic follow-ups of sales quotations
  • Finance integrated
  • Milestone management


Managing budgets is an essential part of running a business.  Brainsphere’s ERP Software provides an advanced Budgeting module, which allows you to measure your actual financial performance against the planned one. Budgeting can include budget control, which you can use to monitor the budget funds that are available for planned and actual purchases and expenditures. With Brainshpere’s ERP Solution, in Budgeting module you can create budget register entries for the original budget, budget transfers, and have flexibility for budget revisions.

You can determine which financial dimensions from the chart of accounts are available for basic budgeting and budget control. When you configure budget control.

Key Features of Budgeting Module

  • Integrated with financials and easy to set up, create, and view budgets.
  • Flexible budget intervals can be defined
  • Masters like budget cycle time spans, budget thresholds, cost centres and budget groups.
  • Live time check for available budget funds and revise it.
  • Tracking status and history of budget register entries, budget control statistics, actual versus budgeted amounts, budget details, and budget funds available.
  • Manpower budgeting Module
  • Alerts and notification exceeding budgeted expenses.

Fixed Asset Management

Our ERP solution provides a comprehensive fixed asset management system to manage the fixed assets of your organization effectively. Fixed Assets Management provides easy-to-use fixed asset accounting, depreciation, and reporting features for any business. Standard and customizable depreciation calculation methods help your business or organization optimizes balance sheets & reduces insurance over payments.

This module conveniently manages assets throughout their lifecycle – from acquisition to disposal – and will provide a wealth of benefits quickly. Fixed Asset Management System eliminates the time and energy it takes to manually perform the data entry repeatedly, allowing you to focus on other tasks.

Key Features of Fixed Assets Management Module

  • Multiple categories of Assets.
  • Multi-Level chart of Assets.
  • Multiple/flexible methods of depreciation.
  • Original Purchase value, Book Value, Insured value and Scrap Value.
  • User defined depreciation commencement date.
  • Disposal of Assets.
  • Asset tracking with Transfer History
  • Repair and Maintenance History.
  • Fixed Asset Schedule.

Key Benefits of Fixed Assets Management Module

  • Maintenance —deploy resources for maximum effectiveness.
  • Asset tracking – by Category, by Location, by Serial Number (using Barcode Tags)
  • Uptime —forecast likely failure points and the causes to improve uptime.
  • Reliability/Risk Management — predict and take action on strategic issues to prevent problems.
  • Strategic Planning —increase visibility into asset performance management to better align these resources with corporate goals for the long-term optimum performance of the Assets.
  • All the transactions are routed through the system and thus can be made highly secured and be tracked at any moment of time.
  • Reports – essential reports required for your review and effective decision making can be only generated through the Fixed Asset Management System.
  • More than one user can work simultaneously on the same software at the same time and all the data provided in real time.
  • Can be accessed from any part of the world at any point of time.
  • Automatic posting of Depreciations.
  • Option to choose different depreciation methods.
  • Options to enter units of each Asset.
  • Tracking the Insurance Company, Policy number, insurance amount, expiry dates etc.

HR & Payroll Management

One of the Key modules of our ERP software solution is the advanced HR & Payroll management system. Human Resources is one of the most vital and strategic assets of each organization. Our HR & Payroll management system is the strategic and coherent approach to the management of an organization’s most valued assets; it directly takes you to the next step where your investment in Human Asset is directly managed in the most optimum, efficient and effective manner. Brainshphere’s HCM is a robust and timely tested HR & Payroll management system in Dubai well equipped with UAE labour law. The only HR & Payroll management system in the market to manage workforce starting from recruitment till retirement.

Only HR & Payroll management solution which can fit any industry whether it is manpower sourcing or supply, contracting or service, manufacturing or retail, it including HR help desks, intranet portals, employee self-service and manager self-service.

Major Challenges in Human Capital Management.

  • Employees document expiry tracking
  • System covering UAE Labor Law and statutory laws
  • Gratuity calculation as per law
  • Various leave management
  • Various loan management, deductions, allowance and over-time reflecting in salary register
  • Managing different trade licenses and company document
  • SIF- Salary Information File generation according to WPS
  • Processing payroll on time
  • Integration with time attendance machine and another global financial system

Why Brainsphere HCM

  • A total solution for an organization to manage their workforce starting from recruitment till retirement.
  • Integration with time attendance machines/ data collection equipment’s
  • Integration with Financials
  • Work-flows/ definable Approval mechanisms
  • Robust and timely tested HR & Payroll management system in Dubai well equipped with UAE labour law
  • Based in Dubai having hands-on experienced implementers and consultant onboard for support and service
  • Business Intelligence / KPIs / Dashboards
  • Integrated Modules like (optional modules)
  • Employee Self Service Module
  • Integration with compatible Time Attendance machine from one central consolidated database
  • Recruitment Module
  • Accommodation Module
  • Training Module
  • Performance Appraisal Module
  • Staff Training Module
  • Petty Cash Management Module

Equipment Rental Module

This Module will cover complete operations of an Equipment/Vehicle Rental and related activities.

Key features of Equipment Rental Module

  • Equipment Enquiry (Individual/Group/Complete) from Client can be registered
  • Equipment rental quotation to client can be submitted
  • Equipment (Local Purchase Order/Agreement/Approved Quote) Received from Client.
  • LPO/Agreement issued to supplier/vendor (For Equipment)
  • LPO/Agreement issued to supplier/vendor (For Mobilization)
  • Rental Equipment Issue (Confirmed Booking)
  • Replacement Rental Equipment Issue (Confirmed Booking)
  • Equipment Time Sheet (Daily/Weekly/Monthly/Trip/Job/Tonnage/Volume M3/ Gallons/Litters).
  • Equipment Rental Invoice Generation.
  • Equipment Rental Purchase/Bill Generation.
  • Equipment Mobilization Purchase/Bill Generation.

Repair and Service Maintenance Management

Repair and Service Management software module is a complete solution to manage the repair/ installation from inception to completion. It covers all aspects of the processes and guides the user through a quality process. Workflow, email and SMS notifications, reminders and alerts, and informative dashboards are used to maximize efficiency. In addition to that this solution easily adapts to respective company process and policies.


  • Job Estimation, Quotation submission and Job Scheduling
  • Integrated Material Requisitions, Issues, Issue Returns, Direct Job Purchases
  • Job sheet with details (material, labour and other expenses)
  • Track issue of Man, Machine and Material to the jobs and calculate cost incurred
  • Automated Overhead / Indirect Expense distribution to jobs
  • Comprehensive labour cost calculations

Services Maintenance Management

  • Service call log- includes regular & preventive service log
  • Service contract- will include all details like warranty start date, end date, inclusive services etc.
  • Service Quotation
  • Service Work Order & Service Work Invoice
  • Labor cost calculations and allocations of jobs
  • Automated overhead / indirect expense distribution to jobs
  • Progressive Invoicing / Retention’s
  • Material Consumption and wastage Calculation
  • Work-In-Progress and cost accounting
  • Stock control with multiple units and various conversions
  • Integrated Material Requisitions, Issues, Issue Returns and Direct Purchases for the service
  • Damage and other outgoing entry for perfect inventory management
  • Flexible Chart of Cost accounts with unlimited levels

Reports (BI)

Business intelligence modules equip the top management with the ability to make accurate and fast decisions by utilizing the reliable information gathered from current and historical data which are converted into the most appropriate information pointers. The BI and KPI modules of the Brainsphere ERP provides the birds-eye view of the current status of the processes as well as the projections and trends. It immensely helps to take strategic business decisions and respond more effectively to the changes in demand.

  • Smart Charts and Graphs
  • Profit analysis reporting and other ad-hoc reporting
  • All in one Dashboard with drill-down features
  • Performance Monitoring
  • Quick and accurate information presentation