Multi-vendor rental tracking
Track Rentals From Multiple Rental Companies on One List
Multi-vendor rental tracking puts equipment rented from different rental companies, on different jobsites, on one list. Most contractors rent from more than one vendor: a national chain for lifts, a local yard for compaction, separate providers for containers, fencing and portable toilets. Each has its own agreement, billing schedule and call-off process. Rental Leak shows which vendor each rental came from, what it costs, when it bills next and what has gone back.
30-day free trial • No credit card required • Web, iOS and Android
The problem
One vendor’s portal only shows that vendor
- A national rental company’s online account shows what you rent from them — not from anyone else.
- Local yards and smaller service providers often have no portal at all, just paper agreements and emailed invoices.
- Temporary services — containers, toilets, fencing, power — frequently come from a different set of vendors again.
- Adding it all up means checking several places, and whatever isn’t in one of them gets missed.
How Rental Leak handles it
Vendor-neutral by design
Rental Leak doesn’t depend on any rental company’s systems. A rental is a rental, whoever it’s from.
Any vendor
National rental companies, regional chains, local yards and site-service providers are all tracked the same way.
Grouped by vendor
See everything you have out with each vendor, across all jobs, with the next charge for each rental.
Grouped by project
The same rentals viewed by job — useful when a PM needs to clear a site.
Equipment and services
Machines and recurring temporary services side by side, because both bill on a cycle.
Documents with the rental
Agreements and photos stay attached to each rental, whatever vendor they came from.
Vendor matching
When you scan an agreement, Rental Leak suggests the vendor you already have on file, so one company doesn’t end up listed three different ways.
An illustrative job
One job, five vendors
A mid-rise job has an aerial lift and a telehandler from a national chain, a compactor and a trench box from a local yard, a storage container from a container supplier, temporary fencing from a fencing company and portable toilets from a sanitation provider. That’s five vendors, five sets of paperwork and at least three different billing cycles.
In Rental Leak each of those is one rental with its vendor, billing cycle and next charge. Group by vendor to see everything out with the national chain before you call your rep. Group by project to see everything on the job before demobilizing. Open Needs attention to see what is still waiting on a pickup — and what it is costing in the meantime.
Keeping vendor records clean
Four habits that make multi-vendor tracking work
- One name per vendor. When you scan an agreement, Rental Leak suggests the vendor you already have, so one company isn’t listed three ways.
- The vendor’s unit or asset number. It’s how the vendor’s dispatcher finds the machine when you call it off.
- The PO on the rental. So the invoice can be matched to the job without a search through email.
- The vendor’s email on file. So an Off-Rent Notice goes to the right place when you choose to send one.
What differs by vendor
How to manage rentals from multiple rental companies
The equipment is the easy part. What changes from one rental company to the next is the paperwork around it, and each difference needs a place on the rental record.
Separate billing schedules
One vendor bills weekly, another every 28 days, another monthly (28-day and monthly billing are not the same), each from a different start date. Track each rental’s billing cycle instead of assuming they renew together.
Vendor-specific agreements
Rates, minimums and call-off terms differ by vendor. Keep each agreement with its rental — see rental agreement tracking.
Different call-off processes
A phone call to one rep, an email to another, a confirmation number from a third. Off-rent tracking records the request and the return the same way for every vendor.
Invoices in different formats
Every rental company’s invoice looks different. On the Contractor and Pro plans, rental invoice reconciliation compares each one with the terms you confirmed.
Current cost by vendor
What you have out with each rental company and what it charges next. On Pro, vendor spend shows exposure and confirmed spend per vendor.
Vendors across jobs
The same vendor usually has rentals on several jobs. See them by jobsite or by vendor from the same list.
No integrations required
Works without connecting to vendor systems
Rental Leak doesn’t connect to rental companies’ systems or portals. You add rentals by scanning or uploading the agreement, with Quick Add, or by importing a spreadsheet on the web app. That means it works the same for a national chain as for the local yard down the road.
When a vendor’s invoice arrives, the agreement and confirmed terms are on the rental. On the Contractor and Pro plans, invoice reconciliation compares the invoice against those terms and flags possible billing differences to review before you pay. A reviewed invoice can then be sent to QuickBooks Online as a Bill — see how to track equipment rental costs in QuickBooks. Spend and rollover reports on Pro show exposure by vendor.
Examples
The kinds of vendors contractors track
- National equipment rental companies
- Regional rental chains
- Local rental yards
- Specialty equipment rental
- Aerial and lift specialists
- Pump and power providers
- Waste and roll-off haulers
- Portable sanitation providers
- Storage container suppliers
- Fencing and barricade providers
Pricing
Add vendors without adding cost
Rental Leak is priced by team size. Tracking one vendor or twenty — and every rental with each of them — costs the same on your plan. It’s the same rental management system whatever you rent and from whom.
Starter — $59/month
Up to 3 users. Scanning, rollover tracking and reminders, vendors, projects and the dashboard.
Contractor — $99/month
Up to 10 users. Adds team verification, rental PDF, CSV and Excel export, invoice reconciliation, QuickBooks Online integration and accounting export.
Pro — $149/month
Up to 25 users. Adds spend and rollover reports, vendor spend analytics and location reporting.
- No per-rental fees — the number of rentals you track doesn’t change the price.
- No per-asset, per-vendor or per-project fees.
- No GPS or telematics hardware to buy or install.
- Published prices, so you know what it costs before you sign up.
Common questions
Does Rental Leak integrate with rental company portals?
No. Rental Leak doesn’t connect to vendor systems. Rentals are added by scanning or uploading the agreement, with Quick Add, or by importing a spreadsheet on the web app, so every vendor is handled the same way.
Can I track small local vendors too?
Yes. Any vendor you rent from, large or small, is tracked the same way, including temporary-service providers.
Can I see spending by vendor?
Every rental is grouped by vendor with its next charge. On the Pro plan, spend and rollover reports show exposure by vendor, project and location.
Does it cost more to track more vendors?
No. Plans are priced by the number of users, not by vendors, rentals or projects.
Can I email a vendor from Rental Leak?
When you decide a rental should go back, you can send that vendor an Off-Rent Notice email after confirming the recipient, if the vendor has an email address on file. Rental Leak never contacts a vendor on its own.
How do I keep track of rentals from several rental companies?
Put every rental on one list regardless of vendor, and record for each one the vendor, the job, the agreement, the billing cycle and the status. Then the same list can be viewed by vendor, by job or by what bills next.
Keep reading
Related
Rental agreement tracking
Scan or upload each agreement and keep it attached to its rental.
Track rental agreements →Temporary jobsite services tracking
Dumpsters, toilets, containers and fencing that keep billing every cycle.
Track temporary services →Rental tracking across jobsites
One rental list for the field and the office, organized by project.
Track every jobsite →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 →Put every vendor’s rentals 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.