Keep the contractor account, site, and rental connected.
Contractor rental is job-site driven. Equipment moves as work opens and closes, purchase orders matter to billing, and delivery windows matter to the crew waiting on site. EquipFlow keeps the customer, site, rental, assigned unit, dispatch work, return, and invoice connected without pretending to be construction ERP.
Looking for the broader industry page? See how EquipFlow approaches construction equipment rental software.
Guided data import. $0 setup fee.
Twenty minutes on a call is enough to scope the migration.
One contractor account, several active sites.
A general contractor may have several active delivery sites, each with different contacts and purchase-order instructions. EquipFlow keeps those site records under the customer account, then carries the selected site and PO context on the rental that dispatch and billing use.
This is operational context, not a construction-project ledger. EquipFlow does not add schedules, budgets, retainage, or progress draws to the contractor’s project. It keeps the rental-yard handoff clear when the billing address and delivery site are not the same place.
The dispatch handoff stays with the rental.
The dispatch board organizes delivery, pickup, and transfer legs for the selected operating scope and day. Each movement identifies the affected equipment, destination, assigned driver, time window, notes, and proof. Unit swaps preserve assignment history instead of rewriting the rental as if the first unit never went out.
Assignments and overlapping commitments stay visible. A unit that is on rent, in transit, returned-but-not-ready, or blocked by service work does not silently appear as an ordinary rent-ready choice for the next job.
Site and purchase-order context for billing.
The rental records the customer, delivery site, and purchase-order context alongside its equipment and rate terms. That gives the dispatcher and bookkeeper the same source record without claiming a project tag or project-level A/R view that EquipFlow does not provide.
Invoices are built from the rental record and its billing periods, rates, fees, and tax context. The bookkeeper reviews the draft rather than rebuilding the rental from driver notes and a separate rate sheet. Progress draws, retainage, and construction pay applications remain outside EquipFlow.
Full detail on billing at the billing module page.
MSA overrides for repeat contractors.
Large GCs negotiate fleet-rate cards — a negotiated rate per equipment class that applies to every rental under that account. EquipFlow tracks those as MSA overrides on the customer record. The dispatcher quotes the right rate without looking it up. The bookkeeper closes month-end without rebuilding rates.
Inspections and damage handling.
Off-rent, physical return, inspection, and rent-ready release are separate steps. A unit can come off rent before it is back in the yard. Once it is received, staff can complete the return checklist in a mobile browser with condition notes, photos, meter or fuel readings where relevant, and any issues that need follow-up.
Inspection findings stay connected to the unit and rental. A structured damage finding can create a draft rental charge or a maintenance work order, while readiness controls keep unresolved damage from silently returning to available status. Full detail on the inspections module page.
QuickBooks Online integration.
EquipFlow can post approved invoices and payments to QuickBooks Online. Webhook updates reconcile records that are already linked between the two systems; EquipFlow does not claim to import an arbitrary payment recorded only in QuickBooks. Full detail on the QuickBooks integration page.
See the contractor-account handoff on a real rental.
A 20-minute demo can follow one contractor account from site and purchase-order context through the rental, dispatch board, return, and invoice. It is enough to identify fit and surface any project-accounting requirement EquipFlow does not cover.
Book a demo →What you give up.
A few things EquipFlow does not do. Contractor yards should know them before switching.
No construction-project accounting.
EquipFlow does not manage a contractor’s project schedule, budget, progress draws, retainage, subcontractor commitments, or construction pay applications. It records the rental-yard facts needed to deliver, recover, and bill equipment.
Fleet-first, not a counter POS.
EquipFlow can represent individually tracked rentable units, including smaller assets. It does not provide a counter point of sale, barcode-driven bulk stock, replenishment, or kit and accessory inventory. Read the candid tool rental software fit review if those workflows matter to your yard.
No public customer-facing storefront.
There is no online storefront where customers can browse availability and book rentals themselves. Invited customer contacts can sign in to a scoped portal to view their quotes, rentals, and invoices and upload a COI, but the portal does not accept self-service rental bookings. If ecommerce is a hard requirement, EquipFlow is not the right fit today.
Pricing.
EquipFlow is $749 per yard per month, or $7,200 per yard paid upfront annually. Both options include unlimited seats, every module, guided catalog and customer-history import, and a $0 setup fee. See pricing.
Rental King is the first yard on EquipFlow — a 24/7 Permian Basin oilfield operation that proves the product under demanding dispatch, billing, and inspection conditions. See how they run it →
What contractor yards ask before they switch.
“Can we keep job-site and purchase-order context on a rental?”
Yes. A contractor account can have multiple site records, and the rental carries its delivery site and purchase-order context. EquipFlow does not provide a separate construction-project ledger or A/R-by-project report.
“Does EquipFlow manage construction progress draws?”
No. EquipFlow builds rental invoices from the rental record and its billing periods, rates, fees, and tax context. It does not include a progress-draw, retainage, or construction pay-application engine.
“Can one contractor account have multiple delivery sites?”
Yes. Customer accounts can hold multiple site records, while each rental keeps the delivery-site and purchase-order details needed by dispatch and billing. Confirm any required invoice grouping during a demo; EquipFlow does not promise arbitrary project rollups.
“Can a GC's project manager see what is on rent for their project without giving them a full login?”
Not without signing in. Invited customer contacts can use a scoped portal with read-only access to their quotes, rentals, and invoices, plus COI upload. The portal does not publish availability or accept self-service rental bookings.
“How do we handle returns when a unit gets transferred mid-project to another site?”
Dispatch supports delivery, pickup, and transfer work, while unit assignments preserve the rental history. A move does not erase the outgoing assignment or the equipment's custody trail. Bring unusual cross-site billing rules to the demo so they can be scoped against the actual workflow.
“Does it integrate with construction management software like Procore or Buildertrend?”
Not with a pre-built connector today. EquipFlow connects directly to QuickBooks Online. If a construction-management integration is a hard requirement, bring it to the demo and we will give you an honest read on fit.
Ready to see what it looks like on your yard?
Bring your fleet count, the number of active delivery sites your top customers run, and the purchase-order rules billing has to preserve. Twenty minutes is enough to follow the rental through dispatch and invoicing and give you an honest read on fit.
Book a demo →Stay in the loop
Contractor yard ops notes, once a week.
Operator-written. Covers dispatch, contractor accounts, billing handoffs, and what we ship.