How to automate trailer hire
Make trailer hire a 24/7, low-staff operation with digital locks, online bookings, automated payments, GPS tracking and ID checks to cut costs and boost revenue.
Automating trailer rentals can save time, reduce costs, and increase revenue. By using tools like digital locks, online bookings, and automated payment systems, you can operate 24/7 with minimal staff involvement. Here's what automation can do for your business:
- 24/7 Access: Digital locks and online systems allow after-hours rentals, capturing up to 45% of bookings that happen outside regular hours.
- Lower Costs: Automating tasks like ID verification, payments, and returns eliminates repetitive manual work, saving over 500 hours annually.
- Higher Revenue: Features like express checkout and upselling can boost income by up to 30%.
- Better Fleet Management: GPS tracking and real-time inventory updates improve utilization by 35%.
- Scalability: Operate multiple locations with fewer overhead costs by using "digital" setups.
Platforms like Lockii provide an all-in-one solution, handling bookings, payments, ID checks, and returns. Starting at $12 per month per trailer, Lockii simplifies operations while maximizing profitability.
What Can Be Automated in Trailer Hire Businesses
Standard vs Self-Service Trailer Hire Models Comparison
Trailer rental businesses have the potential to automate almost every step of their operations - from the moment a customer lands on your website to when the equipment is returned. The extent of automation depends on your approach: you can stick to simplifying administrative tasks or go all-in and automate physical interactions as well.
Standard hire businesses often focus on streamlining back-office tasks. For instance, online booking tools help avoid double-bookings, payment processors handle transactions, and automated emails manage confirmations. However, staff are still required for tasks like handing over keys, checking IDs, and inspecting returns during business hours.
Self-service models, on the other hand, take automation a step further. They eliminate the need for in-person interactions by using digital locks for keyless access, automated systems for ID verification, and GPS-based returns paired with photo uploads to replace manual inspections. Let’s break down the key areas where automation can make a difference in trailer hire:
| Feature | Standard Hire Model | Self-Service Model |
|---|---|---|
| Staffing Requirements | High; staff needed for every handover | Low; 95% of bookings are automated |
| Operating Hours | Limited to business hours | 24/7 access for pickups/returns |
| Key Management | Manual exchange | Digital locks with automated PINs |
| Return Verification | Staff inspections | GPS confirmation and photo uploads |
| Scalability | Restricted by staff and office space | Scalable with "digital locations" |
Booking and Reservations
Automated booking systems allow customers to reserve trailers directly through your website at any time. These systems sync with your inventory in real time, ensuring no double-bookings and enabling customers to check availability, select rental dates, and finalize reservations effortlessly. Features like instant rental extensions and upsell options - such as insurance or additional equipment - can be integrated into the process.
Self-service systems go further by offering a customer portal where renters can extend their bookings without contacting your office. For example, they can select a new return date, pay the difference instantly, and receive updated rental details. Express checkout options like Apple Pay or Google Pay can streamline transactions, reducing checkout times to just 7 seconds and potentially increasing conversion rates by up to 30% while boosting overall spending by 20%.
Payments and Invoicing
Automated payment processing simplifies everything, from collecting deposits to final charges, without manual intervention. When customers book online, the system securely stores payment details, processes deposits, and generates digital invoices. Upon return, it can automatically apply fees for late returns or damages. Digital contracts replace paper forms, and receipts are sent via email instantly.
In self-service models, this automation is indispensable. The system manages all financial transactions, including rental extensions and deposit refunds, without requiring staff involvement.
Inventory and Availability Tracking
Real-time inventory tracking ensures you always know the status of your fleet - whether trailers are rented, available, or undergoing maintenance. The system updates automatically as bookings are made or equipment is returned, preventing double-bookings and scheduling conflicts. For companies with multiple locations, centralized inventory tracking allows for seamless coordination, including options for customers to pick up a trailer at one site and return it to another.
Customer Access and Pickups
Self-service operations revolutionize pickups with digital locks. These locks, integrated with your rental software, generate unique PIN codes for each booking. The system sends the code to the customer via email or SMS when their rental begins, and the code expires when the rental ends. This approach not only enables 24/7 access but also eliminates common issues like lost keys or misplaced lockbox combinations.
Customer Communications
Automated SMS and email systems keep customers informed at every step of the rental process. From booking confirmations to reminders and return instructions, these messages ensure smooth communication without manual effort. For example, customers might receive a welcome email with pickup details, a reminder 24 hours before their return, and a thank-you message after drop-off. This consistent communication enhances the customer experience, particularly in self-service setups where there’s no front desk support.
Order Management and Extensions
Self-service portals empower customers to manage their bookings independently. Through the portal, they can view rental details, access their pickup codes, track their rental period, and request extensions. The system automatically calculates additional charges, processes payments, and updates the booking in real time. Customers can also access digital contracts, invoices, and rental histories, reducing the need for support calls and simplifying the overall process.
Tracking and Monitoring
GPS tracking provides real-time data on your entire fleet. You can monitor trailer locations, receive alerts for unauthorized movements, and verify returns to the correct location. This feature helps prevent theft, ensures accurate returns through geofencing, and supports fleet management by identifying trailers that may need maintenance.
Hire End Processes
Automated return systems replace manual inspections with digital tools. Customers can complete a checklist about the trailer’s condition, upload photos, and confirm the return location via GPS. This process creates a detailed record for handling insurance claims or damage disputes, all without staff involvement. For self-service setups, these automated forms and photo uploads are crucial for verifying the condition and location of the returned equipment, completing the rental process efficiently and reliably.
Financial Impact of Automating Trailer Hire
Cost Savings and Revenue Gains by Feature
Automation offers a double benefit: reducing labor costs and increasing revenue. With 95% of customer bookings requiring no human involvement, your business can essentially operate 24/7 without the need for constant staff oversight.
One of the biggest advantages is capturing after-hours demand. Imagine a trailer that rents for $50 a day but sits idle on weekends. That’s a potential loss of $100 per week - or around $5,200 annually per trailer. By using digital locks to enable after-hours access, you can tap into this demand without adding labor costs.
Express checkout is another game-changer. It can boost conversion rates by up to 30%, which translates to significant revenue gains. For instance, if you handle 100 monthly rentals at $50 each, a 30% increase in conversions could bring in an extra $1,500 per month - or $18,000 annually.
Automated upselling is equally powerful. A base rental of $30 can easily increase to over $50 with upsell options, potentially adding $18,000 annually for 100 rentals. On top of that, self-service extensions ensure you don’t lose revenue from late returns. By sending automated SMS prompts with payment links, you not only secure additional fees but also keep your rental schedule on track.
Here’s a breakdown of the estimated annual financial impact per trailer for key automated features:
| Automated Feature | Primary Financial Impact | Estimated Annual Benefit (per trailer) |
|---|---|---|
| 24/7 Digital Access | Captures after-hours demand (45% of bookings) | $2,000–$5,000 in previously lost weekend/evening revenue |
| Express Checkout | Increases conversion rate by 30% | $1,500–$3,000 from reduced booking abandonment |
| Automated Upsells | Adds $10–$20 per rental | $1,200–$2,400 annually (based on 100 rentals/year) |
| Self-Service Extensions | Captures additional revenue from late returns | $500–$1,500 from extension revenue |
| Automated ID Verification | Eliminates manual document review | - |
| GPS & Return Photos | Enables faster turnaround between bookings | Increases fleet utilization by 35% |
On top of these direct revenue boosts, automation significantly reduces manual tasks. Automated ID verification removes the need for staff to manually review documents, while GPS tracking and return photos streamline the inspection process. These tools also help cut down on maintenance frequency. Together, these features ensure your trailer hire operation runs more efficiently and profitably, allowing your fleet to generate income around the clock.
sbb-itb-eb44693
How Lockii Automates Trailer Hire
Lockii is designed specifically for hassle-free, contactless trailer rentals. It offers a complete system that manages everything from bookings to returns, requiring no staff involvement for 95% of transactions. Here's a closer look at how Lockii simplifies every step of the trailer hire process.
Setting Up Contactless Bookings with Lockii
Getting started with automated bookings is straightforward. Lockii provides embeddable widgets for your website, allowing customers to browse available trailers and make reservations directly on your site. There's no need to overhaul your website or redirect users to another platform - the booking process stays seamless and within your domain.
For businesses needing a standalone solution, Lockii also offers hosted booking pages. Both options support express checkout with Apple Pay and Google Pay, making transactions quick and boosting conversion rates.
To make reservations even easier, you can attach QR codes or NFC tags to your trailers. When a customer scans the code with their phone, they’re directed to a mobile-friendly booking page where they can reserve the trailer in just a few taps - no app download required.
Configuring Digital Locks and 24/7 Pickups in Lockii
Lockii works with IglooHome digital locks to enable round-the-clock, staff-free pickups. After a booking is confirmed, the system assigns a trailer and generates a unique access code for that rental. This code is sent to the customer via email and SMS immediately after booking.
When the customer arrives, they simply input their code into the digital lock to access their trailer. This feature is especially valuable since around 45% of contactless trailer hires happen outside regular business hours, allowing you to capture revenue that might otherwise be missed.
Lockii’s pricing starts at $12 per month per locked trailer, with discounts for larger fleets. This setup lets you establish "digital" locations in places like parking lots or gas stations with minimal infrastructure - just a few parking spots and digital locks, no office space or on-site staff required.
Automating Payments and Identity Verification with Lockii
Payments are handled seamlessly through Lockii’s integration with Stripe, covering deposits, rental fees, and other charges during checkout. The system supports major payment methods, including credit cards, Apple Pay, and Google Pay.
To prevent fraud, Lockii incorporates Stripe Identity verification directly into the booking process. Customers upload a photo ID and complete a selfie check to verify their identity. This step ensures secure trailer access and protects your fleet. Once the system confirms the customer's identity, it generates their access code, eliminating the need for manual checks and creating a digital audit trail for every transaction.
Enabling GPS Tracking and Maintenance Logs in Lockii
Lockii includes built-in GPS tracking, giving you real-time updates on the location of every trailer in your fleet. You’ll receive alerts if a trailer moves unexpectedly or encounters issues during the return process. When a trailer enters your geofenced location, the system can automatically mark it as returned and make it available for the next booking.
The platform also features a maintenance management system that helps you schedule service and track each trailer’s history. Every event - whether it’s a booking, maintenance, or damage report - is logged automatically, giving you a complete record for every trailer.
Using Lockii for Self-Service Extensions and Return Checks
Lockii makes it easy for customers to extend their rental if needed. Through the self-service portal, they can adjust their booking dates and pay the additional cost online - no need to call or email. The system updates the booking and adjusts the access code expiration accordingly.
When it’s time to return the trailer, customers complete a simple return process using their mobile device. They fill out a hire end quiz and upload photos of the trailer’s condition. This digital checklist provides a timestamped record of the trailer's state, including any damage or issues. You can review the photos remotely and mark the trailer as ready for its next rental without a physical inspection.
With GPS confirmation and a streamlined return process, Lockii ensures accountability while eliminating the need for staff at drop-off. This efficient system keeps your equipment in rotation and ready for the next hire.
Conclusion
Streamlining your trailer hire business with automation slashes costs and fuels growth. Features like 24/7 contactless pickups, automated payments, GPS tracking, and self-service extensions tackle the tedious tasks that manual operations simply can't handle.
These improvements don't just save time - they also boost your bottom line. By reclaiming up to 16 hours each week and tapping into after-hours demand, automation increases revenue and maximizes fleet usage without adding extra labor.
Lockii's system takes care of every rental step - from booking to digital return verification - with ease. With 95% of bookings requiring no human involvement, you can shift your focus to growing your fleet or entering new markets instead of getting bogged down in daily operations.
Plus, Lockii's multi-location capabilities make scaling simple. With the ability to expand to 10+ locations using just parking spaces and digital locks, you can turn ordinary parking spots into profit centers - no offices, no extra staff, and no hefty overhead costs. Whether your goal is to cut labor expenses, optimize fleet usage, or branch out into new territories, automation turns your trailer hire business into a self-sufficient, scalable, and profitable operation.
Ready to transform your business? Lockii's contactless automation starts at just $12 per month per locked trailer.
FAQs
How can automation increase revenue for trailer rentals?
Automation has the power to transform trailer rental businesses by making the entire process smoother and accessible 24/7. Features like contactless pickups and returns allow rentals to happen outside of standard business hours, opening the door to 45% more bookings that might otherwise be missed. This not only drives more frequent rentals but ensures that trailers are being used to their full potential.
On top of that, automation trims down operational costs by reducing the need for extra staff. Tasks like booking management, identity verification, and payment processing become streamlined, saving time and money. Plus, a smoother process means happier customers, which often translates into repeat business and stronger loyalty. By embracing automation, trailer rental companies can tap into fresh growth opportunities and boost their bottom line.
How can Lockii help automate trailer rentals?
Lockii makes trailer rentals easier with a completely automated, contactless system that handles every part of the process. Customers can book directly online using an embeddable widget, and the system generates a unique digital lock code for 24/7 pickup and drop-off - no staff required. The return process is just as smooth, thanks to GPS tracking, condition photos, and digital return forms, allowing real-time fleet inspections.
Customer communication is also automated, with customizable email and SMS notifications for booking confirmations, pickup details, and return reminders. Additional features like identity verification, a customer portal for managing orders, and options to extend rentals or report damage make the experience even more seamless. By centralizing all data and integrating with tools like Stripe for payments and Zapier for automation, Lockii helps trailer rental businesses cut labor costs, stay open 24/7, and expand to new locations with ease.
How does automation help reduce staffing needs in trailer rental businesses?
Automation has transformed staffing needs in trailer rental businesses by simplifying essential operations. Tools like digital locks and online booking systems let customers handle reservations, pick-ups, and returns entirely on their own - no in-person help required. For instance, digital locks generate access codes that allow 24/7 pick-ups and drop-offs, eliminating the need for staff to be on-site. Automated systems also take care of tasks like booking confirmations, reminders, and post-rental surveys, cutting down on time spent managing manual communications.
Moreover, features like identity verification, GPS tracking, and automated return condition checks have replaced many tasks that once required direct staff involvement. This means businesses can run multiple locations with fewer employees, reduce labor costs, and still provide round-the-clock service - all while ensuring a smooth, hassle-free experience for customers.