Loadout | Equipment and Tool Rental Flutter App With PHP Script

Loadout runs a rental yard: what went out, what is coming back, what is damaged, and who owes for it. It is a self-hosted Laravel application with a customer booking portal and a companion mobile app for the crew, sold once with full source included.

It was built around the two things rental shops actually lose money on – double-booked equipment and disputed damage deposits.

Availability is decided per machine, not per category

Most rental software asks “how many excavators do we own, and how many are out this week?” That arithmetic is right on Monday and wrong on Wednesday, when the fourth machine is in the workshop and the third comes back at four o’clock.

Loadout gives every serialized unit its own calendar row. A booking is made against a specific machine, and that machine is blocked for the hire window plus the category’s turnaround buffer. Scheduled maintenance and in-transit transfers block the same way. When a booking is saved the units are row-locked and re-checked inside the transaction, so two staff quoting the same Saturday cannot both walk away with the same machine.

A deposit claim that carries its own evidence

Deposits run hold, then release or partial claim. The hold ring-fences the money without taking it. On a clean return one tap releases the whole balance. When something comes back damaged, the claim is raised from the return screen and the return photographs come with it – each one timestamped, attributed to the staff member, and tied to that exact unit on that exact hire.

The customer gets an itemized notice showing what was kept, why, and the pictures it rests on. The rest of the deposit is released automatically.

What is in the box

• Owner and staff dashboard – front desk, unit-level calendar, bookings, serialized inventory, categories, bundles, maintenance windows, inter-location transfers, customers, deposits, reports, rates, staff and settings.
• Customer portal – a public catalog and booking flow per shop, with the customer’s own rental history and active deposits.
• Mobile app for the yard – Flutter, for scanning a unit out and back in, taking condition photographs and scoring returns. Works with no signal: work queues on the phone and syncs when it reconnects.
• Platform admin – tenant management, branding, legal pages, analytics, support tickets and email delivery.
• REST API – token-authenticated, documented, and the same one the mobile app uses.

Also included

• Multi-location, with per-location pricing and transfer approvals
• Rate ladders – nine days bills as a week plus two, not nine daily rates
• Late-return automation: grace period, incremental fee accrual, escalation emails, and automatic flagging of repeat offenders
• Bundles, so a six-item package books as one line
• Waitlist when a category is fully booked
• Printable QR asset labels, single or by the sheet
• Utilization, revenue and damage-cost reporting, all exportable to CSV
• Light and dark themes
• Role-based access – owners and managers see money, counter and yard staff do not