A construction equipment rental company tamed inventory chaos, closed more leads, and stopped losing track of maintenance with one dedicated VA.
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Solo Equipment provides short and long term construction equipment rentals, including excavators, skid steers, compactors, and more, to contractors across the region. As demand grew, the business was struggling to keep up. Inventory was tracked on spreadsheets that were constantly out of date, maintenance requests were falling through the cracks, and inbound rental leads were going cold because nobody had time to follow up.
Luxen Talent placed a dedicated Operations VA with experience in logistics and field service coordination. She took ownership of inventory management, invoicing, rental contracting, lead follow ups, and equipment maintenance request tracking.
The Challenge: The owner was personally managing every moving part, taking lead calls, writing contracts, chasing invoices, and fielding maintenance requests from contractors in the field. Equipment was occasionally double booked due to inventory errors. Two maintenance issues had escalated into expensive repairs because requests weren't logged and actioned promptly.
The Solution: The Luxen VA built a centralised inventory tracker in Airtable, updated in real time as equipment was checked in and out. She took over the full contract and invoicing workflow using a standardised template, reducing the time from quote to signed contract significantly. All inbound leads were followed up within 2 hours via phone and email. A maintenance request log was created so every field issue was tracked, prioritised, and escalated to the right vendor automatically.
Before Luxen, I was drowning. Equipment was getting double booked, invoices were sitting unpaid, and I was the one answering every maintenance call at 7am. Now everything runs through our VA and I can actually focus on winning bigger contracts.
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