Rental software for the yard that runs general contractors.

Contractor rental is project-driven. Equipment moves from one job site to the next as projects open and close, billing follows POs and project milestones, and the dispatcher spends half the day coordinating delivery windows with project managers. EquipFlow is built for that workflow.

Contractor rental looks like this.

A GC running three job sites has a telehandler on the first site, a scissor lift and a generator on the second, and a manlift going to the third next Tuesday. One project is winding down — the GC wants to keep the compressor another two weeks and return everything else. Another project is starting — they need two light towers by Thursday and a skid steer before the concrete pour on Friday.

The rentals are multi-week to multi-month. Equipment moves from site to site as project phases shift. GCs and subcontractors often run on separate billing structures — the GC gets the invoice, the sub directed the work. POs go to one address; equipment delivers to another. Billing follows the project, not the calendar.

The fleet that services this market is broad: telehandlers, scissor lifts, 40-foot and 60-foot manlifts, boom lifts, light towers, generators, skid steers, mini-excavators, plate compactors, trench boxes. The rentals are typically longer duration than oilfield and more predictable than plant-maintenance turnarounds.

The dispatcher’s day.

Most of the calls are about delivery windows. A project manager needs to know when the telehandler shows up because the framing crew is staged and waiting. Another GC wants to know if the 60-foot boom is available next week because their project schedule moved up. A sub is calling because the scissor lift on their site needs a swap — the battery is dead and they need a replacement by noon.

The dispatcher needs to see available units, confirm delivery windows, swap units between sites without losing the rental record, and track what is returning so she can promise availability to the next caller. That is the whole job.

Dispatch on one screen.

The driver-by-hour dispatch board shows every active rental, every driver, and every unit in one view. Swapping a unit between sites does not require closing and reopening the rental — you update the delivery site on the open record. The board shows units returning versus out versus flagged for service so you know what you can promise.

Double-booking prevention is built in. If a unit is already out on rent, it cannot be dispatched again without returning first.

Project-level billing.

Every rental can be tagged to a project or job number and a PO. When a customer runs three active job sites, the bookkeeper can pull A/R by project in one view — which sites are current, what is billed versus open, and what the aging looks like per job.

Invoices generate from the rental record. Rate, duration, delivery site, PO, tax jurisdiction based on where the equipment delivered — all of it is on the rental and flows into the invoice. The bookkeeper reviews it; she does not rebuild it from driver notes and a rate sheet.

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.

Return inspections are required before a unit comes off rent. The driver completes the checklist on a phone — required photo fields, condition notes, signature — before the rental closes. No app install required.

When a GC disputes damage from a unit that returned three weeks ago, the inspection record is on the rental: timestamped photos, completed checklist, driver signature. Chargebacks have evidence and disputes end faster. Full detail on the inspections module page.

QuickBooks Online integration.

EquipFlow connects to QuickBooks Online directly. Invoices post automatically when closed. Payments sync back. Aging stays current. Your bookkeeper keeps working in QuickBooks for accounting — they just stop manually entering invoice data. Full detail on the QuickBooks integration page.

Multi-site, multi-PO customers.

A customer where the PO goes to the GC’s main office and the equipment goes to three different job sites is a standard structure in EquipFlow. Site addresses, POs, and billing contacts are all separate fields on the customer record. The invoice goes to the right address; the delivery site drives the tax jurisdiction.

What you give up.

A few things EquipFlow does not do. Contractor yards should know them before switching.

No party-rental or small-tool SKUs.

EquipFlow is built for heavy-equipment rental, not point-of-rental party-rental or small-tool inventory. If your yard rents tents, tables, linens, or AV equipment alongside heavy iron, those SKUs will not fit the data model. That is a different product category (POR software). The dispatch and billing model assumes large, individually tracked units, not high-volume SKU rentals.

No public customer-facing storefront.

There is no online storefront where customers can browse availability and book rentals themselves. Contractor yards typically rent by phone and site visit — a dispatcher manages the availability conversation. If online self-serve booking is a hard requirement for your customer base, EquipFlow is not the right fit today.

Pricing.

One flat monthly fee per yard. Unlimited seats. No per-user billing, no module add-ons, no implementation fee. See pricing.