Review fuel, damage, service, and usage charges
Published 2026-09-30 · Updated 2026-09-30
Capture real condition and usage evidence, resolve readiness work, then review any fuel, service, cleaning, or usage charge before billing.
Before you start.
- Have the rental, returned equipment, inspection evidence, and agreed charging rules.
- Owner or Dispatcher handles customer billing decisions.
Steps.
Record condition and usage
Take me there →Capture the actual return meter, fuel level, damage description, and supporting photos in return or inspection. Compare meter evidence with checkout and included usage. Record only fields applicable to the equipment; an hours meter is not a mileage reading.
Resolve operational follow-up
Take me there →Use the inspection’s follow-up and Service work order for repairs or other blockers. Record actual fuel recovery or an offered operational waiver. Cleaning, fueling, and service must be resolved before certifying readiness.
Review charges before adding them
Take me there →An Owner or Dispatcher opens Billing > Services. Review the source, rate, quantity, evidence, and any waived or needs-review state. Use Add to draft for eligible service charges or Add to invoice for fuel recovery, then review and approve the invoice separately.
warning
An inspection finding, operational waiver, or meter reading is not customer debt. Review the agreed charge or billing waiver; readiness and billing decisions are separate.
Common problems and recovery.
A service or fuel charge is missing from the invoice.
Check source completion, billable state, existing invoice links, and review warnings before adding it again.
The unit is ready but a charge still needs review.
Finish billing review without changing the recorded repair or receipt. Ask the billing owner to handle any disputed or waived charge.
Continue in EquipFlow.
Open the product to do the work, or contact support if the saved information does not match what this article describes.
Last reviewed 2026-09-30 against EquipFlow product commit c0ec0c7b7.