How it works
How Rental Leak Works: From the Jobsite to Closeout
A rental lands on the job. Rental Leak starts tracking it — whether or not anyone has the agreement in hand — watches the billing clock, keeps the keep-or-return decision in front of the crew, checks the vendor’s invoice and makes sure nothing is still billing when the job closes.
Add the rental
Scan it, upload it, type it in or import a list.
Confirm the details
Check the rate, billing period and start date.
Watch the clock
See every rollover coming and what it will cost.
Decide
KEEP it, call it off, transfer it or mark it returned.
Review the bill
Compare the vendor invoice with the rental’s history.
Close the job
Clear the punch list and close out with nothing left billing.
1 · Add the rental
Start however you have the information
Paperwork in hand or not, the rental can be tracked today. Equipment and temporary jobsite services — dumpsters, toilets, fencing, trailers — go in the same way.
Scan an agreement
Photograph the rental agreement with your phone — up to five pages — and Rental Leak reads the details for you.
Upload photos or a PDF
Use agreement photos you already have, or the PDF the vendor emailed (up to 10 MB). The original stays attached to the rental.
Quick Add
No paperwork handy? Type in what it is, the start date, the rate and the billing period, and start tracking it straight away.
Import rentals
Moving off a spreadsheet? Bring your existing rental list in from Excel or CSV and check every row before anything is added.
Field users add and scan rentals right from their home screen, on a phone or in a browser; the office adds them from Rentals or from any project. Importing a spreadsheet is done in the web app by an Owner / Admin or Office / Manager. Reading a document is a shortcut, not a requirement — and it is only ever a suggestion (see rental agreement tracking).
Confirm the details
However it came in, a rental is only added when someone presses ADD RENTAL, and only once it has the four things billing depends on: what it is, the start date, the rate and the billing period — daily, weekly, 28-day or monthly. The billing period is never picked for you. Vendor and project can be left blank and filled in later.
When the details came from a scan or upload, each one Rental Leak read is shown as Suggested for you to accept or correct. It never fills in a value it didn’t read.
Watch the clock
One billing engine anchors to the start date and projects the next charge and every rollover after it. Home shows what is at risk today, what bills in the next 7 days and the next 30 days if nothing changes, and the iOS and Android apps send rollover reminders 3 days before, 1 day before and on the day. Every rental sits on its project, so the field and the office see the same rental list.
Decide: keep it, call it off, move it or return it
The crew answers on their phone. KEEP records that the rental was checked today — billing dates don’t change. On the Contractor and Pro plans the office can also ask the field whether a rental is still needed.
Off-rent requested is an internal note that the rental should come off rent; it keeps billing and stays under Needs follow-up until it is returned. Rental Leak never contacts the vendor on its own: if the vendor has an email on file you can send an Off-Rent Notice after confirming exactly who it goes to, call from your phone, or record that the vendor was already told.
A rental moving to another job is transferred as one continuous rental (Contractor and Pro). Mark returned with the day it was actually picked up — the only step that stops the cost (off-rent and return tracking).
Review the bill Contractor & Pro
When the vendor’s invoice arrives, compare it with the rate, billing period and return date on record. Rental Leak flags a possible billing difference — it never accuses a vendor — and it points out an invoice that bills past the date on a pickup ticket attached to the rental. A reviewed invoice can go to QuickBooks Online as a Bill (see how rental invoices fit into QuickBooks).
Close the job
The Punch List tracks the items to fix before the work is done. Project closeout then lists the rentals and temporary services still billing, the equipment still assigned, open punch items and invoices to review, with the charges scheduled in the next 30 days — so the project closes with nothing left on rent by accident, and a closeout summary to keep.
Alongside the rentals
The same projects carry the rest of the job
Each project has its own tasks, for action items with a person and a due date, and a daily log of work, crews, weather, deliveries and delays, where rental activity appears by itself. Delivery and pickup tickets and receipts attach to the rental they belong to. Equipment shows what you rent and what you own on one screen (construction equipment management). All of that is on every plan, and on the Contractor and Pro plans a project can carry a rental budget and forecast.
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:
- No default billing period. A rental can’t be added until someone chooses daily, weekly, 28-day or monthly.
- Rate or billing period not confirmed? The rental shows Needs review, with no dollar amount and no reminder.
- The start date is set once. 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”. On Pro, Rental Value is always an estimate of rollover exposure avoided, never money saved.
Reading a document 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 tracking
Everything Rental Leak does for rentals, from the first day to the invoice.
See rental tracking →Agreement scanning
Photos or a PDF, read for you and kept attached to the rental.
Track rental agreements →Rollover alerts
Daily, weekly, 28-day and monthly rollover dates, with reminders before each one.
Track billing cycles →Off-rent and returns
KEEP, off-rent requested and returned, each recorded with who and when.
Track off-rent requests →Invoice review
Compare each vendor invoice with the rate, cycle and return date on record.
Reconcile rental invoices →Tasks
Action items by project, each with one person, a due date and a history.
See tasks →Daily Log
Work, crew, weather, deliveries, delays and photos by project and day.
See the Daily Log →Punch List
Items to fix on site, with photos, from open to ready for review to complete.
See the Punch List →Project closeout
Close a job without rentals, equipment or invoices left hanging.
See project closeout →See it on your own rentals
Create your account, add one rental — scan it or type it in — and watch the clock start.