Integrations
Rental Leak Integrations
Rental Leak connects to QuickBooks Online, takes in the spreadsheets you already keep, and gives your office and your accountant files they can use. This page lists exactly what connects, what it does, and which plan it is on — and what does not connect today.
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Connected system
QuickBooks Online
The one outside system Rental Leak connects to. An owner or office manager connects it and matches your vendors and projects in the web app, then sends reviewed invoices from the web, iPhone or Android app. Field users don’t see it.
What it sends
A vendor rental invoice you have reviewed, as one Bill: the matched vendor, invoice number and date, the total on your rental expense account, the job when your QuickBooks company tracks expenses by customer, and the invoice file attached.
What it reads
Your vendors, customers, projects and expense accounts, live, while you match them on the Integrations screen — and the status of the Bills Rental Leak created (open, paid, changed or deleted), when you look at them.
What it never does
Create vendors, customers or accounts in QuickBooks, or edit, pay or delete a Bill after it is sent. Sending the same invoice twice never makes a second Bill. Nothing runs in the background.
Plans: Contractor and Pro. Where: QuickBooks Online companies in the United States and Canada; for Canada, the GST/HST, PST and QST printed on the invoice are carried onto the Bill. The full detail is on equipment rental software for QuickBooks. Rental Leak is not affiliated with or endorsed by Intuit.
Getting your data in
Start from what you already have
Most contractors start with a spreadsheet and a stack of rental agreements. Both come in without retyping.
Rental spreadsheet import Every plan
Excel (.xlsx or .xls), CSV or TSV, in the web app, by an owner or office manager. Columns are matched for you, and every row is shown for review before anything is added. Status, return dates and notes come across when the sheet has them.
Owned fleet import Every plan
The list of equipment you own, from Excel or CSV. A machine with the same unit or serial number as one you already have is never added twice.
Agreements, photos and PDFs Every plan
Photograph a rental agreement or upload the PDF the vendor emailed. Rental Leak reads it and fills in the rental for you to check — nothing is saved until you confirm it.
Need a starting point? The rental tracking spreadsheet alternative page has the free Excel template the importer uses, and rental agreement tracking covers scanning.
Getting your data out
Exports for the office and the accountant
Files your team can open in Excel, send to an accountant or keep with the job file.
Rentals: PDF, CSV & Excel Contractor & Pro
Every rental with its vendor, project, rate, dates, status and estimated cost to date, for any period you choose.
Accounting & Job Cost: CSV & Excel Contractor & Pro
One row per vendor invoice, with its rental, project and reconciliation result, for an accounting system other than QuickBooks Online or a job-cost spreadsheet.
Full Exposure & Savings: PDF & Excel Pro
Current rental exposure by project and vendor, upcoming rollovers and the rentals that need review — the report for the person who signs the checks.
On every plan, a project’s closeout summary and a day of its Daily Log also export as PDF. Exports read your full history: nothing is cut off by age.
Everyday tools
Email, phones and the web
- Off-Rent Notice email to the vendor. On every plan, after you confirm the vendor and address shown, Rental Leak emails the off-rent request to the vendor’s saved email address and records it in the rental’s history. It is never sent automatically.
- iPhone, Android and web. The same account on every device. Field crews use the phone app; the office works in the browser.
- Reminders on your phone. Rollover reminders and team verification requests arrive as notifications on iOS and Android.
How the off-rent workflow and the vendor email fit together is on equipment rental return tracking.
Straight answer
What does not connect today
Rental Leak does not connect to these. If your company depends on one, tell us — that is how the next integration gets chosen.
QuickBooks Desktop
Use the Accounting & Job Cost export instead.
Procore and other construction software
No connection to project management or ERP systems.
Rental company portals
Vendor invoices and agreements are added by upload or photo, not pulled from a vendor’s site or inbox.
GPS and telematics
Rental Leak tracks rentals and where your owned equipment is assigned, not machine location.
Using something else? Email support@getrentalleak.com, or contact us.
Common questions
What does the QuickBooks Online connection do?
It sends a vendor rental invoice you have reviewed to QuickBooks Online as one Bill, with the invoice file attached. It reads your QuickBooks vendors, customers, projects and expense accounts while you match them, and the status of the Bills Rental Leak created. It is not a sync: nothing runs in the background, and Rental Leak never creates vendors, customers or accounts, or edits, pays or deletes a Bill.
Does it work with QuickBooks Desktop?
No. Rental Leak connects to QuickBooks Online only, for companies in the United States and Canada. With QuickBooks Desktop or another accounting system, the Accounting & Job Cost export gives your office the invoice and cost detail as a CSV or Excel file.
Can we bring in the rental list we already keep?
Yes. In the web app, an owner or office manager can import an Excel (.xlsx or .xls), CSV or TSV file. Rental Leak matches your columns and shows every row for review before anything is added. The same works for a list of the equipment you own.
Can we get our data out?
Yes. On the Contractor and Pro plans, rentals export as PDF, CSV or Excel, and vendor invoices and cost detail export for your accounting or job-cost workflow. Pro adds the Full Exposure & Savings report as PDF or Excel. On every plan, a project’s closeout summary and a day of its Daily Log export as PDF.
Does Rental Leak connect to Procore or other construction software?
Not today. QuickBooks Online is the one connected system. If your company runs on other software, tell us what it is at support@getrentalleak.com, so we know what customers use.
Do integrations cost extra?
No. Each one is included in the plans listed on this page, with no add-on fee. Plans are priced by the number of users.
Keep reading
Related
Rental Leak and QuickBooks
The six-step workflow from rental to Bill, and exactly what is read and sent.
See the QuickBooks page →Security & data
How each company’s data is kept separate, who can change what, and what is recorded.
Read about security →Pricing
Every plan side by side, priced by the number of users.
Compare plans →Bring your rental list. Keep your accounting.
30 days free, no credit card required. New trials include Pro features, QuickBooks Online included, for the full 30 days. Plans start at $59/month after that.