RPM ERP system for project, asset and resource management

RPM is a browser-based ERP system developed by rentiT. It connects the sales, project, logistics, workforce and operational finance processes of service companies that operate on a project basis, manage substantial asset inventories and involve multiple organisational roles. This operational and actively developed software provides a shared working environment from online interactive quotations through project delivery and asset movements to invoicing and follow-up. The internal web interface is complemented by a dedicated client portal for each project and mobile application connectivity. RPM is hosted in the rentiT cloud environment by default, while an on-premises deployment on the client’s own infrastructure can also be provided upon request.

CRM | Online interactive quotations | Project management | Asset and warehouse logistics | Workforce management | Finance | Reports | Client portal

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RPM in brief

RPM tracks the complete commercial and operational project lifecycle in one system, from online interactive quotations through to follow-up. It connects client and pricing master data, quotations, project planning, asset and crew allocation, warehouse execution, operational finance data and management reports.

The system is more than a project or task management application. It brings project-related resources, documents, communication, asset movements, working hours, business records and subprocesses into a shared operating environment. A dedicated workspace for each project provides the service provider and its client with transparent and traceable communication.

What problem does RPM solve?

The challenge: In project-based businesses, data and discussions are often spread across separate spreadsheets, calendars, warehouse records, finance systems, emails and messaging platforms. This makes it difficult to determine the current status of a quotation, project, resource, finance task or client discussion.

The software solution: RPM connects sales, delivery, asset and warehouse logistics, workforce management, documents, operational finance, communication and reporting within a shared project and data environment. Users access the data and functionality relevant to their roles, while clients can participate in the work through a dedicated project workspace.

The outcome: Project status, communication and related resources can be tracked in one system. Different organisational functions work with the same current project data, information shared with the client remains separated by project, and management and operational reports are generated from data recorded in the system.

Who is RPM designed for, and in which situations?

Target audiences

• project-based service companies;
• event technology, equipment rental and other technical service providers;
• businesses managing substantial inventories of their own assets;
• companies operating multiple warehouses, sites or vehicles;
• organisations coordinating changing project teams across several professional disciplines.

RPM has no defined minimum organisation size: it is currently used by companies ranging from three to two hundred employees. The implementation scope is determined by the company’s processes, user roles, sites, warehouses and integration requirements.

Typical use cases

• managing complex quotations containing multiple items, options or locations;
• monitoring the commercial, technical, logistics and financial status of projects;
• managing asset availability, location, condition and project allocation;
• warehouse preparation, issue, return, transfer and stocktaking;
• assigning employees, technicians and vehicles to projects;
• managing working time, leave, tasks and internal requests;
• producing finance, project, client, asset and workforce reports;
• structured internal communication linked to projects;
• providing clients with a dedicated collaborative workspace, project information and documents.

How does RPM fit into business operations?

RPM connects the main stages of the project process within one system:

1. Client and quotation data: management of clients, contacts, locations and price lists, together with the preparation and sharing of online interactive quotations.
2. Project planning: recording project data, dates, responsible persons, tasks and required resources.
3. Resource allocation: coordinating assets, employees, vehicles and warehouse tasks.
4. Delivery and monitoring: tracking preparation, issue, on-site tasks, returns, documents and changes.
5. Operational finance and closure: managing project finances, business records, billing readiness and financial statuses.
6. Follow-up and analysis: monitoring client communication, project history, closure tasks, satisfaction surveys and management reports.

Modules and core functionality

CRM, master data and sales

• management of clients, contacts, addresses and locations;
• client, project and organisational master data;
• price lists, item categories and reusable item packages;
• separate management of asset sales projects.

Online interactive quotations and orders

RPM provides quotations online in an interactive format. Through the shared interface, clients can review the quotation structure and versions, select the options and services made available to them, amend the configuration and then accept the quotation. Changes and quotation versions remain traceable.

• project quotations structured into groups and line items;
• quotation versions, optional items and selectable items;
• main groups organised by location or period, with further subgroups;
• service configurations that clients can assemble interactively;
• discounts, surcharges, multiple currencies and tax content;
• internal, external and client-facing notes;
• quotation editing, amendment, versioning, client approval and order status;
• customisable PDF quotations and a client-facing quotation view.

Project management

• projects, subprojects and project variants;
• project briefs, technical information and project reports;
• project managers, team members, tasks and checklists;
• project timelines and status tracking for key subprocesses;
• asset, crew and vehicle allocation;
• project documents, file attachments, messages, change tracking and read acknowledgement;
• internal and client-shared conversation threads, notifications and items that can be postponed for later processing;
• structured, searchable communication linked to projects;
• statuses related to completion, billing readiness and closure;
• project closure tasks and client satisfaction measurement.

Asset and warehouse logistics

• individually tracked and quantity-tracked assets, containers, categories and labels;
• asset condition, location, occupancy and history;
• management of availability, capacity conflicts, shortages and alternative assets;
• multiple warehouses and storage locations;
• project preparation, asset issue and return;
• inter-warehouse transfers and delivery notes;
• bulk returns and stocktaking;
• issue tickets, service status and servicing processes;
• serialised and quantity-tracked assets, containers, inventory, and QR-code and barcode operations;
• asset requirement, timeline and utilisation views.

Workforce and time recording

• users, organisational units, roles and permissions;
• project teams, crew assignments and on-call duties;
• working time recording and time tracking;
• leave and absence requests;
• tasks, deadlines and internal procurement requests;
• workload, working time and overtime reports.

Procurement and supplier processes

• internal procurement requests;
• supplier quotations and quotation comparison;
• purchase orders;
• receipt of goods and assets;
• management of invoices and records linked to procurement.

Finance and business records

RPM’s finance area primarily serves as an operational finance and invoicing interface. It supports monitoring the financial position of projects, managing related business records and reporting financial data; it is not designed to function as a full accounting system.

- project-related finance data;

- incoming and outgoing invoices;

- payment requests and incoming quotations;

- petty cash records;

- cost categories, currencies and organisational company data;

- reports relating to client balances, receivables and revenue;

- document templates and PDF outputs.

Reports and management information

RPM provides filterable standard reports that are available according to user permissions. Reports can be viewed within the system and, depending on the report type, exported to Excel or PDF. Where a client commissions tailored reports during the requirements assessment, rentiT configures management and operational reporting as part of the customisation scope.

The reports cover areas including:

- revenue, expenditure, receivables and planned finance data;

- project value, project return and cancellations;

- client and CRM statistics;

- asset, vehicle and workforce utilisation;

- working time, overtime and technician reports;

- accounting and tax reports.

Client portal

The dedicated client portal provides permission-based access to shared project data. It gives the company using RPM and its client a collaborative workspace separated by project. Clients can view, amend and accept quotations shared with them, upload documents, send messages, manage tasks, redeem vouchers and track project status. The interface also provides an overview of all communication with the company and the annual project calendar.

Mobile and field operations

The RPM iOS application supports the management of tasks, working hours, projects, daily schedules, asset data, fault reports, project messages, file uploads, QR-code operations, delivery notes and on-site logistics tasks. Project-related communication and the corporate news feed are also accessible from mobile devices. The mobile interface connects to the permissions and project data stored in the central system.

Offline functionality has been completed and is currently undergoing live operational testing. General availability is subject to the successful completion of this testing phase.

Administration and documentation

- granular role and permission management;

- organisational and operational master data;

- languages and interface translations;

- document repository, document types and templates;

- data import and export;

- user activity and notification history;

- built-in help and user documentation.

Benefits and system outcomes

Shared project and resource data:

• fewer separate records - a unified project record and status overview

Connection between quotation and delivery:

• sales data remains available during delivery - the commercial and operational data of the project are connected

Asset and warehouse management:

• asset location, condition and occupancy can be tracked - asset history and allocation, issue and return data

Workforce and time management:

• project requirements and employee capacity can be reviewed in one system - assignments, working hours and workload views

Role-based access:

• users access the areas required for their responsibilities - permissions configurable by module and operation

Reports and exports:

• operational data can be used in decision-support formats - filtered in-system outputs and Excel or PDF exports

Project-linked communication:

• discussions can be followed together with the relevant data and within their proper context - searchable project messages and change history

Dedicated client workspace:

• the service provider and its client work with the same shared project information - documents, messages and tasks separated by project

Flexible integration:

• the system can connect to the company’s existing digital environment - data and system connections configured for each implementation

Online, interactive and versioned quotations:

• the client can directly configure, amend and accept the permitted options - traceable quotation versions and client selections

Asset capacity and alternative management:

• conflicts and substitution options are visible during project planning - availability, shortage and alternative information

User roles

Owner or company executive:

• reviewing operations, finances and capacity
• consolidated project data and reports

Sales representative:

• client management and quotations
• CRM, price lists, quotations and order statuses

Project manager:

• coordinating project planning and delivery
• project data, tasks, resources and subprocess statuses

Logistics or warehouse employee:

• preparing and moving assets
• asset, warehouse, stocktaking and delivery note functions

Technician or field employee:

• completing assigned tasks
• projects, schedules, tasks, working time and mobile functions

Finance employee:

• business records and financial monitoring
• project finance, invoices and finance reports

System administrator:

• managing users, master data and access
• administration and permission management

Client user:

• accessing shared project information
• dedicated client portal

Roles and permissions can be aligned with the organisation’s operations. Individual user access can be controlled at page, data, report and operation level.

Technical environment and system connections

RPM’s internal user interface and client portal are accessible through a web browser. The system provides a documented interface for the mobile application and supports data import, data export and integrations with external systems. RPM operates in the rentiT cloud environment by default; an on-premises deployment on the client’s own infrastructure can also be implemented upon request.

RPM supports integrations across several business processes:

• company information: CreditOnline;
• invoicing and statutory data reporting: NAV connectivity for online invoice data reporting, invoice submission and management of RPM-generated invoice images, together with Számlázz.hu connectivity;
• payments: Stripe, OTP Simple, PayPal and CIB;
• document management and customer service: FileCloud for document management and Deskpro or SmarterTrack for customer service correspondence;
• development task management: GitLab;
• shipping and parcel logistics: ordering GLS and DHL shipping services;
• telephone-based client identification: an IP telephony connection that identifies an incoming caller and opens the related client or project information. The related IP and VoIP telephone system is also available separately within the rentiT service portfolio.

The activation and precise operation of integrations depend on the subscribed modules, the implementation configuration, the data to be exchanged and the terms of the relevant external services. Most connections require a separate agreement between the client and the external service provider. This is particularly important for payment service providers where transactions are to be credited directly to the client’s own account. Access to the RPM API is available upon request and subject to separate consultation.

Data management, security and access

RPM controls access to pages, data, reports and operations through roles and granular permissions. The system includes two-factor authentication, encrypted data connections, user activity logs, project change tracking and notification history.

Project events, tasks and message threads can be set as internal or shared with the client. Access to uploaded documents can be assigned to specific users and permissions. Clients can upload materials to a dedicated storage area that is accessible only to employees with the appropriate permissions. Access can also be aligned with the project period, allowing availability of shared content to be restricted when the project is closed.

Data held in RPM within the rentiT cloud environment is stored in Budapest, Hungary. The system creates daily incremental backups retained for one month. The precise categories of processed data, the respective controller and processor roles, and client-specific retention and deletion rules must be defined in the data protection and technical documentation for each implementation.

Customisation

RPM can be aligned with the organisation’s operations in the following areas:

• companies, divisions, business units, sites and user roles;
• project, client, asset, document, task and working-time types;
• permissions, areas of responsibility and available modules;
• price lists, item groups, currencies and units;
• document and PDF templates;
• languages and interface translations;
• reports, data imports, data exports and system integrations;
• tailored management and operational reports;
• organisation-specific enhancements.

Customisation forms part of every implementation and is intended to align RPM with the company’s existing processes and any processes updated during implementation. The requirements assessment determines the scope of configuration, module activation, integration and bespoke development.

Implementation, operation and support

RPM implementation begins with a business and technical requirements assessment. This includes reviewing and, where appropriate, updating the relevant business processes, and defining the required modules, user roles, master data, document templates, data migration and system connections. During implementation, rentiT contributes to the joint review of business processes and the design of the operations to be supported by RPM.

Implementation time varies by client. RPM can also be introduced progressively with ongoing consultation, enabling the organisation to bring individual processes and user groups into operation in planned stages. The complete RPM system is installed, while users access the subscribed modules; additional modules can be activated later.

rentiT migrates the historical client data required for operations, provides role-specific and administrator training, supplies user documentation and continues to support users after launch. Support is available by telephone, email, ticketing system and remote assistance. Response times and service levels are defined by the client agreement.

Implementation experience indicates that acceptance of a new enterprise system, particularly among employee user groups, may require time and structured change management. A phased introduction, role-specific training and ongoing consultation support this process.

Conditions and limitations

• The complete RPM system is installed, but the modules available for use are determined by the client’s subscription and individual user permissions.
• Additional modules can be activated later; activation may require configuration, data preparation or training.
• Some integrations depend on the organisation or project, and not every system connection forms part of every implementation.
• External services may require a separate provider agreement, account or transaction terms.
• API access is available upon separate request and professional consultation.
• The client portal and mobile connectivity functions available depend on the specific deployment and user permissions.
• Web-based operation and external system connections require a suitable server and network environment.
• Data migration and tailored integrations require a prior business and technical assessment.
• Offline functionality for the iOS application has been completed but is currently undergoing live operational testing.
• The technical conditions for an on-premises deployment on the client’s own infrastructure must be defined separately. Where the system operates on third-party infrastructure, rentiT can also provide system administration services under a separate agreement.

Enterprise software profile

Organisation type:

• project-based, asset- and resource-intensive service company, including event technology, equipment rental and other technical service providers

Organisation size:

• no defined minimum; currently used by companies ranging from three to two hundred employees

User roles:

• management, sales, project management, logistics, warehouse, technical team, finance, administration and client users

Core business processes:

• CRM,
• quotations,
• project delivery,
• resource management,
• logistics,
• finance and reporting

Core modules:

• CRM,
• pricing
• project management

Additional modules:

• logistics,
• warehouse,
• workforce,
• procurement, finance, reporting, administration, client portal and mobile functions

Permission levels:

• role- and operation-based access

Reports:

• finance,
• project,
• CRM,
• asset and human resources reports

Import / export:

• data import; Excel and PDF exports depending on the report or document type

Integrations:

• CreditOnline,
• NAV,
• Számlázz.hu,
• Stripe,
• OTP Simple,
• PayPal,
• CIB,
• FileCloud,
• Deskpro,
• SmarterTrack
• GitLab,
• GLS,
• DHL
• 3CX,
• together with bespoke system connections

API:

• available upon request and subject to separate consultation

Licensing and pricing:

• one-off customisation fee,
• licence fees by user type and an individually prepared quotation

Hosting:

• rentiT cloud environment;
• on-premises deployment on the client’s own infrastructure upon request

Implementation model:

• process assessment and updating,
• configuration,
• data migration,
• on-site training,
• support and remote system management

Why rentiT?

An operational, proprietary system

RPM is rentiT’s proprietary and actively developed enterprise management software. Its sales, project, logistics, workforce and finance areas operate as interconnected modules.

From quotation to follow-up

The quotation, project, assets, employees, warehouse processes, operational finances and follow-up activities are connected to the same project structure. This provides the relevant organisational functions with a unified view of operations.

Structured communication and a shared client workspace

RPM links both internal and client communication to projects. The dedicated workspace for each project makes shared information, documents, messages and tasks transparent and searchable.

Flexible customisation and integration

Master data, roles, permissions, document templates, languages, reports and integrations can be aligned with the organisation’s processes within the implementation scope. In addition to standard system connections, bespoke integrations and organisation-specific enhancements can be developed.

Adaptable to both small and larger organisations

RPM has no defined minimum company size. Its current user base includes organisations with three employees as well as organisations with two hundred employees; active modules, roles, sites, warehouses and integrations are aligned with each organisation’s operating model.

Frequently asked questions

• What is RPM?

  • RPM is rentiT’s modular enterprise resource planning system. It manages client and quotation data, projects, asset and warehouse logistics, workforce processes, operational finance data and management reports on a shared platform.

• What does the name RPM mean?

  • RPM is the product name used as an independent brand. The software was formerly known as rentiT Project Monitor, but its current functionality covers the responsibilities of a project-based enterprise resource planning system.

• How does RPM go beyond a project management application?

  • In addition to project tasks, RPM connects online interactive quotations, client and pricing master data, assets, warehouses, crew scheduling, vehicles, documents, operational finance processes and reporting to the project lifecycle.

• Can RPM manage assets issued to projects?

  • Yes. RPM manages asset categories, condition, location, occupancy, project allocation, issue, return, inter-warehouse transfer, stocktaking, issue tickets and service status.

• Can access to data be controlled for each user?

  • Yes. The system controls access to pages, data, reports and operations through roles and granular permissions. Client users access information shared with them through a dedicated client portal.

• Can RPM produce reports and exports?

  • Yes. RPM includes finance, project, CRM, asset and human resources reports. Reports can be filtered and viewed in the system and, depending on the report type, exported to Excel or PDF.

• Can RPM integrate with other systems?

  • Yes. RPM supports connections to CreditOnline, NAV, Számlázz.hu, Stripe, OTP Simple, PayPal, CIB, FileCloud, Deskpro, GitLab, GLS, DHL and 3CX, and also supports the development of bespoke system integrations. The activated connections, the data exchanged and the contractual terms of external services must be defined separately for each implementation. API access is available upon request and subject to separate consultation.

• How is RPM priced?

  • RPM pricing consists of a one-off customisation fee and licence fees for the different user types. The individually prepared quotation is determined by the activated modules, the numbers of users, sites and warehouses, and the required integration and customisation work.

• What can clients do in the client portal?

  • Clients can view, amend and accept quotations shared with them, upload documents, send messages, manage tasks and track project status. The portal also provides an overview of communication with the company and the annual project calendar. Visibility can be controlled by project, task, message thread, document and user permission. Voucher redemption is also available through the portal.

• Can additional modules be activated at a later stage?

  • Yes. The complete RPM system is installed, while the client accesses the subscribed modules. Additional modules can be activated later, together with any required configuration, data preparation and training.

• Can RPM operate both in the cloud and on the client’s own infrastructure?

  • Yes. RPM operates in the rentiT cloud environment by default. Upon request, an on-premises implementation on the client’s own infrastructure can also be provided after the necessary technical conditions have been assessed.

• How long does RPM implementation take?

  • The implementation period depends on the selected modules, the number of users and organisational units, data migration, document templates and integrations. RPM can be introduced progressively with ongoing consultation. A detailed schedule can be provided after the business and technical requirements assessment.

RPM system demonstration and professional consultation

RPM implementation is prepared through an in-person consultation and a multi-stage discussion process:

1. Situation and requirements assessment: the in-person consultation examines the company’s current processes, challenges, user roles, asset and data inventories, and intended business objectives.
2. Client-focused in-person demonstration: the demonstration focuses on the RPM functions, modules and proposed solutions relevant to the situation identified during the assessment.
3. Customisation concept and final quotation: following the demonstration, a further consultation defines the configuration, required modules, migration, integrations, training and bespoke development tasks. The final quotation is prepared on this basis.

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