Fleet, quotes, contracts, invoicing and maintenance on one Odoo system, delivered on schedule.

The challenge

AAA Machinery & Equipment Rental hires out machinery and equipment to sites across the UAE. Fleet availability, quotations, rental contracts and invoices were kept in separate files, so confirming whether a machine was free meant a phone call, and invoicing an extended rental meant checking several records.

Maintenance was tracked outside the commercial records, so service due dates and rental bookings could collide. The company wanted one system that knew where each machine was, what it was earning and when it needed service.

What we did

Kaido implemented Odoo so that every machine has one record from quotation to rental contract, invoice and service.

• Rental fleet register with availability, location and status per unit
• Quotations priced by machine, period and site, converting to rental contracts on approval
• Periodic invoicing from active contracts, including extensions and early returns
• Maintenance schedules and work orders tied to fleet hours and rental history

Kaido delivered exactly what they promised, on schedule.Operations Director, AAA Machinery & Equipment Rental

Why it worked

The outcome came from the discipline every Kaido engagement runs on. Scope and price were fixed and signed at the blueprint gate. The fleet register, customer list and open contracts were migrated and reconciled before go-live. Training was by role, so the yard, the sales desk and finance each learned their own part, and the senior consultant who scoped the project delivered it on the agreed date.

AAA Machinery & Equipment Rental has stayed on a Kaido support arrangement since go-live in 2025, so new equipment types and pricing rules are configured as the fleet grows.