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Equipment Rental LeasingTop 10 Best Rental Software of 2026
Top 10 Rental Software ranked for equipment rentals and inventory tracking, with comparisons of EZ Rent Out, Sortly, and Odoo Rental.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
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Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
EZ Rent Out
Reservation lifecycle rules that drive inventory availability and asset status transitions.
Built for fits when rental operations need controlled workflows and integration-ready automation..
Sortly
Editor pickBarcode-enabled item records with custom fields for consistent rental metadata.
Built for fits when teams need visual inventory tracking plus schema control for rentals..
Odoo Rental
Editor pickRental contracts and rental orders tied to stock movements and invoicing records.
Built for fits when rental operations require inventory-linked automation and governed access control..
Related reading
Comparison Table
This comparison table maps rental-software tooling across integration depth, including ERP and inventory connections plus the API surface for provisioning and data exchange. It also compares each product’s data model and schema design, along with automation coverage and governance controls like RBAC and audit logs. Readers can use these dimensions to evaluate tradeoffs in throughput, extensibility, and configuration effort across options such as EZ Rent Out, Sortly, Odoo Rental, NetSuite SuiteRental, and Dynamics 365 Field Service.
EZ Rent Out
rental managementWeb-based rental management for inventory, reservations, pricing rules, and customer workflow with configurable operational settings.
Reservation lifecycle rules that drive inventory availability and asset status transitions.
EZ Rent Out turns rentals into a governed schema that links customers, assets, reservations, and operational events. The system supports operational throughput by separating reservation capture from later check-in and check-out actions tied to inventory status. Admin and governance controls focus on role-based access to configuration, reservation management, and reporting views. Automation options align with rental lifecycle states so common steps can run consistently without rekeying data.
A tradeoff appears when unique rental contracts require heavy configuration since workflow steps and data fields must match the schema. Teams that run multiple locations or categories of assets benefit when availability rules, operational statuses, and audit trails stay consistent across outlets. Operational teams with varied check-in exceptions still need manual handling when events do not fit predefined lifecycle transitions.
- +Lifecycle-driven reservation to check-in workflow with consistent status updates
- +Schema-based inventory and asset mapping supports availability calculations
- +RBAC governs configuration access and day-to-day operational actions
- +API and automation surface support provisioning and data synchronization
- –Contract edge cases can require schema-aligned configuration work
- –Complex exception handling may reduce automation coverage for rare flows
Property operations teams
Manage multi-asset bookings
Fewer double bookings
Systems and integration teams
Provision data across tools
Lower manual data entry
Show 2 more scenarios
Operations managers
Control staff actions with RBAC
Reduced unauthorized changes
Apply role-based permissions for configuration, reservations, and operational event entry.
Multi-location rental operators
Standardize check-in and check-out
More repeatable operations
Run consistent operational workflows per location while preserving an audit trail of events.
Best for: Fits when rental operations need controlled workflows and integration-ready automation.
More related reading
Sortly
inventory trackingAsset and inventory tracking tool that supports barcode labeling and checked-out workflows for rental operations.
Barcode-enabled item records with custom fields for consistent rental metadata.
Sortly fits teams that need a rental-ready inventory model with fewer spreadsheets and more controlled item metadata. The platform supports item categorization, location hierarchies, and custom fields that act like a schema for rental attributes such as condition, accessory sets, and availability rules. Barcode labeling and visual item records reduce manual identification errors during intake and dispatch. Activity history supports post-event review of inventory movements and item edits.
The primary tradeoff is automation depth. Sortly provides an automation and integration surface, but complex rental policies often require careful configuration rather than fully programmable workflows. Sortly works well for rental desks that process high-throughput check-ins, want consistent asset metadata, and need predictable governance across multiple locations.
- +Custom fields and categories create a controlled rental item schema
- +Barcode labeling and photo records speed check-in identification
- +Location structure supports multi-site inventory tracking
- +Activity history supports audit review of item edits and movements
- –Advanced rental policies can require configuration over workflow logic
- –Automation branching is limited versus code-driven workflow engines
- –Integration depth can lag behind highly customized internal systems
On-site rental operations teams
Fast check-in and dispatch of assets
Fewer mis-scans and faster turnover
Multi-location facilities managers
Track inventory across warehouses
Higher allocation accuracy
Show 2 more scenarios
Equipment coordinators
Manage condition and accessory sets
More consistent asset checkouts
Custom fields store condition, components, and rental requirements per item.
Inventory administrators
Govern item metadata and changes
Cleaner audit trails
Controlled schema via categories and custom fields supports consistent data entry.
Best for: Fits when teams need visual inventory tracking plus schema control for rentals.
Odoo Rental
ERP rentalERP rental module with equipment catalog modeling, reservation flows, and logistics processes built on Odoo's extensible data model.
Rental contracts and rental orders tied to stock movements and invoicing records.
Odoo Rental models rentals as business records that connect to stock tracking, invoices, and reporting inside the same backend database. Rental lifecycle states are reflected in documents that drive availability, pick and return operations, and accounting consequences without duplicating data in separate systems. The integration depth is strongest when rentals must stay consistent with inventory valuation, serial or lot granularity, and downstream financial posting.
A tradeoff is that deep customization typically involves Odoo-specific schema changes and workflow hooks rather than simple configuration alone. Odoo Rental fits situations where rental throughput is high and governance matters, such as multi-branch operations needing RBAC, auditability through the Odoo logging features, and consistent automation rules across users.
- +Shared Odoo data model links rentals to stock and accounting
- +Rental lifecycle workflows drive reservations, returns, and documents
- +API and ORM allow schema extension and automation hooks
- +RBAC and record rules support branch and role governance
- –Custom rental rules can require Odoo-specific development
- –Cross-system integration may need careful mapping of rental entities
Rental operations managers
Coordinate reservations, returns, and availability
Lower mismatch between stock and orders
ERP integration teams
Sync rentals with external systems
Consistent data across services
Show 2 more scenarios
Finance and controllers
Track revenue and valuation impact
More accurate financial reporting
Rental invoicing and accounting entries follow the same record graph as stock movements.
Multi-branch administrators
Enforce RBAC and automation rules
Controlled access with auditable changes
Record access policies and workflow permissions support governance across teams and locations.
Best for: Fits when rental operations require inventory-linked automation and governed access control.
NetSuite SuiteRental
ERP rentalERP capabilities for rental order processing using NetSuite's item, billing, and contract structures with extensive automation options.
Rental contract billing schedules that drive accounting postings through NetSuite automation.
NetSuite SuiteRental applies NetSuite’s ERP data model to rental accounting, billing schedules, and contract lifecycle records with rental-specific schemas. SuiteRental supports integration depth through NetSuite’s APIs and extensibility so rental contracts can drive provisioning into billing, inventory, and revenue processes.
Automation and orchestration are handled with workflow capabilities and scriptable events that connect rental events to downstream GL and invoicing changes. Governance controls rely on NetSuite roles, permissioning, and audit trails that track changes across rental setup, contract terms, and billing outcomes.
- +Uses NetSuite rental contract and revenue data model across transactions
- +Deep integration via NetSuite APIs and extensibility points for provisioning
- +Automation links rental events to invoicing, returns, and accounting updates
- +RBAC and audit history support traceability across rental contract changes
- –Rental customization can increase schema complexity for multi-product catalogs
- –High event volume can require tuning of scripts and workflows for throughput
- –Admin configuration overhead grows with advanced billing and lifecycle rules
- –Cross-system mapping work is needed to align external rental attributes
Best for: Fits when enterprises need governed rental workflows tightly coupled to ERP accounting.
Dynamics 365 Field Service
service automationField Service app supports equipment and resource assignment workflows using Dynamics data entities and integration patterns.
Field Service scheduling with resource optimization integrated to work orders and booking rules.
Dynamics 365 Field Service provisions work orders, scheduling, and field execution records in a unified schema built for service delivery. Integration depth centers on Microsoft Dataverse data modeling, the Connected Field Service app, and orchestration via Power Automate and the Field Service REST API.
The automation surface supports queueing logic, service scheduling rules, and status-driven updates across work order, resource, and asset entities. Admin governance includes environment-level configuration, RBAC, and audit logging for key record operations tied to the Field Service data model.
- +Dataverse-first data model links assets, accounts, and work orders consistently
- +Field Service REST API supports scheduling and work order lifecycle automation
- +Power Automate integration enables status-driven workflows and notifications
- +RBAC scopes operational access across organizations, roles, and custom entities
- +Audit logs capture key changes tied to field service records
- –Entity model complexity increases effort for rental-specific customization
- –Scheduling tuning can require iterative configuration for accurate dispatch
- –Some operational views depend on model-driven app design and security setup
- –High automation throughput needs careful sandbox and environment planning
Best for: Fits when rental operations need API-driven scheduling and work order control in Dataverse.
SAP Business One
ERP extensionERP suite that can model rentals via item, sales, and service processes with extensibility for automation and integration.
Service and inventory transaction posting tied to accounting rules across rental movements.
SAP Business One supports rental-style operations through its inventory, asset, and financial modules backed by SAP governance patterns. Rental execution relies on a data model that links stock items, customer contracts, service orders, and accounting postings into auditable transactions.
Integration depth comes from SAP Business One APIs and database-centric extensibility, which can support provisioning, data sync, and automation workflows. Admin and governance controls include role-based access settings and transaction audit trails for operational traceability.
- +Rental workflows map to inventory, service, and contract records with clear posting logic
- +Extensible data model supports custom fields, item attributes, and rental-specific schemas
- +Automation can be implemented through APIs for provisioning and synchronized data flows
- +Role-based access and audit trails support controlled operations across rental roles
- –Rental-specific processes require careful schema design to avoid reporting mismatches
- –API and customization paths can add integration maintenance overhead over time
- –Complex rental edge cases can require additional configuration and disciplined accounting rules
- –Throughput for high-frequency rental movements depends on integration design choices
Best for: Fits when mid-size rental operations need SAP-grade accounting control with API-driven integration and RBAC governance.
InEight
asset controlConstruction project cost and asset controls platform that can support equipment-centric tracking workflows through configured data structures.
Workflow configuration tied to a governed rental data model with audit logging for key record changes.
InEight is a rental operations software with deeper integration hooks than many rental-only tools. Its distinguishing capability is a configurable data model for assets, contracts, work plans, and workflows that can be provisioned and governed across organizations.
InEight supports automation through workflow configuration and an API surface for extending integrations, aligning rental status changes with downstream systems. Admin controls can enforce access via role-based permissions and provide governance signals like audit trails for key record changes.
- +Configurable data model for assets, contracts, and workflows tied to rental operations
- +API surface supports integration work beyond point connections
- +Automation via workflow configuration reduces manual routing for common rental events
- +RBAC-style permissioning supports multi-team and multi-tenant governance
- +Audit log captures record changes for controlled operational workflows
- –Automation depth can increase schema and configuration planning requirements
- –Integration setup workload rises for teams needing high-throughput sync
- –Workflow configuration can require strong process documentation to avoid drift
- –Extensibility may involve custom development for specialized rental calculations
- –Admin governance settings can add friction for frequent operational adjustments
Best for: Fits when rental operations need governed workflows and documented integration with external systems.
Asset Panda
asset trackingCloud asset tracking with check-in and check-out flows that support basic rental operations around inventory custody.
Event-driven checkout and return automation tied to asset availability and lifecycle status
Asset Panda is a rental software geared toward asset operations with an asset-centric data model. Its distinct value comes from integration depth for asset catalogs, request flows, and inventory availability, plus an automation surface for provisioning and lifecycle actions.
Asset Panda also supports governance controls like RBAC and audit logging patterns that help coordinate multiple locations and departments. API extensibility supports data synchronization and workflow automation across systems tied to checkout and return events.
- +Asset-first data model maps rentals to inventory, assets, and locations
- +API supports automation for provisioning, availability updates, and workflow triggers
- +RBAC and audit logging patterns support multi-team governance
- +Automation for checkout and return reduces manual status reconciliation
- +Extensibility supports syncing external systems tied to rentals
- –Complex configuration can be time-consuming for multi-location setups
- –Workflow automation depends on accurate asset and location data setup
- –API surface breadth can require schema planning for custom integrations
- –Reporting across rental lifecycle states may need careful configuration
Best for: Fits when mid-size teams need governed rental workflows with API-driven automation and integrations.
Quickbase
platform builderNo-code work management builder for rental data schemas with RBAC, reporting, and API access for automated rental workflows.
Quickbase API plus automation actions to synchronize rental records with external systems.
Quickbase runs rental workflows in configurable apps that store assets, reservations, and check-in status in a structured data model. Integration depth comes through a documented API, built-in connectors, and automation that reacts to record changes.
Admin and governance controls include workspace roles, permissioning across apps, and audit logging for key actions. Configuration is handled through schema design, field-level structure, and workflow rules that maintain consistent provisioning and throughput across teams.
- +API supports CRUD, queries, and event-driven integrations
- +Data model supports relational patterns with controlled schema
- +Automation triggers on record changes to drive rental workflows
- +RBAC and app-level permissions support separation of duties
- +Audit log records administrative and data actions
- –Complex schemas require careful planning to avoid rework
- –Automation logic can be harder to debug across many steps
- –External integrations depend on API usage patterns and rate limits
- –Admin configuration is centralized, which can slow distributed teams
Best for: Fits when rental operations need governed workflows with deep API and automation control.
Airtable
data workspaceRelational database workspace that supports rental data models, configurable automation, and API access for operational integration.
Record-based automation with field triggers plus API access for reservation and asset lifecycle updates.
Airtable fits teams that need rental workflows tied to structured records, not just spreadsheets. It combines a relational data model with flexible interfaces, letting teams define fields, link records, and enforce controlled schemas across inventory, reservations, and assets.
Automation uses triggers that can update fields, create related records, and call external services through its API. Extensibility is driven by a documented API surface and scriptable automation patterns that support integration breadth and governance through permission controls and workspace settings.
- +Relational data model links rentals, customers, and assets with typed fields
- +Automation can update records and create related entries based on field changes
- +API supports custom rental workflows and external system integration
- +Interface views help staff follow inventory and reservation state
- –High-volume rental operations can hit throughput limits on API calls
- –Governance and audit depth can be less granular than dedicated admin suites
- –Schema changes can require careful migration of linked records
- –Automation chains can become hard to trace across multi-step updates
Best for: Fits when mid-size teams need controlled rental data structures with API-driven integrations.
How to Choose the Right Rental Software
This buyer’s guide covers EZ Rent Out, Sortly, Odoo Rental, NetSuite SuiteRental, Dynamics 365 Field Service, SAP Business One, InEight, Asset Panda, Quickbase, and Airtable for rental inventory, reservations, and lifecycle workflows. Each tool is mapped to concrete evaluation criteria focused on integration depth, data model design, automation and API surface, and admin governance controls.
The sections also cover who each tool fits best and which implementation patterns commonly break rental workflows. The recommendations emphasize status transitions, inventory availability calculations, contract billing schedules, and API-driven synchronization.
Rental operations software that ties inventory, contracts, and returns to a governed workflow
Rental software coordinates rental items and assets with reservation intake, availability checks, and check-in or check-out status transitions. It also connects rental lifecycle events to downstream execution like scheduling, work orders, billing, invoicing, and accounting postings.
EZ Rent Out models rental items and assets in a structured schema and uses reservation lifecycle rules to drive inventory availability and asset status transitions. Odoo Rental ties rental orders to stock movements and invoicing documents using the shared Odoo data model.
Evaluation criteria for rental workflows: integration, schema, automation, governance
Rental tool selection should start with how rental entities are represented in the data model and how those entities stay consistent across inventory, reservations, and returns. EZ Rent Out uses schema-based inventory and asset mapping so availability calculations match operational reality.
Integration depth and automation surface decide whether rental events can feed external systems without manual re-keying. Tools like NetSuite SuiteRental and Dynamics 365 Field Service pair lifecycle records with APIs and event-driven automation that update billing and work order states.
Lifecycle rules that translate reservations into availability and asset status
EZ Rent Out drives inventory availability and asset status transitions using reservation lifecycle rules tied to reservation lifecycles. Asset Panda also focuses on event-driven checkout and return automation tied to asset availability and lifecycle status.
Schema-based rental item modeling with controlled metadata
Sortly provides a configurable data model for item categories, custom fields, and status-driven tracking for check-in and check-out. EZ Rent Out also uses a structured mapping of rental items to availability, pricing inputs, and operational status transitions.
Documented API and automation surface for provisioning and synchronization
Quickbase exposes an API that supports CRUD, queries, and event-driven integrations with automation actions reacting to record changes. Airtable adds relational record automation with field triggers and an API that can update fields, create related entries, and call external services.
ERP-linked contract, billing, and accounting event propagation
NetSuite SuiteRental uses rental contract billing schedules to drive accounting postings through NetSuite automation. SAP Business One ties rental movements to inventory, service, and accounting transaction posting with auditable records.
Governance controls that separate duties with RBAC and audit trails
EZ Rent Out uses RBAC to govern configuration access and day-to-day operational actions plus lifecycle consistency. Dynamics 365 Field Service includes RBAC scoping and audit logging tied to Field Service record operations.
Automation-through-workflow or automation-through-scripting with throughput considerations
NetSuite SuiteRental connects rental events to invoicing, returns, and accounting updates using workflow capabilities and scriptable events. Airtable supports automation triggers and API calls but can hit throughput limits when rental operations generate high volumes of API activity.
A decision framework for matching rental workflows to data model and automation needs
Start by listing rental lifecycle events that must change state. Use EZ Rent Out if reservation lifecycle rules must deterministically drive availability and check-in or check-out status transitions.
Next map the event consumers. If billing and accounting postings must update from contract schedules, NetSuite SuiteRental and SAP Business One provide ERP-native event propagation patterns.
Confirm the data model matches the rental entities that drive operations
Choose EZ Rent Out when inventory availability depends on explicit schema mappings of rental items to pricing inputs and operational status transitions. Choose Sortly when a barcode-enabled item schema with custom fields and categories must remain consistent across staff workflows.
Validate integration depth for the systems that must receive rental updates
If external systems must be provisioned and synchronized from rental events, prioritize Quickbase or Airtable because both provide documented API access plus automation actions tied to record changes. If the downstream system is ERP accounting and billing, NetSuite SuiteRental is built around rental contract billing schedules that drive accounting postings through NetSuite automation.
Assess automation control and the API surface needed for custom workflow branching
Use Dynamics 365 Field Service when scheduling and work order lifecycles must update via Field Service REST API and Power Automate orchestration on Dataverse entities. Use InEight when workflow configuration must align with a governed asset, contract, and work plan data model that also supports API extension and audit logging.
Check governance depth for configuration, operational access, and auditability
Choose EZ Rent Out for RBAC that governs configuration access and operational actions plus consistent status updates across workflows. Choose Dynamics 365 Field Service for audit logs tied to Field Service record operations and RBAC scoping across organizations and roles.
Plan for edge cases and workflow exceptions before committing
If contract edge cases require schema-aligned configuration work, EZ Rent Out can require careful exception handling to preserve automation coverage for rare flows. If rental policy logic needs branching beyond configuration, Sortly’s automation branching is limited versus code-driven workflow engines.
Which rental teams should choose which rental workflow platform
Rental software selection usually depends on whether the rental workflow needs a deterministic inventory and asset lifecycle model or ERP-grade contract accounting. Teams that need tight lifecycle transitions should focus on tools that translate reservations into availability and status changes.
Teams that need enterprise accounting and contract schedules should select platforms designed for ERP event propagation.
Operators that need inventory availability driven by reservation and check-in or check-out lifecycle rules
EZ Rent Out fits because reservation lifecycle rules drive inventory availability and asset status transitions with schema-based inventory and asset mapping. Asset Panda fits when checkout and return automation must be event-driven based on asset availability and lifecycle status.
Inventory teams that must keep a controlled rental item schema with barcodes and visual tracking
Sortly fits because barcode labeling and photo records speed check-in identification and custom fields with categories create a controlled rental item schema. Sortly also supports multi-site inventory tracking through a location structure and maintains audit-friendly activity history for edits and movements.
Rentals tied to ERP stock movement, invoicing documents, and governed access control
Odoo Rental fits because rental contracts and rental orders tie into stock movements and invoicing through Odoo’s shared data model. NetSuite SuiteRental fits when rental contract billing schedules must drive accounting postings through NetSuite automation with RBAC and audit trails.
Field execution rentals that require work orders, resource assignment, and scheduling via API
Dynamics 365 Field Service fits because scheduling is integrated to work order lifecycle automation using the Field Service REST API and Power Automate. Dynamics 365 Field Service also uses Dataverse-first data modeling plus RBAC and audit logging for key record operations.
Governed construction asset and contract workflows with external integrations
InEight fits because workflow configuration connects asset, contract, and work plan structures with API surface extensibility and audit logging. Asset Panda and Quickbase can fit when the focus is asset checkout or record-driven synchronization, but InEight targets governed workflow planning tied to rental operations.
Common rental software implementation pitfalls across workflow, data model, and automation
Rental implementations often fail when the workflow logic does not match how the tool’s schema and automation surface are meant to operate. Several tools also require schema planning to prevent migration rework once rental records accumulate.
Integration mistakes also appear when event volumes exceed what API-driven automations can process without throughput tuning.
Building rental policies that exceed the platform’s automation branching model
Sortly can require configuration work when advanced rental policies need workflow logic beyond its limited automation branching. For deeper workflow control, Quickbase automation actions and API-driven integration patterns provide more controllable record-change reactions.
Assuming availability calculations can be grafted on after the schema is set
EZ Rent Out relies on schema-based inventory and asset mapping tied to availability calculations and reservation lifecycle rules. If schema alignment work is deferred, contract edge cases can require schema-aligned configuration changes later.
Underestimating integration workload when event volume is high
Airtable can hit throughput limits on API calls in high-volume rental operations. NetSuite SuiteRental can also require tuning of scripts and workflows for throughput when event volume is high.
Skipping governance design for role access and audit requirements
Dynamics 365 Field Service and EZ Rent Out both include RBAC and audit logging patterns that must be set up to keep operational actions traceable. If RBAC and security setup are treated as an afterthought, some operational views can depend on model-driven app design and security configuration.
Neglecting schema planning for relational links and linked-record migrations
Airtable requires careful migration when schema changes touch linked records. Quickbase also benefits from careful schema planning because complex schemas can require rework when automation debugging spans many steps.
How We Selected and Ranked These Tools
We evaluated EZ Rent Out, Sortly, Odoo Rental, NetSuite SuiteRental, Dynamics 365 Field Service, SAP Business One, InEight, Asset Panda, Quickbase, and Airtable using three scored areas: features, ease of use, and value. Features carried the most weight at 40%, while ease of use and value each accounted for 30% of the overall rating. Editorial research converted each tool’s stated capabilities into comparable criteria using the provided ratings for features, ease of use, and value, and then used those scores to produce the ranked list.
EZ Rent Out stood apart because reservation lifecycle rules drive inventory availability and asset status transitions using schema-based inventory and asset mapping. That capability lifted the features and ease-of-use profile together since consistent status transitions are both the operational core and the implementation surface for integrations.
Frequently Asked Questions About Rental Software
How do EZ Rent Out and Sortly model rental inventory and item status for check-in and check-out?
Which rental platforms provide API-first automation for reservations, returns, and work order updates?
When rental operations must stay tied to ERP accounting, how do NetSuite SuiteRental and SAP Business One differ?
What’s the practical difference between Odoo Rental’s ORM-based integrations and Quickbase’s record-change automation?
How do these tools handle admin governance with RBAC and audit trails?
Which systems are better when multiple locations and teams need consistent rental schemas?
How do organizations typically automate provisioning into downstream systems when rental status changes?
Which platform fits rental scheduling that must optimize resources and generate work orders in a unified model?
What data migration issues come up most often when moving rental data into structured schema-driven systems like Airtable or Quickbase?
Conclusion
After evaluating 10 equipment rental leasing, EZ Rent Out stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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