Equipment rental tracking software
Equipment Rental Tracking Software for Contractors
Rental Leak tracks the equipment your company rents: excavators from one vendor, lifts from another, a generator on a job across town. Every rented machine sits on one record — vendor, jobsite, rate, billing cycle, rental agreement and next charge — so the field and the office both know what is still on rent and what should go back.
30-day free trial • No credit card required • Web, iOS and Android
What to track
A useful rental record answers six questions
Tracking rented equipment isn’t just knowing the machine is on site. To make a keep-or-return decision in time, each rental needs a few specific facts — and Rental Leak keeps all of them together.
What is it?
The equipment, plus the vendor’s unit or asset number so the field and the vendor are talking about the same machine.
Who is it from?
The rental vendor. Rentals are grouped by vendor, so you can see everything you have out with each one.
Which job is it on?
The project it’s charged to, and the PO number if you use one.
What does it cost?
The confirmed rate and billing cycle — daily, weekly, 28-day or monthly — taken from the agreement.
When does it bill next?
Calculated from the start date and billing cycle, so the next rollover date and amount are always visible.
What’s the decision?
Still needed (kept), flagged for off-rent, or returned — with who decided and when.
Getting rentals in
Three ways to start tracking
Scan the agreement
Take a photo of the rental agreement — one page or several — or upload the PDF. Rental Leak reads the vendor, equipment, rate and dates and suggests them for you to confirm. More on agreement tracking.
Quick Add
No paperwork handy? Enter the essentials in a few taps and attach the agreement later.
Import a spreadsheet
Already tracking rentals in an equipment rental spreadsheet? On the web app, import an Excel, CSV or TSV list, match your columns and review every row before it’s added.
Rental Leak never guesses a financial fact. If the agreement doesn’t state the billing cycle or the rate isn’t clear, the rental is marked as needing review and no dollar figure is shown for it until someone confirms the terms.
Many vendors, many jobs
See it by vendor, by job, or all at once
Contractors rarely rent from one place. Rental Leak organizes the same set of rentals the ways you actually need to look at them — the core of rental management built for contractors.
- By vendor — everything you have out with each rental company, and what it’s costing.
- By project — everything on each job, so a PM can clear a site of rentals before demobilizing.
- By next charge — what rolls over today, and what rolls over in the next seven days.
- By status — active, flagged for off-rent and waiting on the vendor, or returned.
- By search — equipment, unit number, vendor, project or PO, across all rentals.
Active rentals
How to know what equipment is still on rent
You know what is still on rent when there is one list of active rentals that changes the moment a rental’s status does. A list that depends on someone remembering to update it is the usual reason a machine sits on site, billing, after the work is done.
- One list of active rentals. Rentals that need attention come first, then everything active, everything waiting on a vendor pickup and everything returned.
- Still on rent means still billing. A rental flagged for off-rent stays on the list, and keeps counting as a cost, until the vendor picks it up and it is marked returned. See off-rent tracking.
- What it has cost so far. Each rental shows an Estimated Cost to Date from its confirmed rate and the billing periods charged so far — part of construction rental cost tracking.
- History that stays. Returned rentals remain searchable with their agreement, decisions and dates, so last spring’s rental is still there when the invoice is questioned.
- Every jobsite, every vendor. The same list answers “what is on this job?” and “what do we have out with this rental company?” — see tracking rentals across jobsites and multi-vendor rental tracking.
Rental tracking, not GPS tracking
Where the machine is matters less than what it costs
“Equipment tracking” often means telematics: GPS units that report where a machine is and how many hours it has run. That’s useful for equipment you own. For rented equipment, the questions that cost money are different — who it’s from, what it costs, when it bills next, and whether anyone still needs it.
Rental Leak tracks the rental, not the machine’s location. There’s no hardware to install, it doesn’t depend on a vendor’s telematics or portal, and it works the same for a mini excavator from a national chain as for a light tower from the local yard. The pricing follows the same idea: plans are priced by team size, not by how many machines you track (see the plans).
Keep or return
Tracking is only useful if it leads to a decision
When a rental’s next charge gets close, someone has to decide: is it still needed? In Rental Leak that decision is explicit. KEEP records that the rental was checked and is still needed. OFF-RENT REQUESTED flags it to go back — it stays visible as a follow-up, and keeps counting as billing, until the vendor confirms. You can send the vendor an Off-Rent Notice email after confirming the recipient, or call them yourself and record that you did. RETURNED closes it out. See return and off-rent tracking for the full workflow.
On the Contractor and Pro plans, the office can ask one or more team members to verify a rental on site — “still needed?” — and the first answer comes back to the same record.
An illustrative week
Two jobs, four machines, four decisions
Job 1 is a school addition with a 60 ft boom lift on a weekly cycle that rolls Thursday, and a skid steer on a 28-day cycle that rolls in 12 days. Job 2 is a parking lot with a plate compactor billed daily and a trench box billed weekly that rolls tomorrow.
On Monday the dashboard puts the trench box first, because its next billing cycle starts tomorrow, then the boom lift. The PM on Job 2 marks the compactor OFF-RENT because paving is done; the super on Job 1 marks the boom lift KEEP because the steel crew still needs it. Each decision is recorded with who made it and when, and the compactor stays in follow-up until the vendor picks it up.
Invoices
When the invoice arrives
Every rental keeps its agreement and documents with it, so the terms are easy to find when the vendor’s invoice shows up. On the Contractor and Pro plans, rental invoice reconciliation compares a vendor rental invoice against the terms you confirmed and flags a possible billing difference — for example, an extra billing period — for you to review before you pay.
Examples
Equipment contractors track in Rental Leak
- Excavators
- Mini excavators
- Skid steers
- Track loaders
- Boom lifts
- Scissor lifts
- Telehandlers
- Trench boxes
- Shoring
- Compactors
- Pumps
- Generators
- Light towers
- Heaters
- Compressors
- Trailers
- Attachments
- Scaffolding
Common questions
Which billing cycles does Rental Leak support?
Daily, weekly, 28-day and monthly. The next charge is calculated from the rental’s start date and its billing cycle.
Can field crews add and update rentals from their phones?
Yes. Rental Leak runs on iOS, Android and the web. Field users can add rentals, scan agreements, and mark rentals KEEP or OFF-RENT from their phones. Changing a confirmed rate or dates is limited to office roles.
What about rentals we already have out?
Add them the same way — scan the agreement, use Quick Add, or import your existing rental list from a spreadsheet on the web app.
Is this GPS or telematics equipment tracking?
No. Rental Leak tracks rental records — vendor, job, rate, billing cycle, next charge and the keep-or-return decision — not machine location or engine hours. Nothing is installed on the equipment.
Does tracking more machines cost more?
No. Plans are priced by the number of users, not by how many rentals or machines you track.
How do I know what equipment is still on rent?
Keep one list of active rentals that updates when a rental is kept, flagged for off-rent or returned. In Rental Leak a rental stays on the active list, and keeps counting as a cost, until someone marks it returned with the pickup date.
Can I see what a rental has cost so far?
Yes. Each rental with confirmed terms shows an Estimated Cost to Date: the billing periods charged so far at the confirmed rate. It is the base rental charge, labelled as an estimate, not an invoiced amount.
Keep reading
Related
Rental tracking across jobsites
One rental list for the field and the office, organized by project.
Track every jobsite →Construction rental cost tracking
Current rental cost, upcoming charges and rental cost reports by job and vendor.
Track rental costs →Off-rent and return tracking
KEEP, off-rent requested and returned, each recorded separately with who and when.
Track off-rent requests →Rental billing cycle tracking
Daily, weekly, 28-day and monthly rollover dates, with reminders before each one.
Track billing cycles →Multi-vendor rental tracking
Rentals from every rental company on one list, without a portal for each.
Track every vendor →Rental agreement tracking
Scan or upload each agreement and keep it attached to its rental.
Track rental agreements →Get every rented machine on one list
30 days free, no credit card required. New trials include Pro features for the full 30 days. After that, plans start at $59/month — priced by team size, with no per-rental or per-asset fees.