Equipment rental
Rentals billed at the right rate, every month they stay out
Dispatch keeps your rental fleet, your customers' rates and every rental job in one place. Short rentals are invoiced when the unit comes back. Long ones bill on a schedule, so nobody has to remember which excavator has been out since March.
The yard sheet and the invoice disagree.
A loader goes out on a Thursday. The delivery is written on a whiteboard, the rate is whatever the counter quoted on the phone, and the damage waiver is something somebody meant to add. When it comes back, someone has to piece the rental together before it can be billed.
Long rentals are worse. A unit out for three months needs three invoices, and if one month is missed, nobody notices until the customer has already paid what they thought they owed.
How Dispatch handles it
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Your fleet, priced
Excavators, loaders, skid steers, compactors and trailers go in the catalog with a day, hourly or flat rate. Delivery, pickup and damage waiver go in as items too.
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Contractor rates kept
Your regular contractors get their own rate on any unit. It fills in on quotes and rental tickets for them, and dispatchers can be required to get approval before changing it.
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Quotes approved online
Send a quote as a PDF with a link. The customer accepts it online and the quote turns into the rental job with every line already filled in.
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Monthly billing on its own
Set up a recurring invoice for a long rental, weekly, monthly or on another schedule. Dispatch creates each invoice on time and sends it, or holds it as a draft for you to check.
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Condition photos at the door
Whoever delivers or picks up the unit takes photos from their phone. They are saved to the rental ticket, so a damage conversation starts with pictures, not memories.
How it works
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Quote the rental
Pick the units, delivery and waiver. The customer's rates fill in, and they approve online.
- 2
Book the delivery
The accepted quote becomes a job on the schedule. The driver gets a text with the details.
- 3
Deliver and pick up
Photos of the unit go on the ticket at drop off and at return.
- 4
Invoice or schedule
Invoice a short rental when it comes back. For a long one, set a recurring invoice and let it run.
Fair questions.
Does Dispatch show which units are available right now?
Not as a fleet availability board today. Each rental is a job with its units listed on it, so you can see what is out and for which customer. If live availability is a must for you, tell us on the demo call.
Can we charge by the day for some units and by the hour for others?
Yes. Every item in the catalog has its own billing unit, and quantities take decimals, so half days and partial hours bill exactly.
How does monthly billing work for long rentals?
You set up a recurring invoice with the lines, the frequency and a start and end date. Dispatch generates each invoice on schedule and either sends it or leaves it as a draft. You can pause it the day the unit comes back.
Can customers pay by card?
Yes. Every emailed invoice has a link where the customer can pay by card, and overdue invoices get automatic reminders.
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See it yourself.
Start a free trial set up with your own jobs and rates. It begins with a 20-minute call, and you will be talking to a founder.
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