Construction equipment management software

Construction Equipment Management for Contractors: Owned and Rented

Rental Leak keeps the equipment your company owns next to the equipment you rent. One Equipment screen answers the questions a contractor actually asks: what do we have, which job is it on, what is available and what is in for service — and, for every rental, what it costs and when it bills again. Owned equipment is included on every plan.

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30-day free trial • No credit card required • Web, iOS and Android

What you keep for each machine

A simple record of the equipment you own

Only the name is required. Fill in the rest when you have it.

Unit or asset number
Category
Make, model and year
Serial number or VIN
Status
The project it is on
Location, such as Yard
The person it is assigned to
Hours and odometer
Next service date or hours
Notes and service notes
A full history

Why equipment lists fall behind

The yard sheet, the whiteboard and the phone call

Nobody is sure where it is

The skid steer went to the Elm Street job last week. Or it came back. The answer is whoever moved it last.

Owned and rented live apart

The fleet list is one spreadsheet and the rentals are another, so nobody sees everything on a job in one place.

A rental gets ordered anyway

When nobody can see what is sitting available in the yard, it is easier to call the rental company.

Service dates slip

Hours are written on a clipboard in the cab, and the next service is a date somebody meant to remember.

Repairs are a text message

“The loader is leaking again” reaches someone, but nobody owns it and nobody knows when it was fixed.

History is overwritten

When a cell is changed, the record of where the machine was, and who moved it, is gone.

How it works in Rental Leak

Where it is, what it is doing, and who moved it

Each owned machine is in one of four states: Available, In use, Service or Out of service. Assign an available machine to a project and it is in use on that job. Transfer it to another project when it moves, mark it available when it comes back, or send it to service and return it when the work is done. Available always means it is not on a job, and in use always means it is, so the list never contradicts itself.

Anyone on the team can record the current hours or odometer reading and add a service note from their phone. When a machine reaches its next service date or hours, it says so. A repair or service job is an ordinary task: Create service task on the machine opens one in Tasks, with a person and a due date, linked back to the equipment.

Every change — assigned, transferred, sent to service, hours updated, retired — is kept in the machine’s history with who did it and when. A machine you sell or scrap is retired, not deleted, so its history stays.

Owners and office managers add equipment, assign and transfer it, change its status and retire it. Field users see all of it and keep the hours and service notes current. Each project shows the owned equipment assigned to it next to its rentals, its Daily Log and its tasks.

Owned and rented, side by side

One Equipment screen, two kinds of equipment

Equipment shows All, Rented or Owned. The two are kept separate on purpose, because what matters about each is different.

Equipment you own

Status, job, location, hours and the next service. Owned equipment has no rate or billing cycle, so it never shows up in a rental cost, a rollover or an invoice check.

Equipment you rent

Vendor, rate, billing cycle, the next charge and the KEEP, off-rent or return decision — everything in equipment rental tracking.

Before you order a rental

Filter owned equipment by status, project, category or location to see what is sitting available before someone calls the rental company.

Rentals are still where Rental Leak goes deepest: construction rental management follows each rental from the agreement to the vendor’s invoice. Owned equipment gives the same projects a complete picture of what is on site.

Replace the equipment spreadsheet

Import the fleet list you already have

Start from your sheet

An Excel or CSV file of up to 1,000 machines, or the template Rental Leak gives you.

Match the columns

Common headings like Asset #, VIN, Hour Meter or Job are matched for you; map anything else by hand.

Review every row

Ready, needs a fix, already in Rental Leak or possible duplicate — fix or skip each one.

Add them

Only the rows you approved are added. Nothing is written before you confirm.

Nothing is guessed. A machine with the same unit number or serial number as one you already have is not imported again, and the existing record is left alone. A status word that could mean two things, such as “In service”, is held for you to choose, and a project name has to match one of your active projects. Import runs on the web app for owners and office managers; rentals have their own spreadsheet import.

What it is and is not

Practical fleet tracking, not a telematics system

No hardware

There is no GPS device or telematics feed. Hours and odometer readings are entered by your team, and location is a short note.

Not a maintenance program

Rental Leak keeps the next service date or hours and service notes. It does not run preventive-maintenance schedules, work orders, parts or fuel.

Not accounting for assets

There is no depreciation, cost or utilization reporting for owned equipment. Rental costs are tracked; owned equipment is tracked by where it is and what it is doing.

Not rental-company software

It is for contractors using their own equipment on their own jobs — not for businesses that rent equipment out, take reservations or bill customers.

No per-asset fees

Plans are priced by the number of users. Adding machines, owned or rented, never changes the price.

On every plan

Owned equipment and the fleet import are on Starter, Contractor and Pro, on the web, iPhone and Android.

Common questions

Is owned equipment included on every Rental Leak plan?

Yes. Owned equipment and the owned fleet import are included on Starter, Contractor and Pro. Plans are priced by the number of users, so adding machines never changes the price.

Does Rental Leak track equipment with GPS or telematics?

No. Nothing is installed on a machine. Hours and odometer readings are entered by your team, and location is a short note such as Yard or a job name.

Can field crews update owned equipment?

Yes. Everyone on the team can see the equipment, update hours and odometer readings and add a service note. Owners and office managers add equipment, assign it to a project, transfer it, change its status and retire it.

Can I import our equipment list from Excel?

Yes. On the web app, an owner or office manager can import an Excel or CSV file of up to 1,000 machines. Every row is shown for review before anything is added, and a machine with a unit number or serial number already in Rental Leak is not imported again.

Is owned equipment counted in rental costs?

No. Owned equipment has no rate or billing cycle. It is never part of a rental cost, a rollover, an invoice check or a rental report total.

Is Rental Leak for companies that rent equipment out?

No. Rental Leak is for contractors: the equipment you own and use on your own jobs, and the equipment and services you rent from rental companies. It does not handle reservations, customer orders or rental-company billing.

Keep reading

See your own equipment and rentals on one screen

30 days free, no credit card required. New trials include Pro features for the full 30 days. Plans start at $59/month after that, with no per-asset fees.

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