How it works
How Rental Leak Works: From Rental Agreement to Invoice
Rental Leak follows a rental from the moment it lands on the jobsite to the moment the vendor’s invoice is checked and paid. Here is the whole workflow.
Add the rental
Snap the agreement, upload a PDF, or Quick Add.
Watch the clock
Track billing cycles and upcoming rollover charges.
Request off-rent
Send the vendor a notice and keep follow-up visible.
Close the loop
Record how the vendor was told, mark it returned and keep the history.
Add rental
Start a rental in seconds from your phone or a desktop browser. One rental = one agreement.
Scan or upload
Photograph the agreement (up to five pages) or upload a single PDF, up to 10 MB. The original is kept so you can open it later.
Review
Rental Leak reads the vendor, what’s being rented, the rate, billing period, PO and dates and shows you each field as Suggested. It never invents a value it didn’t read.
Confirm
You accept or correct each field. Anything unconfirmed — especially the rate, the billing period and the start date — stays marked Needs review. Rental Leak will not show a dollar figure or send a reminder for a rental until its billing is confirmed.
Track
One billing engine anchors to the start date and projects the next charge and every rollover after it — daily, weekly, 28-day or monthly. The start date is set once and never moves.
Alert
Reminders fire 3 days before a rollover, 1 day before, and on the day. A rental that still needs review is skipped — no misleading alerts.
KEEP or OFF-RENT REQUESTED
The crew answers on their phone. KEEP logs that the rental was checked today and it stays on rent — billing dates don’t change. Off-rent requested is an internal note that your team has decided the rental should come off rent. Rental Leak never contacts the vendor, and the rental keeps billing until it is marked returned.
Needs Follow-Up
An off-rent rental moves to Needs Follow-Up. If the vendor has an email on file, Rental Leak can send them an Off-Rent Notice — but only after you review and confirm exactly who it goes to. Call Vendor is always available too and just opens your phone’s dialer; when you’re done, record the call. Reached the vendor another way? Vendor already notified records how (phone, email, in person, portal), when, who recorded it, and an optional contact name and confirmation number — it is your record, not a message to the vendor.
Returned / closeout
Mark the rental returned with the day it was actually picked up — that is the only status that stops Rental Leak’s cost tracking. On Pro, Rental Value counts a rental returned shortly before its next billing rollover as estimated rollover exposure avoided — always labelled as an estimate, never as money saved.
Reconcile the invoice Contractor & Pro
When the vendor’s bill arrives, compare it against your confirmed terms: expected vs. billed vs. result. Rental Leak flags a possible billing difference — it never accuses a vendor.
Around the rental
The same projects carry the rest of the job
Delivery and pickup tickets, fuel receipts and service tickets attach to the rental they belong to, and invoice review points out a pickup ticket dated before the last day billed. On the Contractor and Pro plans, a rental that moves to another job is transferred as one continuous rental, and its cost can be divided between subcontractors by the days each one used it.
Equipment shows what you rent and what you own on one screen. Owned machines have no billing clock — Rental Leak keeps their status, job, location, hours and next service instead (construction equipment management). Each project also has its own tasks and a daily log, where rental activity appears by itself. All of that is on every plan.
The rule that runs through all of it
Rental Leak never guesses a financial fact
Money is only as good as the number behind it. Rental Leak is built so that a figure you see is a figure you can trust:
- Rate not confirmed? No dollar amount is shown for that rental, and no reminder is scheduled.
- Billing period not confirmed? The rental stays in Needs review until you pick one — there is no default period.
- Start date not confirmed? It can only be corrected through a controlled, audited path, because every rollover is anchored to it.
- Every derived number is labelled confirmed, calculated or estimated — never “audited”.
Extraction is a suggestion, not the source of truth. A rental is only ever created when you press ADD RENTAL, and the rental’s own confirmed fields — not the scan — are what Rental Leak bills against.
Go deeper
Each step in detail
Rental agreement tracking
Scan or upload each agreement and keep it attached to its rental.
Track rental agreements →Construction task management
Action items by project, each with one person, a due date and a history.
See tasks →Construction daily log
Work, crew, weather, deliveries, delays and photos by project and day.
See the Daily Log →Construction equipment management
Owned equipment next to your rentals: status, job, hours and next service.
See owned equipment →Rental billing cycle tracking
Daily, weekly, 28-day and monthly rollover dates, with reminders before each one.
Track billing cycles →Off-rent and return tracking
KEEP, off-rent requested and returned, each recorded separately with who and when.
Track off-rent requests →Rental invoice reconciliation
Compare each vendor invoice with the rate, cycle and return date on record.
Reconcile rental invoices →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 →See it on your own rentals
Create your account, scan one agreement, and watch the clock start.