Rental tracking across multiple jobsites
Track Rentals Across Multiple Jobsites and Projects
Rental Leak tracks rented equipment and temporary services across multiple jobsites and projects. Rentals are ordered by the office and used by the field, and each side sees only half of the picture. Rental Leak gives both the same list — every active rental, on every project, from every vendor — on the phone in the truck and the desk in the office.
30-day free trial • No credit card required • Web, iOS and Android
The coordination gap
Who knows what’s on each site?
- The superintendent knows the lift is done, but not that it rolls over tomorrow.
- The office knows what was ordered, but not what’s still being used.
- A crew moves a rental to another job and the record never follows it.
- Off-rent calls happen by text and phone, and nobody can see whether they were made.
Organized by project
Every project, every vendor, one list
Rentals are organized by project and by vendor, so the same data answers the questions each person on the team is asking.
Project managers
Everything on each job, what it costs and what rolls over next — useful before demobilizing a site.
Office and purchasing
Everything out with each vendor across all jobs, with agreements and documents attached to each rental.
Field crews
The rentals on their site, and a quick way to mark each one KEEP or flag it for off-rent.
Owners
Current rental exposure across the company, and what needs attention today.
Multiple locations Pro
Group rentals by office or region and see exposure, upcoming rollovers and review items for each location.
Search everything
Find any rental by equipment, unit number, vendor, project or PO.
Field and office
Built for both sides of the job
Rental Leak runs on iOS, Android and the web. Field users work from their phones: add a rental, photograph the agreement, and mark rentals KEEP or OFF-RENT on the spot. The office works from the web app with the full list, reporting and team settings.
Roles keep responsibilities clear. Owners and office managers can edit confirmed rates and dates, manage the team and run reports. Field users handle the day-to-day decisions without being able to change financial terms. Every change — who kept a rental, who requested off-rent, who marked it returned — is recorded in the rental’s history.
On the Contractor and Pro plans, the office can also ask the field to confirm on site whether a rental is still needed — see field verification below.
Active rentals by job
How to know which rentals are active on each jobsite
The answer has to come from one list that both the field and the office update, not from whoever was last on site.
- Put the project on every rental. A rental is charged to a job, with the PO if you use one, from the day it is added.
- Look at one job at a time. The project view lists everything still on rent on that site — rented equipment and temporary services — with what each one costs and when it bills next. More on tracking rental billing cycles.
- Clear the site before demobilizing. Anything still active on a finished job is a rental to call off. Off-rent tracking keeps each request visible until the vendor picks it up.
- Keep costs visible across projects. The same rentals roll up into rental cost tracking by job and vendor.
- Check each job’s invoices against its rentals. On the Contractor and Pro plans, rental invoice reconciliation compares a vendor’s invoice with the rate, billing cycle and return date on the rental.
- Sweep for what was never listed. A rental nobody recorded won’t show on any job — here is how to find forgotten rental equipment across your jobsites.
Field verification
Field verification: confirm on site that a rental is still needed
The office knows the billing date. The field knows whether the machine is still working. Field verification, on the Contractor and Pro plans, connects the two before the next billing cycle.
The office asks
An owner or office manager picks a rental and asks one or more team members whether it is still needed.
The field answers on site
The request shows up in each person’s “Your checks” list in the app. They answer from the jobsite, on their phone.
One answer, on the record
The first answer is recorded on the rental with who gave it and when, and the request closes for everyone else.
A request that is still waiting can be sent to different people or cancelled by an owner or office manager. The answer feeds the next step: KEEP the rental, or request off-rent and follow it through to the return.
Team size
Plans by team size
Starter covers up to 3 users, Contractor up to 10 and Pro up to 25. Every plan includes the same core rental tracking; Contractor adds field verification, exports and invoice reconciliation, and Pro adds reporting and multi-location views. Compare the plans.
Common questions
Do field crews need a computer?
No. Field users can do their part entirely from the iOS or Android app — add rentals, scan agreements, and mark rentals KEEP or OFF-RENT.
Can the office see what the field decided?
Yes. Everyone works from the same rentals, and every status change is recorded with who made it and when.
Can we separate rentals by office or region?
Yes, on the Pro plan. Locations group rentals by office or region, with exposure, upcoming rollovers and review items per location.
How do I see which rentals are active on each jobsite?
Rentals are organized by project. Open a project to see every rental still on rent on that site, what each one costs and when it bills next. Returned rentals stay in history.
What is field verification for rental equipment?
It is a request from the office to people on site asking whether a rental is still needed. On the Contractor and Pro plans, the request appears in each person’s checks in the app, and the first answer is recorded on the rental and closes the request for everyone else.
Keep reading
Related
Equipment rental tracking software
The rental record behind every machine: vendor, job, rate, cycle and agreement.
Track rented equipment →Multi-vendor rental tracking
Rentals from every rental company on one list, without a portal for each.
Track every vendor →Temporary jobsite services tracking
Dumpsters, toilets, containers and fencing that keep billing every cycle.
Track temporary services →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 →Rental tracking spreadsheet alternative
What a spreadsheet handles, where it stops, and how to import the one you have.
Compare with a spreadsheet →Put the field and the office on the same rental list
30 days free, no credit card required. New trials include Pro features for the full 30 days. Plans start at $59/month after that.