How it works
From the field to the invoice, on one clock
RentalLeak follows a rental from the moment it lands on the jobsite to the moment the vendor’s invoice is checked and paid. Here is the whole workflow.
Add rental
Start a rental in seconds from your phone or a desktop browser. One rental = one agreement.
Scan or upload
Photograph the agreement (up to five pages) or upload a single PDF, up to 10 MB. The original is kept so you can open it later.
Review
RentalLeak reads the vendor, equipment, rate, billing period, PO and dates and shows you each field as Suggested. It never invents a value it didn’t read.
Confirm
You accept or correct each field. Anything unconfirmed — especially the rate, the billing period and the start date — stays marked Needs review. RentalLeak will not show a dollar figure or send a reminder for a rental until its billing is confirmed.
Track
One billing engine anchors to the start date and projects the next charge and every rollover after it — daily, weekly, 28-day or monthly. The start date is set once and never moves.
Alert
Reminders fire 3 days before a rollover, 1 day before, and on the day. A rental that still needs review is skipped — no misleading alerts.
KEEP or OFF-RENT REQUESTED
The crew answers on their phone. KEEP resets the clock to the next cycle. Off-rent requested records the date and time you asked the vendor to stop billing.
Returned / closeout
Mark the rental returned. RentalLeak can show an estimated avoided cost — clearly labelled, and only when it assumes the vendor honoured the off-rent date.
Reconcile the invoice Pro
When the vendor’s bill arrives, compare it against your confirmed terms: expected vs. billed vs. result. RentalLeak flags a possible billing difference — it never accuses a vendor.
The rule that runs through all of it
RentalLeak never guesses a financial fact
Money is only as good as the number behind it. RentalLeak is built so that a figure you see is a figure you can trust:
- Rate not confirmed? No dollar amount is shown for that rental, and no reminder is scheduled.
- Billing period not confirmed? The rental stays in Needs review until you pick one — there is no default period.
- Start date not confirmed? 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”.
Extraction 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 RentalLeak bills against.
See it on your own rentals
Start free, scan one agreement, and watch the clock start.