How Rental Leak works

Owner / Admin: Full company access, including billing, subscription, team management, accounting integrations, and company settings. Only an Owner can change a member’s role, deactivate or reactivate a member, or connect QuickBooks.

Office / Manager: For project managers, superintendents, coordinators, and office staff who need to manage rentals, vendors, projects, invoices, reports, and team activity. Full working access, subject to the company’s plan. A Manager can invite Field or Office/Manager teammates and manage billing; changing a member’s role or deactivating someone stays with the Owner.

Field User: Field-focused access for on/off-rent checks, verification, tasks, the Daily Log and tickets; can also add and scan rentals. Limited access — no office dashboard, rate or date edits, invoice entry, QuickBooks, billing, or team management. A Field User gets a field home screen with their Team Verification requests and the rentals to check, can KEEP, request OFF-RENT and mark a rental returned, and can still view the company’s rentals, vendors, projects and reports. A Field User can’t edit rental rate or dates, void a rental, manage the team, or change company settings.

Deactivating a member ends their access right away and frees their user seat. Their sign-in, their role and everything they recorded stay as they were. An Owner finds former members under Archived on the Team screen and can reactivate them there — same account, same role.

How many active users your company can have depends on the plan: up to 3 on Starter, up to 10 on Contractor, and no user limit on a paid Pro plan. The 30-day free trial includes up to 25 users. Deactivated members are not counted.

Open Team, enter the teammate’s email address, choose their role, and send the invitation. Rental Leak emails them an invitation; if it doesn’t arrive, use Resend on the pending invitation.

The invited person opens the email and taps Accept invitation. They set a password and land in your company with the role you chose — no separate company to create and no second confirmation email. If they already have a Rental Leak account, they sign in with that same email instead.

An invitation only works for the email address it was sent to.

When an Office/Manager or Owner/Admin needs to know whether a rental is still needed, they can ask one or more team members to confirm it. Each person asked gets the same task and responds right from Rental Leak: KEEP if it’s still needed, or request OFF-RENT if not.

The first answer counts. Once one person responds, the request closes for everyone else who was asked, and the rental shows who answered and when.

If someone who was asked has left the team, an Owner/Admin or Office/Manager can open the rental and choose Change recipients, or Cancel verification request and ask again.

OFF-RENT REQUESTED is an internal workflow state — it does not itself contact the vendor or stop rental charges.

KEEP means the rental is still needed — nothing changes, and billing continues as normal.

OFF-RENT REQUESTED is an internal Rental Leak workflow state. By itself it does not contact the vendor and does not stop rental charges — following up with the vendor is still necessary until the rental is confirmed returned. See the full explanation above for exactly what each button does.

Needs review marks a rental Rental Leak wants someone to look at. A rental needs review when its rate or billing period isn’t confirmed, or when off-rent has been requested and the rental hasn’t been marked returned yet.

You see the same rentals wherever you look: the Needs review count on Home, the top of the Rentals list, the Review column on Projects and Vendors, and a red mark on the rental’s row inside a project. Rentals that need review are listed first.

To clear it, confirm the rate and billing period on the rental. For an off-rent request, mark the rental returned once it has actually gone back, or cancel the request if the rental is staying on the job.

A rental whose rate or billing period isn’t confirmed is never added into a dollar total. An off-rent-requested rental is still billing, so its cost stays in your totals until it is returned.

Equipment shows everything on your jobs in one place: what you rent and what your company owns. Use All, Rented or Owned at the top to switch. Rented is your Rentals list, exactly as before.

A rented item shows its vendor, rate, billing period and next rollover, and opens the rental, where you KEEP it, request off-rent or mark it returned. An owned item shows where it is and whether it is Available, In use, in Service or Out of service.

An Owner/Admin or Office/Manager adds owned equipment, assigns it to a project, transfers it to another project, marks it available, and sends it to or returns it from service. Anyone on the team can update the hours or odometer and add a service note. Every change is kept in the equipment’s history.

A repair or service follow-up is an ordinary task: use Create service task on the equipment. A project lists the owned equipment assigned to it next to its rentals.

Have your fleet in a spreadsheet? Choose Add owned equipment, then Import owned fleet, and upload an Excel or CSV file (a template is there to download). Only the equipment name is required; a unit number is recommended. Rental Leak matches your columns and shows every row before anything is added. An import only adds: equipment already in Rental Leak with the same unit number or serial number is not added again and is not changed, and a project is never created by an import. Importing is done in the web app by an Owner/Admin or Office/Manager.

Owned equipment is not a rental. It has no rate or billing period and is never part of a rental cost, a rollover, a report total, an invoice or QuickBooks.

Rentals PDF, CSV & Excel export — every rental with its rate and next rollover. Contractor plan and above.

Spend & Rollover Reports (PDF or Excel) — rollover risk, vendor / project / location spend, and savings in one report. Pro.

Accounting & Job Cost Export (CSV or Excel) — one row per vendor invoice with its reconciliation result, for your bookkeeper or job-costing system. Contractor plan and above.

CSV and Excel files open in Excel, Google Sheets, and most accounting or job-cost systems. PDF reports are made for reviewing, printing, sharing, or saving.

Exports cover your company’s full non-voided rental history — not just what’s currently on screen.

Rental Value shows what returning rentals before another billing rollover was worth. It is on the Pro plan, for Owner/Admin and Office/Manager users: the figure for this month is on Home, and the figures for any period are in Reports & Accounting.

Estimated rollover exposure avoided counts a rental that was actually returned shortly before its next rollover — 1–2 days before a weekly rollover, or 1–7 days before a 28-day or monthly one — at one billing period of the rate on file. Daily rentals, a return on or after the rollover day, and an off-rent request without a return are not counted.

Rental Leak identified value is the part of that estimate where Rental Leak flagged the rental before it was returned — a rollover reminder that was opened, a “no longer needed” verification answer, or a tap from Home.

Both figures are estimates based on your own rates and billing dates. They are not vendor invoice amounts and not a promise of savings.

Open Projects and choose a project to see its rentals, on rent and returned. That list is on every plan.

Project Budget & Forecast — Contractor plan and above. An Owner/Admin or Office/Manager enters one number, the project’s rental budget. Everything else is worked out from the project’s rentals: estimated cost to date, the charges expected in the next 30 days, the forecast (cost to date plus the next 30 days) and what remains of the budget.

Accrued but unbilled is the estimated rental cost to date that is not yet on a vendor invoice you have entered. These figures are estimates of the base rental charge — never an invoiced or audited amount. A rental whose rate or billing period isn’t confirmed is counted separately and left out of the totals.

Rental Spend by PO — Contractor plan and above. “View rental spend by PO” groups the project’s rentals by vendor and PO number, with the estimated cost and the invoices received for each PO.

Projected closeout helps you see which rentals may create another charge before a project is expected to finish and estimates rental cost through that date.

Set or change the date from the project. Rental Leak uses confirmed rental terms already on the project; rentals without enough confirmed information are not included in the dollar estimate.

Projected closeout is a planning date. It does not return rentals, stop billing, or change rental status.

A Field User can view a project but can’t set or change its budget or projected closeout date.

If a rental moves from one company project to another, use Job-to-Job Transfer instead of creating a new rental. Rental Leak keeps one continuous rental and records which project used it over time.

Rental cost is allocated between projects by the days each project had the rental. The project using the rental at the start of the day owns that day’s rental cost. The vendor rental, agreement, billing cycle, invoices and off-rent history remain attached to the same rental.

This is internal job-cost allocation. A billing period is shared by the days each project had the rental, so the first project’s allocated cost can go down when a rental moves partway through a period. The rental’s total cost and the vendor’s charges do not change.

For invoices that span a transfer, Rental Leak can allocate project cost when the invoice includes billing dates. Taxes & fees follow the rental charge. The original vendor invoice is never changed.

Rental Transfer is available on Contractor and Pro plans. Owner/Admin and Office/Manager users can transfer rentals; Field users can view the project history. A rental can’t be marked returned with a date before its most recent transfer.

Some rented equipment is shared between a general contractor and subcontractors during the same billing period. Rental Leak can divide the rental cost by the days each subcontractor used the equipment.

From Rental Detail, open Cost allocation and choose Manage allocation, then add each subcontractor’s usage period — the first and last day they used it. Rental Leak calculates the allocation automatically using the rental’s existing billing periods and rate. One day can belong to only one subcontractor.

Days that have not been assigned to a subcontractor remain under GC / Unallocated Use. On a rental that is still on rent, the current billing period is already part of its estimated cost, so its unassigned days show there until you assign them.

When a vendor invoice is received, Rental Leak uses the invoice billing dates and the recorded usage periods to calculate the back-charge allocation. The rental charge follows usage days and taxes & fees follow the rental charge. The allocated amounts always reconcile to the original vendor invoice total. An invoice with no billing dates is not divided until you add them.

Back-charge allocation does not change the vendor invoice or automatically create an invoice to the subcontractor. It is an internal job-cost and accounting allocation that can be exported to CSV or Excel from Reports. A charge that belongs to a single subcontractor, such as a damage or service fee, is not assigned to that subcontractor automatically.

Rental Transfer and Back-Charge Allocation are separate. Rental Transfer determines which project carried the rental cost. Back-Charge Allocation determines which subcontractor, or GC / Unallocated Use, receives the cost within that project.

Back-Charge Allocation is available on Contractor and Pro plans. Owner/Admin and Office/Manager users can manage allocations. Field users can view them.

Operations is where your team keeps track of work that needs doing across every project. A task is one action item: a title, an optional project, one person it is assigned to, an optional due date and a priority of Normal or High. Tasks are included on every plan.

Open Operations to see your own work first: what is overdue, what is due soon and everything open. Owners and managers also see overdue work across the team and a list of projects with open tasks. Choose New task to add one. A task started from a project is filed under that project, and a task started from a rental is linked to that rental and its project.

To finish a task quickly, tap the circle beside it in any task list. The task is marked complete and Undo is shown for a few seconds in case it was a slip. Open a task to see its details, add a short comment or choose Complete Task. Every change is kept in the task’s activity: who created it, who it was assigned to, due date changes, comments and who completed it and when. A completed task can be reopened.

A task can be linked to a rental so the person doing it can open the rental directly. Completing a task does not change the rental. Marking a rental off-rent or returned are still their own steps.

Everyone on the team can see the company’s tasks, create a task and comment. A task can be completed by the person it is assigned to, the person who created it, or an owner or manager. Only an owner, a manager or the person who created a task can change it, and only an owner or manager can delete one. A deleted task keeps its history and can be restored from Tasks, under Filters. A task always keeps the project it was created for, so a project that has tasks can be archived but not deleted.

The person a task is assigned to gets a notification on their phone, and the person who created a task is told when someone else completes it.

The Daily Log is a simple record of what happened on a project each day: work performed, crews on site, weather, deliveries, delays, equipment and photos. It is included on every plan.

Open a project and choose Add on the Daily Log line. Pick what you are adding and fill in the one or two fields it has, then save. You do not fill in a whole report: people add short entries through the day and the day’s log is those entries together. Several people can add to the same day.

Crew is a headcount for the record, with hours if you want them. It is not timekeeping or payroll. Weather is entered by hand.

Rental activity appears by itself. When a rental on the project is added, called off rent, returned or transferred, or a ticket is added to it, the Daily Log shows it on that day, so nobody has to write it again.

Photos can be added to work, equipment, delivery and delay entries, or on their own, up to six per entry (JPG or PNG). These are Daily Log photos. Delivery and pickup paperwork for a rental still belongs in Tickets & Receipts.

Use the arrows to move between days, or tap the date to choose any day in the last year. Export PDF creates a printable copy of the day. Photos are not included in the PDF.

A log entry is a record only. It does not change a rental. Logging a pickup does not mark the rental returned. Use Off-Rent and Mark Returned for those.

If something needs doing, open the entry and choose Create follow-up task. The task is created in Tasks with the project already filled in.

Everyone on the team can read the log and add entries. An entry cannot be edited. The person who wrote it can remove it for 24 hours, and an owner or manager can remove any entry. To correct weather or a crew count, remove the entry and add the right one; the old one comes off the day. When a work, delivery, delay, equipment or photo entry is removed, the log shows that an entry was removed and by whom.

Attach delivery tickets, pickup tickets, fuel receipts, service tickets, damage tickets and other field paperwork directly to a rental. It is included on every plan.

On a rental, open Tickets & Receipts and choose Add ticket or receipt. Take a photo or choose a JPG, PNG or PDF (up to 10 MB). Rental Leak already knows the rental, vendor and project, so you only need to choose the document type and optionally add the ticket date, number or a note. Rental Leak reads the ticket and fills in the type, date and ticket number when it can — check them before you save.

Pickup and delivery tickets can help during invoice review. For example, Rental Leak can flag when an invoice bills past the date shown on an attached pickup ticket.

Adding a ticket does not automatically change a rental’s start date, return date or status. The document is kept as supporting evidence for review.

Everyone on the team can view and add tickets and receipts. Only an Owner/Admin or Office/Manager can delete one.

An Owner/Admin or Office/Manager can bring in an existing rental log (Excel or CSV) with Import Rentals. Status, Return Date, Off-Rent Requested Date and Notes columns are optional and are read when your file has them.

A row marked Returned, Closed, Picked up or Completed comes in as returned on its return date, and its cost stops there. A returned row with no return date is held for you to fix — Rental Leak never guesses a date.

A row marked off-rent requested or pending pickup comes in as OFF-RENT REQUESTED and keeps billing until it is returned. If your file doesn’t say when off-rent was requested, the request date is recorded as not known — never as the day of the import.

A status of just “Off rent” is held for you to choose, because it can mean off-rent was requested or the equipment already went back. Rows for the same equipment with different unit numbers are treated as separate rentals, not duplicates.

Returned rentals stay in your Rental Leak history. Search by equipment, unit/model, vendor, project, or PO to find past rentals.

Every rental keeps its agreement, photos, and history attached — open the rental any time to see them.

Review Vendor Invoice (Contractor and Pro) compares a vendor’s invoice against your confirmed rental information and flags discrepancies for you to review before paying.

A rental keeps every vendor invoice it gets — each billing cycle, delivery or pickup charges, the final invoice. Open the rental to see them all under Invoices, each with its own match result; tap View to open the original file, or Add invoice for the next one. Adding an invoice never replaces an earlier one.

On Invoices, search by invoice number, vendor, project, equipment, unit number, or PO, and filter by review status, result, or whether the invoice was sent to QuickBooks.

On the Contractor and Pro plans, Rental Leak connects to your QuickBooks Online company and sends a reviewed rental invoice to QuickBooks as a Bill.

Set it up once on the web, from Reports & Accounting or Account → Integrations: the Owner connects QuickBooks, then you choose the rental expense account and match your vendors and projects to the vendors and customers, jobs or projects already in QuickBooks.

Rental Leak only creates the Bill. It never creates vendors, customers or accounts in QuickBooks, never changes a Bill after it is sent, and does not sync anything back from QuickBooks.

Sending the same invoice twice does not create a second Bill, and the QuickBooks Bill ID stays on the invoice. The Owner can disconnect or reconnect QuickBooks at any time. Full steps below.

Rental Leak supports companies that work in US dollars (USD) or Canadian dollars (CAD). Each company uses one currency, and Rental Leak never converts between currencies.

Canadian companies can track rentals, projects, budgets, invoices, tickets, transfers, back-charge allocations and reports in CAD. Amounts show as CA$, and PDF, CSV and Excel exports say CAD.

Taxes & fees holds every tax and fee on a vendor invoice, including GST/HST/PST/QST, delivery and pickup. A Canadian company can also copy each sales tax the vendor printed — GST/HST, PST and QST — and they stay part of Taxes & fees. The invoice reader fills them in only when it can read them clearly; check them before you save.

The account Owner chooses the currency during setup and can change it under Account → Company. Changing it relabels your amounts; it does not convert them.

Your company’s amounts stay in your currency. Your Rental Leak subscription is billed in USD.

QuickBooks Online Canada is supported. Connect it under Account → Integrations in the web app. Each bill records the GST/HST, PST and QST printed on the vendor invoice with the QuickBooks tax code you choose, so recoverable tax goes to your tax accounts instead of rental expense. Your QuickBooks company must keep its books in the same currency as Rental Leak — nothing is converted.

From Account, an Owner/Admin or Office/Manager can manage your Rental Leak subscription and payment method. Plan features and user limits depend on your company’s subscription.

To change or cancel your Rental Leak subscription:

1. Sign in to Rental Leak on the web at app.getrentalleak.com.

2. Open Account.

3. Under Billing, select Manage billing & invoices.

4. In the secure Stripe billing portal, choose the option to cancel your subscription.

Your access and billing timing depend on the cancellation terms shown in the billing portal.

Only an Owner/Admin or Office/Manager can open billing. The Rental Leak mobile apps show your plan but do not manage billing.

Cancelling a subscription does not delete your company or its data. Once the subscription has ended, the account becomes read-only: your rentals, history and documents stay visible, and adding rentals or inviting teammates is paused until you choose a plan again.

Deleting a company is a separate, permanent action that only an Owner can request, under Account. A company with an active subscription has to cancel the subscription first.