How Gulf Incon automated its entire rental operation with a custom Dynamics 365 solution
100%
Live
Dashboard replaces spreadsheets and memory
2020
One-Click
- Use Cases: Rental & Asset Management Financial Accuracy
- Platform: Microsoft Dynamics 365 Business Central
- Delivered By: SQIT (Custom Rental Management Module)
Case Overview
Gulf Incon ran its rental business on Tally, an accounting tool not built for rental contracts or billing. Billing was manual and tracking relied on spreadsheets. SQIT moved Gulf Incon to Dynamics 365 Business Central with a custom rental module. Billing is now 100% automated, asset tracking is live, and the system has run reliably since 2020.
About Company
Gulf Incon International LLC has over 20 years of experience in supply, service, and calibration of hydraulic and instrumentation products. It serves customers across the UAE with a wide product range and on-site teams. The focus is on safety and efficiency, covering sales, rental, training, and on-site support for on-shore and off-shore projects.
The Background
Renting out building materials and heavy equipment is not a simple transaction. Every asset that leaves the yard carries a rental period, a condition, a return date, and a running cost that needs tracking until it comes back. For a business like Gulf Incon, operating across the GCC region, that fleet is the business. Knowing exactly what is out, what is available, and what it’s all worth at any given moment is not a nice-to-have. It’s the job.
For years, Gulf Incon ran on Tally, a reliable tool for basic bookkeeping. But Tally wasn’t built for a rental model. It had no way to track an asset going out on contract, accruing charges, and coming back to be reconciled. As Gulf Incon’s fleet and customer base grew, this mismatch turned from a minor inconvenience into a real operational risk.
The Challenge
Gulf Incon’s challenges weren’t the result of one broken process. They were the combined effect of running a rental business on a system built for something else.
- Billing for rental periods was done manually, which took time and left room for error.
- There was no single source of truth for what was rented out and what was available. That knowledge lived in spreadsheets and in people’s memory.
- Items bought as ordinary inventory had no way to become trackable rental assets. They sat in a kind of limbo between the warehouse and the yard.
- When a rental ended, there was no system to close it out, update availability, or settle the final bill. Returns were handled informally.
Each gap was manageable on its own. Together, they meant Gulf Incon’s growth was outpacing its ability to see its own operations clearly. What the business needed wasn’t a better accounting package. It needed a partner who understood rentals well enough to build the system Tally could never be.
The Solution
That’s where SQIT came in. Instead of patching around Tally’s limits, SQIT moved Gulf Incon onto Microsoft Dynamics 365 Business Central and built a custom rental management module on top of it, designed for how a rental business actually works. Business Central gave the financial and inventory backbone; SQIT’s engineering turned it into a true rental operations platform.
- End-to-end contract management — Track a rental from the moment an asset goes out to the moment it comes back
- Automated rental billing — Accurate, properly formatted invoices based on actual rental periods, cutting time and error
- Inventory-to-asset conversion — A clear path for items bought as stock to become tracked rental assets
Together, these three pieces turned Business Central from a general ERP into a rental operations platform built specifically around how Gulf Incon runs.
The Result
The difference shows up first in the day-to-day. Billing is now 100% automated, so invoices go out faster and land accurate the first time. Instead of spreadsheets and memory, teams work from a live dashboard showing the real state of the fleet.
That same structure closed the loop on the asset lifecycle. Every item now has full traceability, from inventory intake through every rental contract it’s part of. What was once disconnected is now one continuous record.
The financial picture sharpened too. Invoicing is accurate, fast, and properly formatted, giving Gulf Incon clear visibility into profitability on every contract.
Perhaps most telling is what hasn’t had to change. SQIT’s solution has run continuously since 2020, a foundation built to scale alongside fleet growth, not one Gulf Incon will need to outgrow the way it outgrew Tally.
By moving Gulf Incon from Tally to a custom solution on Microsoft Dynamics 365 Business Central, SQIT delivered full operational transparency, turning a rental fleet once tracked by spreadsheet and memory into one tracked by design.
"Before this, we were tracking rentals in spreadsheets and hoping nothing slipped through. Now billing is automated, we know exactly what's available, and we can trust the numbers on every invoice."
Add Your Heading Text Here
Want to see how Dynamics 365 solution can fix the gaps in your operations?
Check out other customer stories
How Gulf Data Hub automated intercompany consolidation with a custom Dynamics 365 solution
Read More
How JTC International moved from manual stock tracking to real-time inventory intelligence with Dynamics 365
Read More
How Harvey & Brockless automated production and delivery tracking with a custom Dynamics 365 solution
Read More
How Dutch Foundations unified multi-entity finance and compliance with a custom Dynamics 365 solution
Read More
