Ultimate organization with document management system

Go paperless and switch to electronic document storage to improve document retrieval times, reduce file storage space and revolutionize your customer service.


Exceptional Communication

With document management systems, you can share files from any depot location, making documents accessible by staff wherever they are so that you can provide your customers with documentation and information at the click of a button.

Paperless processes

Make paper documents a thing of the past

With a document management solution, you can take advantage of less paperwork leads to a more eco-friendly, professional, tidy office space with reduced costs and wastage. Staff productivity will also be improved with such quick and easy access to clearly filed documentation.

Legal compliance

Keeping yourself covered with an electronic document management system

Document management software allows you to securely store all your legal and business documents and keep track of all equipment insurance and certifications. You can even record signed for delivery, collection, and servicing receipts all in one place. Barcode scanning will automatically link crucial documents to the correct contracts.

MCS Document Management Testimonial
Storing information electronically cuts down on expensive filing cabinet space too, and makes it much quicker for all parties to find relevant information.


Additional features of electronic document management system

Electronically sharing documents

Providing staff access to documents can resolve customer queries quickly and efficiently, providing exceptional customer service. With electronically stored documents, you can:

  • Email equipment documents directly to your clients when requested, including certificates, specifications, and operating instructions.
  • Share your electronically signed Proof of Deliveries securely online with your customers on the Customer Portal.
  • Share documents with staff whilst they are on the road traveling to a client site, using MCS Mobile apps.
  • Send prompt copies of invoices to reduce invoice query time.
  • Send documents via email.

Barcoded and non-barcoded documents

Document Management software allows all documents can be electronically scanned and filed in MCS-rm for instant and accurate retrieval on demand. When scanned, barcoded documents identify the relevant MCS-rm contract number they refer to, and the system files them automatically, allowing them to be batch-scanned to save you time. With electronically scanned documents, you can:

  • Upload Proof of Delivery, Collection, and Servicing receipts
  • Manually file non-barcoded documents
  • Allocate document types to help locate the files easily
  • Scan in handwritten notes and photographs

Document categorization and filing

With the right document management system, you can store various document types and files, from business-critical documents to notes made by your staff on the road. This means you will have central electronic storage space for all documents, making them easy to locate when needed, and they can also be backed up on the network. These include:

  • Purchase Orders
  • Invoices
  • Insurance documentation
  • Damage evidence and notifications
  • Equipment Certifications
  • Operation instructions
  • Workshop Checklists
  • And lots more...

Explore our rental software solutions

Some key features within MCS rental software to enhance your equipment rental business.


Customer Relationship Management (CRM)

Manage your sales pipeline activity from inquiry through to final order. Undertake proactive marketing campaigns to nurture your key client and prospect relationships.

MCS workshop


Ensure your rental equipment is certified and fit for use. Keep accurate service records, plan regular maintenance and manage accidental equipment damage and loss.

mcs purchasing


Keep tight control of your expenditure on the rental fleet, stock, spares, and cross-rentals and manage your preferred suppliers all in one easy-to-use rental system.


Dashboards & Business Intelligence

Gain meaningful insight into your rental data to help you analyze your strengths, weaknesses and understand changing business trends to ensure you make the right strategic decisions.
Business Intelligence>

electronic trading

Electronic Trading

Send and receive customer, supplier, and financial documents electronically for a labor-free solution to your paperwork processes.
Electronic Trading>


Document Management

Go paperless and switch to electronic document storage to improve document retrieval times, reduce file storage space and revolutionize your customer service.
Document Management>


Smart Alerts

Receive customized proactive alerts so you can address issues the moment they arise ensuring that the highest standards are consistently met.
Smart Alerts>


Resource Planner

Enhance the visibility and utilization of your internal resources ensuring appropriately qualified staff are allocated to the right tasks.
Resource Planner>


Online Portal

Drive customer loyalty while enhancing brand awareness using the Online Portal, allowing your customers to quickly place orders and access the information they need from you 24/7.
Online Portal >

telematics hub

MCS Telematics Hub

Say hello to the full visibility of your telematics data. From stolen asset recovery to increased revenue, you’ll be able to take huge steps towards greater efficiency and improved productivity of your rental fleet.
Telematics Hub>

e-sign digital document signing

MCS E-Sign

Transform your rental quotes and contracts with MCS E-Sign, letting your customers easily sign documents at the click of a button.
MCS E-Sign>

Book a demo

mobile hire tools

Mobile apps and web solutions for your equipment rental business

Empower your workforce on the move with our mobile apps and web solutions, all designed for specific areas of your business. With the ability to work both on or offline and gather real-time information for your workers on the move, you will become more responsive and be able to consistently deliver on your promises and provide excellent customer service.

Learn More


RM Web

Improve rental management with everything you need on one device. With MCS RM Web, you can manage your rental business wherever you are with everything you need in one place, helping you reach new heights of productivity.
RM Web >



Make your on-site client meetings more productive and access important customer information so you never miss an opportunity when on the move.
CRM Web >

MCS Picking


Empower your warehouse staff with MCS Picking to accelerate the picking of equipment for your rental bookings, increasing the productivity of your workforce.
Picking >

MCS Transport Mobile

Mobile Transport

The paperless way to manage your transport logistics with optimized routes and real-time status updates from drivers in the field.
Mobile Transport >

MCS Workshop Mobile

Mobile Workshop

Streamline and manage your maintenance activity with an app to provide engineers with a paperless workflow and provide your back office with instant real-time information from their job status updates.
Mobile Workshop >

Cloud Solutions

Cloud Solutions

Concentrate on running your rental company, safe in the knowledge that your business will always be protected, your data remains secure and your IT infrastructure is managed by professionals so that you don't need to worry.

Learn more about MCS Cloud Solutions

At a glance

  • Secure and easily accessible from any location
  • Save time for your IT resources and reap cost efficiencies
  • Fixed monthly fee and MCS takes care of everything
  • Protection of your vital business data and up-to-date backups
  • Speedy implementation to get you moving
  • Scalable to grow alongside you
  • Access to experienced IT support consultants if you need them

Get in touch

To discover how MCS-rm rental software can empower your business, contact us via our inquiry form.

Contact us