How it works.
From the invoices in your inbox to a letter you can send. The free audit covers the last 3 months of invoices from one rental company.
- 01
Sign in
Enter your work email. The first time, we send a one-time link and you create a password.
- 02
Send invoices from one rental company
Forward the invoices or upload the PDFs. We do not log in to a rental company's portal for you.
- 03
Enter your terms once
For each rental company: the rates by equipment class, the protection plan, the environmental fee, delivery and pickup, your tax exemption and the dispute period. Each term is entered with the document, the clause and the date it comes from. We ask for what a check needs and you do not have to guess.
- 04
Keep your off-rent log
Record the date and the confirmation or pick-up number each time you take equipment off rent, and attach the proof if you have it. Where the rental company charges until the equipment is returned, record the return document with its date and number. An entry with neither a number nor a file gives a question to you, not a difference.
- 05
You get a report
A table of your invoices with one verdict each. For every difference: the invoice line, the document and clause it contradicts, the amount and one sentence of explanation.
- 06
You send the letter
For the differences you accept, we prepare a letter from your company asking the rental company for a credit. You add your name and send it.
The free audit.
The free audit covers the last 3 months of invoices from one rental company.
- The audit starts with the first invoice that charges rent, from one rental company, dated in the 3 months before the day it is read; the 3 months count back from that day.
- You choose the rental company before the audit starts. If you have not chosen, it is the company of that first invoice.
- Invoices dated outside that window, older or later, and invoices of another rental company wait for a subscription: they are kept, and checked when you subscribe.
- Without a subscription you can hand in up to 1,000 files in all.
Taking equipment off rent.
We write the notice. You send it, so the notice comes from you and the proof is yours.
- To take equipment off rent by email, we prepare the text and open it in your own mail; you send it from your address.
- We keep, as your proof, the date, the confirmation number, who it went to and a copy of what you sent, which you attach.
- If you telephone the rental company instead, you record the date, the time, whom you spoke to and the Pick-Up Number.
What the checks rest on.
Rental terms differ from one company to another, so your own contract decides. In general, and no more than this:
- A rental line is priced by a table of rates printed on the contract and on the invoice: a day rate, a week rate and a four-week rate.
- A protection plan (called RPP, LDW or damage waiver) is a line of its own, and it can be declined in writing or replaced by your own insurance.
- Environmental fees, and the limits on them, differ from one rental company and one contract to another: a contract may waive the fee, cap it, or leave the standard terms.
- Delivery and pickup are billed as lines of their own.
- Some rental terms give only a short time, for example 15 days from receiving the invoice, to dispute an amount in writing.
- Some rental terms stop the charge from the date of the pick-up number you were given when you asked for the equipment to be taken off rent.
- Other rental terms charge rent until the equipment is returned, and ask you to confirm its return receipt at the time of the return.
What we check.
Eight checks. A check reports a difference only on evidence in your documents or on the invoice itself; where the evidence is missing it asks you.
| Check | Compares | Reported when | Rests on |
|---|---|---|---|
| R1Rate step | The charge on a rental line against the lowest-cost combination of the day, week and four-week rates printed on that line, for the same number of days. | The line prints rates for two periods or more, its amount is a whole number of those rates (for example, nine days at the day rate), and a lower-cost combination of the same rates covers the same days: the difference is the amount. When the line may include a minimum rental term, an extra shift or more than one unit, or its amount is no such combination, we ask you. | The numbers printed on the invoice. |
| R2Protection plan | A protection line (RPP, LDW, damage waiver and similar) against what you told us: declined in writing, your own insurance, accepted at a percentage of the contract, or the standard terms. | You declined the plan in writing, in effect on or before the first day of the earliest rental on the invoice: the whole line. Your own insurance: the whole line only when your certificate names its first and its last day and covers every rental period on the invoice; otherwise we ask you. Accepted at a contract percentage: the part above that percentage of the rent and the other charges on the invoice, the largest amount it could be taken of, with one cent of tolerance per line. | Your contract or certificate, with its dates. |
| R3Environmental fee | An environmental or similar percentage fee against your contract: waived, capped at a percentage with a limit per invoice, or the standard terms. | Waived: the whole line. Capped: the part above your limit, the lower of your percentage of the rent and the other charges on the invoice and your cap per invoice. Standard terms: nothing is reported. | Your contract. |
| R4Rental after off-rent | The period charged on a rental line against your off-rent log for the same unit: the day the rent stopped, with the confirmation or pick-up number you were given, or the return document. | What stops the rent depends on the rental company: an off-rent request with a confirmation or pick-up number, or the return of the equipment shown by a return document. Days charged after that day are the difference. We ask you instead when the entry has neither a number nor a file, when only the off-rent request is logged but the rental company charges until the return, when we do not know what stops the rent at that rental company, or when the period starts on or after that day and the invoice and the entry share no contract number. A question is not a difference. | Your off-rent log. |
| R5Rate against your contract | The rates of a rental line against the rates you entered for the same equipment class, valid on the first day of the period. Classes are matched by the class code as printed, not by the name of the machine. | The line prints its own rates and is charged more than the lowest-cost combination of your contract's day, week and four-week rates for the same days. A minimum printed on the invoice is not disputed. We ask you instead when the line prints no rate (its amount may hold more than rent), when the period runs past the last day of your rates, or when the line may include a minimum rental term, an extra shift or more than one unit. A class that is not in your contract is not compared. | Your contract or rate sheet. |
| R6Delivery and pickup | Delivery and pickup lines against your contract: included, a fixed amount one way, or the standard terms. | Included: the whole lines. A fixed amount one way: the part of each line above that amount for each trip, only when you confirmed that your agreement allows no mileage charge on top; without that we ask you. A line with no quantity that comes to two one-way amounts or more may be two trips: we ask you. A second delivery line (or pickup line) for the same unit on one invoice is a question to you, not a difference. | Your contract. |
| R7Sales tax | The tax on the invoice against your sales tax exemption certificate: the states it covers and the dates it is valid. | The certificate covers the state of the job and the date of the invoice, tax is charged, and you confirmed both that you gave the certificate to this rental company on or before the invoice date and that it covers all your purchases in that state, not one job: the sales and use tax is the difference. Without both confirmations, or when the state of the job cannot be read, we ask you. | Your exemption certificate and your two confirmations. |
| R8Duplicates | Each invoice against your other invoices from the same rental company. | A second copy of the same invoice (the same number, total and lines) is no difference: it is listed apart as received twice, so that it is not paid twice, and no letter is prepared for it. The same number with another total or other lines is a question. The same unit, period and amount under the same rental contract on an invoice with another number: a difference on the later one. An overlap at another amount, with another or an unread contract number, or with a credit for that unit and period: a question to you. | Your other invoices. |
How days are counted. A period runs from its first day to its last day, both included, which is the count most favourable to the rental company. 28 days make four weeks, and a weekly or four-week rate is not split into parts. A line whose rates cannot be read from the invoice gets "needs data".
When a difference becomes a question. A difference the rental company may already have corrected is asked about, not reported: a credit line on the invoice or a line whose amount could not be read, a discount or credit in the totals (a total below the sum of the lines), a credit document or a later invoice for the same unit and days, or another invoice with the same number and a different total. An invoice whose total is not printed or not read holds every difference as a question, because nothing keeps the differences below the total.
Five verdicts.
Every invoice gets exactly one.
| Verdict | What it means |
|---|---|
| Difference found | At least one check found a difference. The report shows the invoice line, the document, the amount and the basis. |
| Needs data | A check could not be decided because a document, a value or an answer of yours is missing, or a value was not read with certainty. We ask you. This is not a difference. |
| Nothing found | Everything that could be checked was checked and agrees. |
| Received twice | A second copy of an invoice already received. It is not checked again, its total is listed apart so that it is not paid twice, and no letter is prepared. |
| Out of scope | Every line was read and none is rent or a rental fee, or the total is zero, or below zero as on a credit memo. Nothing is checked or asked. |
The summary keeps three amounts apart: differences found while the dispute window is open, differences whose window has passed, and differences whose window is not known. Questions to you are listed on their own. A second copy of an invoice is a line of its own, with its total and the note "Received twice: do not pay the second copy."
The dispute window and the letter.
The window comes from your contract or, where it says nothing, from the standard terms of the rental company when we know them. It is counted from the day you received the invoice, or from the invoice date when the day received is not known, which is the more careful way. It is shown as open, closing (five days or fewer left), passed, or unknown.
- The letter is written from your company to the rental company. It gives the invoice number and, when the invoice prints one, the contract number, a table of the lines (charged, should be, difference, and the document and clause it rests on), the total, and the request for a credit memo. The letter makes no promise and cites no law: its basis is your contract and the numbers on the invoice.
- If the window has passed, the letter asks for the credit as a goodwill gesture. The letter never mentions the window.
- If the name of the customer on an invoice matches none of your company names, or could not be read, no letter is prepared until you confirm that the invoice is yours.
- If there is no difference on an invoice, or the invoice is a second copy, there is no letter.
What is not checked.
- Later checks. Minimum rental period, fuel, washing and repair, rental after the end of a job, and a higher equipment class than the one ordered. They need documents this version does not keep, such as a return report, the closing date of a job or your order. We may ask you about them; we report no amount.
- Your contract. We do not read your contract for you. You enter its terms, each with the document, clause and date it comes from.
- Notices to the rental company. We do not send off-rent notices on your behalf, and we do not contact the rental company. We prepare the text, and you send it from your own mail.
- Credits you receive. A credit memo is laid on a request you have sent, by the invoice number and the unit. A credit without an invoice number is not guessed; where it may already cover a difference, we ask you instead of reporting it.
- Scans. A scan or a photo of an invoice has no text to read, and we do not read pictures: such an invoice gets questions to you, not differences.
- The outcome. We cannot promise what a rental company answers.