Rental Inventory Hardware: Efficient Solutions for Retail and Warehouse Management

The annual inventory is one of the most complex tasks in most companies in the retail and logistics sectors. Particularly in large warehouses or branch networks, the manual recording of inventories is time-consuming, prone to errors and often a costly process. However, modern technologies offer a clear solution: Instead of investing in expensive hardware, more and more companies are choosing to rent inventory sets. Above all, renting tablets enables a flexible and fast inventory process, as they can be easily combined with various data collection devices. In this article, we provide a comprehensive overview of the topic and show why renting inventory hardware can be a real efficiency booster.

What is an Inventory Set?

An inventory set usually consists of several hardware components that have been specially put together to carry out a digital inventory. In addition to the usual devices, it also includes practical inventory accessories such as cables, adapters or mobile brackets to keep the devices safe and effective in use. Typical components include:

Mobile data collection devices (MDE devices or scanners)
Tablet PCs or handhelds with special inventory software
Barcode scanners (e.g. Bluetooth scanners or integrated laser scanners)
Access points or routers for temporary network setup
Chargers, batteries, cables and, if necessary, spare parts

These sets are preconfigured and ready to use. The combination of different devices makes it possible to work flexibly and efficiently depending on the location and requirements (e.g. in a branch versus a central warehouse). For a stable and powerful WLAN connection, an Apple Airport Extreme access point can be rented temporarily, for example.

Why Rent Inventory Sets Instead of Buying Them?

Of course, one might think that purchasing your own hardware is more worthwhile in the long term. However, on closer inspection, the advantages of renting outweigh the disadvantages – especially with infrequent use such as inventory.

Aspect	Rental	Purchase
Costs	Low investment, only when needed	High one-time expenses
Maintenance	Maintenance & service included	Own maintenance levy required
Technology	Always up-to-date devices	Rapid device obsolescence
Flexibility	Needs-based and scalable	Fixed number of devices, little scalability
Storage	No space required outside of inventory	Storage costs outside of operating times

Smaller and medium-sized companies in particular benefit from avoiding high acquisition costs and save themselves the hassle of storage and outdated hardware. Large corporations also appreciate the scalability and flexibility of the rental models. If you need particularly powerful devices, you can easily rent a Microsoft Surface Pro 4, for example – and thus cover your individual needs precisely.

Which Industries Benefit the most?

In principle, every company that operates warehousing is dependent on regular inventories. Inventory sets are particularly frequently used in the following industries:

Retail and wholesale
Logistics and forwarding
Pharmaceutical industry
Food retail and production
Automotive and mechanical engineering

Depending on the location, the selection of suitable devices is crucial. In areas with a lot of customer traffic, tablet holders are often used to keep the hardware protected and readily available at all times. In highly frequented warehouses, on the other hand, robust tablets such as the Samsung Galaxy Tab A9 are particularly popular.

What should You Look for when Renting an Inventory Set?

Before you rent an inventory set, the following factors should be considered:

Number of devices: How many scanners and tablets do you need at the same time?
Rental period: This is usually between 1 day and 6 weeks.
Compatibility with your data collection software: Is there your own software or should it be supplied?
Preconfiguration: Do devices need to be individually prepared (e.g. fixed storage areas or master data)?
Delivery & return: Is Germany-wide shipping offered? How does the return delivery work?

Many professional providers also offer helpdesk support during the rental period. This is an invaluable advantage, especially during the labor-intensive inventory phase.

Digitalized Inventory: Trends 2025

In 2025, the focus of many companies will be on the digitalization of warehouse and logistics processes. The following trends are now particularly noteworthy for inventory:

RFID-based inventory: contactless recording of entire pallets with RFID tags saves time and prevents reading errors.
SAP integration: Many inventory rental devices can be directly linked to ERP systems such as SAP S/4HANA or Microsoft Dynamics.
Android-based data collection: Many inventory sets run on modern Android devices with touchscreen, camera and app variety. If you value the latest technology, you can, for example, use the advanced Galaxy Tab A9 Plus.
Cloud-based warehouse data: Data is transferred live and is immediately available – even with several branches at the same time.

Those who rely on digital rental solutions early on can make the entire survey process not only faster, but also safer and more transparent.

Case Study from Practice: Inventory at a Retail Chain

In January 2025, a medium-sized retail company with over 150 branches in Germany had an urgent need for over 200 MDE devices for 10 days. The provider provided preconfigured sets consisting of Zebra TC21 handhelds, Honeywell scanners and matching software. The inventory was carried out in record time – without the company having to buy or store hardware.

After completion of the inventory, the devices including all accessories were picked up – the company not only saved technical complications, but also significant costs.

Benefits at a Glance

Minimal effort for technology & preparation
No investment costs for rarely used hardware
Short delivery times & high availability – even during peak times
Support & service by professional providers
Technologically always up-to-date
Easy Integration into Existing Systems

FAQ about “Rent Inventory Set”

How Far in Advance should I Rent Inventory Sets?

Ideally, a reservation should be made 3-4 weeks in advance, especially for planned annual inventories in January or December. Short-term bookings can also be realized depending on the provider and stock levels.

Are the Devices Preconfigured?

Yes, professional providers usually deliver the hardware with pre-installed software and, on request, with a user-defined configuration.

What Happens in the Event of Technical Problems During the Rental Period?

Good providers offer telephone support or replacement devices in the event of a fault. A service hotline is usually part of the rental agreement.

How does the return take place?

After the end of the rental period, the devices are picked up by courier or returned by parcel service. Return protocols ensure a complete overview.

Are Training Courses Necessary for the Inventory Team?

Many suppliers provide short training videos or handouts. On-site training courses can also be booked for complex projects.

Conclusion: Rental Solutions are the Answer to Complex Inventory Processes

In the dynamic retail and logistics world of 2025, the purchase of inventory hardware is becoming less and less worthwhile. By renting inventory set hardware, costs can be reduced, processes accelerated and errors avoided. At the same time, your company remains flexible and technologically up to date.

If you want to plan your inventory stress-free, efficiently and professionally, renting inventory set hardware is the ideal choice. Find out more about our tablet rental offers now or get an overview of all available inventory accessories and request a non-binding offer via our website today.

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Rental Inventory Hardware: Efficient Solutions for Retail and Warehouse Management