Smarter Equipment Loans That Keep Your Propane Business Growing

Running a propane business often means doing more than just filling tanks. You are also working to build long-term relationships with customers, especially in small towns and rural areas. One way to add value and grow those relationships is by offering an equipment loan program. Whether it involves tank sets, heaters, or cooking units, loaning out your propane gear can help customers get started faster and stick with your service for the long haul. But if you’ve ever tried to run an operation like this, you know it can get messy without clear rules and a plan.

Setting up an equipment loan program doesn’t have to be hard. In fact, when done right, it can run smoothly, help you grow, and protect your business at the same time. It all comes down to having a clear process, tracking your gear, and keeping your paperwork simple but solid.

Start With a Clear Policy
Before you loan out your first piece of equipment, you need to know your rules. Will you charge a monthly fee? Who’s responsible for repairs? How long is the loan for? Make all of this clear in writing and stick to it for every customer.

Keep your policy short, easy to read, and free of confusing language. If your team can explain it in one minute, you’re on the right track. Customers should never be surprised later about ownership, damage, or replacement rules.

Track What You Own and Where It Is
One of the biggest headaches in loan programs is lost or forgotten equipment. A tank dropped at a farm two years ago can easily slip through the cracks if it’s not tracked. That’s why you need a simple way to log where each item is and when it went out.

You don’t need a fancy system. A spreadsheet or written log can work as long as you are careful to update it every time something is loaned or returned. Tag every item with a number or label and take photos if needed. If something goes missing, you’ll know where to start looking.

Put It in Writing Every Time
Verbal agreements are where problems start. You need a short, written agreement that every customer signs before they receive any loaned equipment. It should include the customer’s name, the item being loaned, the terms of the loan, and who is responsible for maintenance or loss.

This protects you and shows that you’re running a serious business. It also gives your team something to refer to if there’s ever a question or dispute. If your paperwork is consistent, the program is much easier to manage over time.

Set a Schedule for Checkups
Once your equipment is out on loan, don’t forget about it. Set regular times to check in with customers – either by phone or on delivery routes – to make sure the gear is in good shape and is still being used.

These checkups help you detect problems early, reduce the risk of breakdowns, and keep your brand looking sharp. If something is sitting unused or damaged, you can get it back, fix it, or move it to a better location.

Train Your Staff to Handle It Right
A smooth equipment loan program depends on your team knowing how it works and what rules are being set forth. Make sure your staff knows how to fill out the paperwork, explain the loan terms, and track where things go. Even if only one or two people manage the program, everyone should know how it works. That way, if a customer calls with a question, any team member can help instead of passing it along and causing delays or confusion.

How This Program Helps You Compete
A good equipment loan program gives your propane business a competitive edge. It makes life easier for your customers, helps them get up and running quickly, and builds loyalty over time. You also stay more involved in their propane setup and usage, which does much to keep your brand front and center when it’s time for a refill or service call.

Long-Term Growth Through Simple Service
Offering an equipment loan program goes beyond just being helpful. It’s a smart way to grow your propane business, build long-term relationships, and protect your investments. When you keep it simple, organized, and consistent, the headaches stay small – and the rewards keep adding up.