Rental contracts and billing that run themselves.
Contracts generate and email on your own letterhead, an availability board shows what's free before you promise it, and overdue returns turn red on their own — so nothing goes out uncovered or comes back unbilled.
- Whole fleet on one availability timeline
- Overdue returns flag themselves
- Utilization reporting per machine
Rentals · Contract
Billing schedule
RC-2026-0092
Monthly · auto-billed
Insurance expires in 12 days
ReviewWho's out, who's free, and what's late.
The board is the home screen for Rentals. Every machine is a row, every rental is a bar across the days it's out, and the colors answer the question the rental desk asks all day.
A rental availability timeline. Unit X-2608 is on rent, L-1140 is overdue, E-0455 is free all week, and T-3312 has an upcoming booking.
How hard the fleet is actually working.
The utilization report covers a date range you choose and answers the question behind every fleet purchase: is this machine earning its keep?
Days
Days on rent per asset inside the range you pick.
%
Those days as a utilization percentage of the range.
Est. $
Estimated revenue from the asset's rates — labeled an estimate, because it is one.
From the handshake to the last invoice.
For the rental coordinator juggling active contracts and billing cycles who needs the system to flag the next invoice and the next expiring COI.
Contracts that build themselves
The contract assembles on your own letterhead and emails to the customer — no document to put together by hand.
Several machines, one contract
Add as many assets as the job needs, each with its own day, week, and month rates and its own out and return dates.
Delivery & pickup tracked
Haul charges and requested delivery dates live on the contract. If a haul cost isn't quoted yet, mark it TBD and the contract still saves.
Overdue returns turn red
The expected-return column goes red on an open contract past its date, the header counts how many are overdue, and a filter narrows the list to just those.
Insurance-expiry warnings
Get warned when a renter's coverage is about to lapse, before the equipment is out there exposed.
Recurring invoices
Invoices generate on the rental's billing cycle instead of being re-keyed every period, then flow into aging.
Closing a rental out.
A return is a real step, not just a status change — so the machine frees up and the last charges land before the contract closes.
Mark it returned, then Catch the last charges, then Bill what's left.
The whiteboard, replaced.
Most rental operations this size run on a whiteboard, a shared calendar, and somebody who knows where everything is.
| Today | On Calibrate |
|---|---|
| A whiteboard says what's out — and it's wrong by Tuesday. | An availability board shows what's on rent, what's due back, and what's free to promise. |
| A billing cycle gets missed and you eat the month. | The billing tracker flags the next cycle before it slips, and recurring invoices send themselves. |
| A machine leaves the yard on an expired COI. | Insurance expiry flags before the unit goes out. |
| Contracts are Word files nobody can find later. | Contracts generate on your letterhead, get signed on any device, and stay on the unit record. |
On rent by the end of the week.
- 1
Import your fleet
Load your units from a spreadsheet — serials, specs, and status — so the availability board reflects your real yard.
- 2
Set rates and numbering
Daily, weekly, and monthly rates on the unit, and your own contract numbering continuing from where you left off.
- 3
Write the first contract
Pick the machine, set the dates, send it for signature, and let the billing cycle run itself from there.
Common questions about rentals.
- How do I know which equipment is available to rent?
- The availability board is the home screen for Rentals. Every machine is a row and every rental is a bar across the days it's out, so you read the whole fleet on one timeline instead of opening contracts one at a time. A row with no bar in the window you're looking at is free to promise. Click a bar to open its contract, or the machine name to open the asset.
- Can I see which rentals are overdue?
- Yes, in two places. On the availability board, an overdue rental — past its expected return date with the machine not yet marked returned — shows in yellow. In the contracts list, the expected-return column turns red, the header shows a count of how many contracts are overdue, and an Overdue filter narrows the list to only those.
- Can one contract cover more than one machine?
- Yes. A contract starts with one machine as the common case, and you can add more on its Equipment tab afterward. Each machine on the contract carries its own day, week, and month rates and its own out and expected-return dates, and each line shows the make, model, serial, and rental length in days.
- How do I know how hard my fleet is working?
- The utilization report, under Rentals → Reports, shows each asset's days on rent across a date range you choose, that figure as a utilization percentage, how many contracts it appeared on, and an estimated revenue figure. Be aware the revenue column is explicitly an estimate calculated from the asset's rental rates for the days it was out, not from invoiced totals.
- Does a rental update the machine's status automatically?
- Yes. Putting a machine on a contract makes it read as On rent everywhere it appears in Calibrate, and marking it returned releases it. You don't maintain a separate availability list, which is what stops the classic problem of a spreadsheet and a website disagreeing about what's free.
- Does rental billing reach my accounting?
- Each rental ties to its customer and flows into invoices and aging with no re-entry. On the Plus plan, customers can pay those invoices online by card or ACH, and invoices, tax, and payments sync one-way into QuickBooks Online.
Every plan includes every module — they’re built to work together, so the record you need is already there.
See rentals in action.
It’s included on every plan, and pricing is published — so there’s nothing to pry out of us on a call.