Medical equipment rental software for every chair and bed
Every wheelchair, scooter and hospital bed tracked by serial number, held back while it’s cleaned, and rented by the week or month until the patient no longer needs it. Built for WooCommerce and Magento 2.
Every unit tracked by serial, held back while it’s cleaned, and rented by the week or month.
- A serial number per unit
- Cleaning buffers
- Weekly and monthly rates
The same chair goes to a different person every week
Most booking plugins were written for tours, rooms or appointments. They assume an interchangeable pool of stock and a fixed return date, and home medical and mobility hire breaks both on day one.
Individual units, not a quantity
If a hoist is recalled or a scooter battery fails, you need to know which unit went to which customer and when, not that four were out that week.
Each unit has its own history.
Cleaning sits between hires
An item coming back today isn’t available tomorrow, and the calendar has to know that before it sells the slot.
Decontamination time is held off sale.
Fit is a safety question
Seat width, user weight limit, a hoist’s safe working load and bed length aren’t cosmetic options. Booking the wrong one is a safety problem.
Sizes and weight limits are real stock.
Hires run open-ended
Post-operative recovery, palliative care and long-term hire are billed weekly or monthly and extended again and again, not returned on a set date.
Weekly or monthly, extended online.
Delivery and setup are the product
A hospital bed is delivered, assembled and later dismantled, and the customer never comes to your counter.
Delivered, set up and collected.
Paperwork before it leaves
A hire agreement and a liability acknowledgement are standard in this trade, signed before the equipment goes out.
Agreements signed at checkout.
Weekly and monthly rates for hires that end when recovery does
| Period | Price | Works out |
|---|---|---|
| 1 week | $99.00 | $14.14 / day |
| 1 month | $279.00 | $9.30 / day |
Each product carries weekly and monthly rates at once, and the engine picks the right one from the hire length: a three-week hire is priced by the week, a longer one by the month. Length-based pricing rules can step the rate down as the hire goes on, which is how most long-term medical hire is sold.
When recovery takes longer, the customer extends the rental from My Account and the price comes from your rates. For open-ended care hire, the Subscriptions plugin Pro bills a stored card each week or month and keeps the unit allocated until the hire ends. See the full rental feature list.
Every unit traced, and never out before it’s clean
Track beds, chairs, scooters and hoists by serial number, each with its own hire history: which customer, which dates, what was charged and what came back damaged. When a maker issues a safety notice against a batch, that history turns an afternoon of phone calls into a lookup. Crutches, frames and commodes can stay on simple quantities in the same catalogue.
A buffer before and after each hire, per product or as a site default, in hours or days, keeps an item off sale while it’s decontaminated and tested: an hour for a walking frame, a full day for a mattress system. Scan the barcode to check a unit back in, mark a single unit unavailable while it’s serviced, and the Usage Report shows how hard each one works.
Seat widths and weight capacities as real stock
Wheelchairs come in seat widths, scooters in user weight capacities, beds in widths and lengths, hoists in safe working loads. Each is a variation with its own availability, price and stock, so a 22-inch bariatric chair being out doesn’t make the 16-inch chair look unavailable.
Because the variants are real stock rather than dropdown text, the calendar answers the question the customer is really asking: is the size I need free on the dates I need it?
Patient details, agreements and deposits in one checkout
Fields asked on the product page belong to that cart line, so a bed, a hoist and a mattress on one order each carry their own measurements, and a care provider hiring for two residents keeps the two sets apart.
- Patient height and weight
- Delivery access
- Discharge date
- Clinician reference
- Installation
- Handover demonstration
- Funding documents
Fitting and delivery details
Ask for patient height and weight, the discharge date, and stairs, lifts and door widths at the delivery address, and make the ones that decide the sling size required, so a hire can’t reach your drivers without them. Installation and a handover demonstration can be priced options. About medical and mobility custom fields.
Insurance or funding documents
Where an insurer or a scheme pays, the card or letter is uploaded at checkout and approved from a queue. Uploads are kept out of the public uploads folder and purged on a schedule.
Refundable damage deposits
Hold a deposit per item or per order at checkout and release it after the equipment is checked back in and passed. On powered chairs and scooters, a decline-able damage waiver from the Custom Fields plugin can stand in for a deposit that would put the hire out of reach.
Signed hire agreements
The customer signs your rental contract and liability acknowledgement during checkout. A PDF is attached to the order and emailed, so every hire keeps who took which unit, on what terms.
Open-ended and membership hire
Bill weekly or monthly against a stored card and keep the unit allocated until the hire ends. Care providers can run memberships with a set number of items out at a time and a queue of what goes next.
Delivery and collection rounds
The Send & Return desk gives drivers a dated list of what’s going out and what’s being collected, and each unit is scanned out and back in.
Pro included in Rentals & Bookings Pro, or sold on its own. Everything else here comes with Regular.
Start from a ready-made mobility rental store
Six sample products with real weekly and monthly rates (a transport wheelchair, a knee scooter, a mobility scooter, a rollator, a hospital bed and a shower chair), a Start date and End date search, a homepage built from WordPress blocks with large, easy-to-read type, and colours and fonts for Astra or a block theme. On the live demo it runs as CareWay.
Free with the Rentals & Bookings Lite plugin 1.0.11 or newer, which imports everything except the date search on the homepage. Regular and Pro 1.0.74 or newer add the search widget.
Free with the Lite plugin 1.0.11 or newer. Regular and Pro add the homepage date search.
Run it on WooCommerce or Magento 2
The same rental engine on both. We sell both, so the choice is yours.
WooCommerce medical equipment rental plugin
The right fit for most mobility shops and home medical equipment dealers. If your site is already WordPress, it becomes a hire system without rebuilding the storefront.
- Sell and hire from one catalogue: consumables and accessories beside the hire stock
- A serial number per chair, scooter, bed and hoist, with its own hire history
- Decontamination buffers per product, in hours or days
- Seat widths, weight capacities and safe working loads as variations with their own stock
- Hire agreements, liability waivers and refundable deposits at checkout Pro
- Recurring weekly or monthly billing for long-term hire Pro
Magento 2 medical equipment hire extension
For larger operations on Adobe Commerce or Magento Open Source: several branches, contract hire and care-provider accounts.
- Multi-source inventory per depot or branch, so customers see stock that can reach them
- Customer-group pricing for care homes, hospitals and insurers
- Request for Quote for contract and tender hire (sold separately)
- The same serials and cleaning buffers, plus deposits, signed agreements and maintenance tickets (Pro)
- Multi-store and multi-language for several regions or brands
Not sure which platform fits? Our Magento versus WooCommerce comparison sets out the trade-offs, and medical equipment is one of the trades in our rental software by industry overview.
From catalogue to first delivery in six steps
Step 1: Quantity or serials per product
Beds, chairs, scooters and hoists on serial numbers; crutches, frames and commodes on quantities. You can change your mind later.
Step 2: The calendar on the product page
A start date and either an end date or a hire length, with availability for the exact size chosen.
Step 3: The decontamination buffer
Cleaning and testing time after each hire, per product, taken off sale automatically.
Step 4: Weekly, monthly or stepped rates
Discounted weekly and monthly rates, picked automatically from the hire length.
Step 5: Deposit and hire agreement
A refundable deposit and your contract and liability wording, signed before the order is placed.
Step 6: Check it back in
Scan the unit in, note its condition, and close the hire, start the cleaning window and release the deposit.
Who this suits
- Home medical and durable medical equipment dealers adding online hire
- Mobility shops hiring wheelchairs, rollators and scooters
- Post-operative and rehabilitation hire: beds, hoists, knee scooters
- Travel mobility hire to hotels, cruise terminals and holiday lets
- Care homes and providers running equipment libraries
- Event and venue accessibility hire
Medical equipment rental software FAQs
Can I track each wheelchair or bed by its own serial number?
Yes. Serial-number stock is built in: each unit is its own tracked asset with a full hire history, so you can see which unit went to which customer on which dates. Use serials for some products and simple quantities for others in the same catalogue.
How do I stop equipment being rebooked before it has been cleaned?
Set a buffer after the hire on that product, in hours or days. The calendar takes that time off sale by itself, so the item can’t be reserved until decontamination and testing are done.
Can customers hire on an open-ended or monthly basis?
Yes. Weekly and monthly rates are picked from the hire length, customers extend from My Account when recovery takes longer, and the Subscriptions plugin in Pro bills a stored card each week or month for open-ended hire.
Can I make customers sign a hire agreement and liability waiver?
Yes, with the Contract Signing plugin in Pro. The customer signs on screen during checkout, and a PDF of your agreement with their signature is stored against the order and emailed to them.
Does it handle sizes and weight capacities properly?
Yes. Seat widths, bed sizes and weight capacities are product variations with their own stock and availability, so each specification is booked and tracked on its own.
Can I take a unit out of hire while it’s serviced?
Yes. Because stock is tracked per serial number, you can mark a single unit as not available while it’s serviced or repaired, and put it back when it passes, without touching the rest.
Can customers book in their own language?
Yes. The date picker is translated into 19 languages, with a right-to-left layout for Arabic.
Is my customer data stored on someone else’s servers?
No. It installs on your own WooCommerce or Magento 2 site, so hire records and customer details stay in your database, under the data-protection arrangements you already run. There’s no commission on bookings and no monthly platform fee. See our self-hosted, open-source rental software overview.
See it running before you buy
Book a wheelchair for a week on the live demo and watch the calendar block the dates, or try the free live rental software demo to follow an order through the admin. We can also set up your catalogue, delivery rounds and hire paperwork with a custom build.