Enterprise construction companies prioritize automation in project management, billing, and other critical operational areas. Software solutions like Procore streamline project workflows, while ERP systems handle complex billing tasks with efficiency. However, there’s a gap that many of these companies overlook—the management of the equipment and tools that are building their projects. Despite heavily investing in automating their front-end operations, many construction enterprises still rely on outdated, manual processes for tracking and managing their equipment, a core part of their business that directly affects profitability and efficiency. This oversight results in inefficiencies and limits companies from making data-driven decisions that reduce costs and improve overall performance. 

By shifting focus toward automating equipment management through specialized software, construction companies can eliminate manual bottlenecks, streamline operations, and unlock significant gains in productivity and profitability. As Jason Reed, Director at BAM Site Solutions, shares, “Over the last 20 years, we’ve used the RentalResult product, and this has been absolutely fantastic and key to our success in the fact that it’s supported us from moving from a very paper-based approach to a more digitized one.” Let’s explore how automating this crucial aspect of construction operations can transform the way enterprise companies function by diving into real-world examples from industry experts who have already made the switch. 

Why Manual Processes Are Holding You Back 

Manual workflows in equipment management create inefficiencies that cause delays, increase errors, and prevent companies from scaling. As Bret Morgan from Big-D Logistics explains, “Our normal workflow before was essentially a phone call to me. The superintendent would order a list either through phone call or email, I would write it down, and we’d put it in an Outlook event for the driver. Then the driver would pick it up, deliver it to the job, and we’d manually transfer the information to an Excel sheet for billing.” This process was full of opportunities for mistakes, miscommunications, and delays. 

Kurt Olson, Vice President for Logistics at Big-D, highlights the dramatic impact that digital solutions can have on efficiency. “We went from a handwritten resource sheet that drivers had to manually write, and then someone on the inside would duplicate the process. Now, we have streamlined that so it’s just one seamless process, cutting down our time by about 75%.” 

Transforming Equipment Visibility and Management 

One of the greatest advantages of adopting digital systems like RentalResult is the improvement in equipment visibility and management. In large-scale construction, it’s vital to know where equipment is at all times, what its status is, and how it’s performing. Kurt Olson emphasizes, “Before RentalResult, a lot of our decision-making was just a gut check. We’d look at the yard and say, ‘Do we have any in stock? Do we have some on subrent?’ We didn’t have financial models to gauge whether we should be buying it or subrenting it.” 

Connor Nelson, Asset and Fleet Manager at Big-D Logistics, also shared how the system helped them: “It allows us to track everything—not just what we bought it for—but how much we spent on parts, how much we spent on repairs, and how much revenue we got from it.” This allows his team to see the complete lifecycle costs of their equipment and make better, more informed decisions about fleet management. 

One of the greatest advantages of adopting digital systems like RentalResult is the improvement in equipment visibility and management. In large-scale construction, it’s vital to know where equipment is at all times, what its status is, and how it’s performing. Mark Mullett, Plant Manager at Doosan Babcock, emphasizes, “The biggest benefit and gain for us is that we have better control of our equipment; this has reduced losses significantly.” This increased control leads to more accurate tracking and better decisions about equipment utilization. 

Streamlining Operations Through Automation 

One of the most significant benefits of construction equipment management solutions like RentalResult is the ability to automate processes that previously took hours—or even days—of manual work. Connor Nelson described how switching to RentalResult transformed their billing process: “We used static Excel sheets. It would take probably two days straight of manual hand entry to bill back then. Whereas now with RentalResult, all the math, all the equations, all the calculations are done in the back, and at the end of the month, I run one single bill.” 

The automation of equipment tracking, billing, and reporting allows teams to focus on higher-value tasks rather than getting bogged down in paperwork. Andrea Upah, who manages purchasing and inventory at Big-D, explains, “With RentalResult, I don’t have to walk into the warehouse where everything is stored to physically see what I have on hand. I can easily check my inventory stock on the computer, and it tells me exactly what I have, where it’s at, and how much I might need to order.” 

The Role of Data in Driving Efficiency 

Data-driven insights are a key advantage of digital equipment management systems. As Brandon Van Zeeland, Vice President of Operations at McGough Construction, notes, “The job site portal for me is probably the most important thing that we have going right now. What it does is it gives our people easy access to the things they need. Along with that, we get return on investment and all of that good data so that we can be ahead of the curve with our job sites.” This access to real-time data empowers companies to make informed decisions and keep their projects moving forward efficiently. 

The Financial Impact of Automating Equipment Management 

Industry statistics reveal that companies that heavily invest in automation can see significant financial benefits, particularly in areas like equipment management. Research by Bain & Company found that businesses investing 20% or more of their IT budgets in automation reduce their costs by an average of 17%, compared to only a 7% reduction for companies with minimal automation investment​(Bain). This significant gap highlights the impact that automation can have on operational efficiency and cost reduction. 

In the construction and manufacturing sectors, automation offers transformative potential. Deloitte’s Global Shared Services and Outsourcing Survey revealed that 66% of companies reported at least 10% savings from automation​(Flobotics). Furthermore, McKinsey reports that predictive maintenance—a key area that can be automated in equipment management—has the potential to reduce machine downtime by 30% to 50%, which translates directly into maintenance cost savings and extended machine life​ (Flobotics)​(DocAuto). 

These statistics emphasize that automating equipment management not only reduces manual errors and improves productivity but also creates long-term savings that can drive profitability. By implementing automation software like RentalResult, large-scale construction companies can unlock these savings and operational efficiencies, positioning themselves for sustained growth and competitive advantage. 

The Role of Mobile Technology in Construction Equipment Management 

Mobile technology is a crucial component of modern equipment management. By enabling real-time updates from the field, mobile solutions help companies maintain seamless operations across job sites. Bret Morgan shared, “We use mobile technology for everything. It allows us to track orders, dispatch deliveries, and stay connected across multiple locations.” 

This mobile functionality, integrated with RentalResult, has improved efficiency and reduced errors by providing instant access to equipment availability, maintenance status, and tracking information. “You can’t pick something that’s not available,” Bret added. “You can’t send something out that’s not ready. That helps us reduce errors and save time.” 

In the rapidly evolving construction industry, companies that adopt digital solutions like RentalResult position themselves for success. As Kurt Olson puts it, “There’s no way we could sustain our growth using a handwritten system. RentalResult allows us to streamline processes that used to take hours and complete them in minutes, giving us the ability to scale efficiently.” 

The Bottom Line 

For large-scale construction companies, eliminating manual processes in equipment and tool management is not just about keeping up with the competition—it’s about positioning your company for growth. By automating key workflows, improving equipment visibility, and leveraging mobile technology, companies can significantly reduce errors, improve efficiency, and increase ROI. As industry leaders like Kurt Olson and Brandon Van Zeeland have shown, the transition to digital tools like RentalResult is not only beneficial—it’s essential for long-term success. 

If your company is still relying on manual processes, now is the time to make the shift. Get in touch to schedule a demo of RentalResult and discover how it can revolutionize your equipment management processes, just as it has for companies like Big-D Logistics, McGough Construction, and BAM Site Solutions.