Handle Dispenser and Bottle Rentals with TrakOp’s Bottled Water ERP

July 11, 2025

Handling and tracking dispenser and bottle rentals are essential for bottled water businesses to ensure long-term growth. TrakOp’s bottled water ERP is a one-stop solution that streamlines and optimizes your end-to-end business operations.

This blog focuses on exploring the features of the bottled water ERP to manage dispenser and bottle rentals.

Understanding the dispenser and bottle rental business

The global bottled water market size is projected to grow at a 6.4% CAGR from 2025 to 2030. Whereas the water dispenser market size is expected to grow at a compound annual growth rate (CAGR) of 8.6% from 2024 to 2030. These figures project a significant growth in the market.

These businesses offer water delivery services and dispenser rentals to their direct-to-home customers and B2B customers. Managing business operations, including production, deliveries, orders, recurring payments, and rentals, is tedious and inefficient. Businesses are implementing enterprise resource planning platforms, ensuring seamless, smooth, and hassle-free processes.

Features of the bottled water ERP to manage dispenser and bottle rentals

The bottled water ERP offers features that simplify and optimize your entire business operations, including order processing, subscription management, inventory management, rental management, and payment management. The features of the bottled water ERP to manage dispenser and bottle rentals are:

Subscription management

The ERP enables you to manage and track customers’ subscriptions. The system integrates the entire customer’s history, including past rental service requests, payment history, and communication logs. It enables you to offer flexible subscription plans, duration options, promotional pricing, and bundle options.

The system can automate lifecycle management, including onboarding workflows, renewal management, upgrade or downgrade handling, and contract management. It streamlines the processes, such as credit checks, agreement signing, and initial delivery scheduling. You can send renewal alerts to your customers, offer auto-renewal options, and provide clear communication regarding changes in terms or pricing. You can easily adjust plans between various plans. The system enables seamless subscription suspension and cancellation, including equipment retrieval workflows.

The automated subscription management reduces administrative overhead, improves customer retention through positive engagement, and enables dynamic pricing strategies to maximize revenue.

Rental invoicing

The system automates recurring invoicing based on the subscription terms at predefined intervals. You can manage variable charges based on delivery fees, installation or removal fees, late fees penalties, and damage or loss charges. The ERP system supports flexible payment options, including credit/debit cards, direct debits, online payment gateways, and cash-on-delivery.

You can integrate multiple payment gateways that ensure secure payment processing and automatically reconcile them with invoices. The system sends automated payment overdue reminders to accelerate payments and improve collection rates. You can track customer credit limits and outstanding balances to prevent excessive debt. Integrated financial reporting pushes rental revenue and expenses to the general ledger, accounts receivable, and other financial modules for real-time insights.

Efficient rental invoicing can help you improve cash flow through timely billing and collections, reduce billing errors, and provide a professional customer experience.

Maintenance scheduling

Each dispenser has a unique ID, model number, serial number, purchase date, and maintenance history log in the system. The maintenance scheduling consists of preventive maintenance, breakdown maintenance, service requests, technician dispatch and routing, spare parts inventory management, and warranty management.

The system enables you to define time-based (routine cleaning, filter changes, inspections every X months) and usage-based (high-volume dispensers, scheduled maintenance after a certain number of dispensers) maintenance schedules. The system optimizes technician routes based on multiple dispensers in the same geographic area.

Your customers can easily log service requests online, providing details and uploading photos or videos on the system. You can offer self-help guides to customers for common issues before dispatching a technician. The system can automatically generate tickets upon request, assign priority levels, and track progress.

The ERP system enables skill-based assignment of the technicians. It matches technicians with the right expertise to specific repair tasks. You can use a mapping tool to create efficient routes for technicians, minimizing travel time and fuel costs. The technicians can view assigned tasks, update job status, record parts used, capture customer signatures, and upload service reports on-site.

You can track spare parts needed for dispenser repairs, reorder points, and supplier information to ensure availability. You can also link dispenser warranties to maintenance records to avoid unnecessary service costs.

Automated maintenance scheduling increases dispenser lifespan, reduces downtime, enhances customer satisfaction, optimizes field service operations, and lowers maintenance costs.

Deposit management

The ERP for bottled water can record deposits against specific dispensers and bottles. The system enables you to track status, automate deposit receipts and refund workflow, document deduction reasons, and generate reconciliation reports.

You can track pending, received, refunded, and adjusted deposits. The system can generate and send receipts to customers upon payment. It can automate and streamline the refund workflow, including necessary approvals and integrations with accounting for payment processing. The system can document the reasons for deposit deductions and communicate them clearly to customers. Moreover, it can generate reconciliation reporting to match deposits received with active rentals and reconcile with the bank statement.

Effective deposit management enables businesses to build trust, minimize customer disputes over deposit refunds, ensure financial accuracy, and protect their assets.

Analytics and reporting

The system generates data-driven insights on revenue, operational efficiency, asset management, and customer behavior. These analytical reports empower businesses to:

Identify the most profitable offering (rental revenue by plan or dispenser type).
Understand the long-term value of your rental customers (Customer Lifetime Value (CLV)).
Pinpoint the reason for customer churn and develop retention strategies.
Identify an underutilized asset or areas of high demand.
Track actual maintenance expenses against projected costs.
Analyze all service resolution times, first-time fix rates, and customer satisfaction scores.
Assess logistics efficiency with delivery route optimization metrics.
Track the age of the asset to plan replacements.
Monitor damage and unreturned equipment frequency.
Track and manage inventory turnovers.
Identifying popular products enables informed purchasing and inventory decisions.
Identify areas with high demand for targeted marketing.

The system offers customizable dashboards to create a personalized view of key metrics relevant to the users’ role. The system leverages advanced technologies, including AI and ML, that use historical data to predict future demand for dispensers and bottles, assisting in procurement and staffing.

The advanced analytics and reporting tools empower data-driven decision-making, identify areas for improvement, optimize resource allocation, and support strategic business planning.

Return management

TrakOp’s bottled water ERP ensures smooth return processes for recovering assets and improving customer perception. We have integrated delivery management software with the ERP system, enabling scheduling and confirming the return of dispensers and bottle pick-up. Your technicians and delivery personnel can use mobile devices to confirm returns, note conditions, and record serial numbers.

The system enables you to follow a systematic inspection process for returned equipment, which includes damage assessment, functionality testing, checks for missing components, cleaning, and confirmed sanitization. You can also use condition-based re-entry for returned equipment to inventory, such as ready for re-rental, in need of maintenance or repair, and disposal or scrap.

You can automate a full or partial deposit refund trigger based on the inspection outcome. The system allows you to send automated confirmations of returns and deposit refunds or deductions, maintaining operational transparency. It can also generate reports on unreturned items.

Efficient return management can help you minimize asset loss, accelerate asset recovery for re-rental, reduce disputes, and ensure high-quality re-rented equipment.

Availability management

It is essential to know what you have, where it is, and its status to ensure timely order fulfillment. The system offers real-time inventory tracking that enables you to track the location (whether in the warehouse, in transit, at customer sites, or undergoing maintenance) and status of dispensers and bottles. You can trace the entire journey of the individual dispenser and water bottle using serial numbers. The system enables you to manage large quantities of bottles efficiently with batch tracking.

The system allows pre-booking of dispensers for future rental start dates, ensuring availability when needed. When a new rental order is placed, the system automatically allocates an available dispenser. The system sends automated notifications when the available dispensers or water bottles fall below the defined threshold. You can also trigger purchase orders when the inventory falls below the threshold.

The ERP offers advanced predictive analytical tools that use historical rental data and marketing plans to predict future demand and adjust inventory levels accordingly. The inventory module of ERP includes warehouse management that optimizes storage, picking, and packing of rental assets.

Efficient and effective availability management prevents overbooking, ensures timely rental order fulfillment, optimizes inventory levels, reduces holding costs, and improves customer satisfaction with ensured product availability.

Conclusion

The growing trend of home and office deliveries makes efficient rental asset management of water dispensers and bottles essential. Implementing TrakOp’s ERP for bottled water offers comprehensive features that help businesses to streamline operations, improving efficiency, profitability, and customer satisfaction rates. If you are interested in knowing more about our enterprise resource planning system, schedule a meeting.

Hope You Enjoyed the Read!

ravi garg, trakop, founder signature image

Ravi Garg Founder & CEO

He loves to explore. His passion for helping delivery industries in all aspects flows through in the vision he has. In addition to providing smart solution to make delivery process flawless, Ravi also likes to write sometimes to make it easier for people from business industry looking for digital solutions.