Rentals
Oilfield equipment rental software
Rental equipment goes out on a whiteboard date somebody wiped. It comes back on a date nobody wrote down. The invoice gets built from memory, so it comes out low. Iron Dispatch counts the days each unit was actually out and bills them at your day, week, two-week and 30-day rates. And you see what is still out before you close the month.
All your equipment in one picture: what is broken, what is in your yard (where you keep equipment and trucks), and what is out earning money. Example data
Where the money goes
Rental days are the easiest money to lose.
On paper
On Iron Dispatch
Your rates
Set four rates once. The math stops being a monthly argument.
Give each unit a day, week, two-week and 30-day rate. When the customer is done with it, the app covers the days it was out with the lowest-cost mix of those rates. That is how you would work it out on paper, if you had time to do it for every unit, every time.
A unit out 40 days at $100 a day, $500 a week and $1,800 for 30 days bills as 30 days + 7 days + 3 days = $2,600. Charged by the day, it would be $4,000, which is not what the customer agreed to. It works the other way too. Six days with a $500 week costs the customer the week, not six days at $100, because that is the deal.
40 days out · billed
$2,600
Example data
What you get
Every unit, every day it was out, every dollar it earned.
Every unit you own: where it is, how long it has been there, and how much it has built up in rental charges so far.
- Rental days start at delivery — a unit goes out on a job and the count starts there. Nobody writes the date on a whiteboard.
- What is still out, and what it has built up — a running list of every unit out right now and the charges since it left. You see it before you build the invoice, not after.
- A swap does not restart the rental — pull a unit, put its replacement in its place, and it stays one rental. That is what the customer agreed to.
- Pickup tickets prove the return date — the driver records the pickup on the phone with a photo. The day rental charges stopped is a record, not a recollection.
- Different rates per customer — a customer who agreed to different week and 30-day rates is billed at those rates.
- More than one yard Command — units, crews and jobs kept straight across separate yards or separate companies.
What each unit earned and where it came from. This is money earned, not cash collected. None of it is in the bank until you build and send the invoice. Example data
Rental billing
Rental billing, from delivery to pickup.
Busy season is where rental billing goes wrong. Units go out fast and get swapped when one breaks. Some get refueled every few days. And the customer at the well site (the drilling pad) decides when they are done with a unit, not your truck’s schedule. Iron Dispatch keeps all of that on one line per unit.
- The delivery ticket starts the count — the driver taps Delivered at the well site. The ticket is made with the photo, and the count starts that day.
- A swap is the same rental — BSG-H11 out 12 days, swapped for BSG-H14, 11 more: one line of 23 days at the rate the customer earned. Not two rentals that each start over at the day rate.
- Fuel for the unit goes on the same invoice — with the Fuel Operations add-on, each fill of a fuel-burning unit at that well site is recorded against it and billed beside the days.
- The pickup ticket marks the return date — or, if the customer says they were done earlier, stop the charges on the date you choose, with the reason on file.
- Rush deliveries are dispatched like any other job — a rush unit goes on the driver’s phone and makes its delivery ticket when it arrives. The count starts that day, and the round-trip travel bills at your rates on the same invoice.
23 days · 3 weeks + 2 days
$1,700
Example data
Rental tracking
From the yard to the well site and back, one step at a time.
In the yard
Available on the equipment list, with its rates, its serial number and its service history.
On the dispatch board
Assigned to a delivery. It shows on the driver’s phone right away, and the office can see when it got there.
Rented out
The driver taps Delivered at the well site. The ticket is made and the days start counting. It shows on the “out there” list with the charges built up so far.
Swapped
The replacement takes over the same rental. Nothing restarts.
Picked up
The driver taps Picked up. The pickup ticket carries the photo and the return date. The days stop.
Back in the yard — or in the shop
Available again, or flagged Needs service so nobody sends it out broken. Either way, the unit keeps its record of where it has been.
What you can rent through it
Anything you deliver to a well site and pick up later.
A rental unit is anything with rental rates and a location. The app does not care what it is. Companies in this business rent heaters, generators, light towers, fuel tanks, water and storage tanks, air compressors, pumps, hoses, pipe racks and valve assemblies, spill containment, ground mats for heavy equipment, crew and office trailers, and shipping containers. Every one of those is a unit, a delivery ticket, a day count and a pickup ticket in the same system.
With the Fuel Operations add-on, fuel-burning units get one more thing. Each fill is recorded against the same site and goes on the same invoice as the days.
Getting started
Set the rates, record the moves, build the invoice.
Set the rates
Add your units from a spreadsheet or by hand, and set the four rates on each. Add different rates for customers who have their own deals.
Run one week on it
Drivers tap Delivered and Picked up on the phone. That starts and stops the count, with photos on the tickets.
Build the invoice
The days, the rate and the tickets are already on it. Once QuickBooks Online is connected, approved invoices go across with one button.
Questions
Questions rental companies ask first.
What happens to the rental when we swap a unit out?
The customer says they were done with it before our truck got there. Now what?
Can two customers have different rates for the same unit?
What if a unit goes out with no rate set?
Plans
Rentals are included in every plan.
Rentals, the four rates, different rates per customer and the list of what is not billed yet are all in the base plan. More than one yard comes with Command. Either way it is one flat price for the company, never per user and never a percentage of what you invoice.
The same app sends out the crews and trucks that deliver and pick up the equipment. A unit that comes back needing work shows up on the shop’s work board, with the photos from the well site already on it.
See it with your own units and your own rates.
Bring your rate sheet and your unit list. We will show you a month counted from the record, and tell you honestly whether it fits. Free for 14 days, no card.