Every piece of rented equipment is logged when it arrives on site. Each Monday, site managers confirm on WhatsApp what they still need, idle items get an off-rent request the same day, and AI checks every rental invoice against the on-rent and off-rent dates.
Typical results
≈2 days
From last use to off-rent request
Weekly
Keep or off-rent check on every site
100%
Rental invoices checked against on and off dates
Figures reflect typical results for this kind of automation.
The challenge
A contractor running six sites rents scissor lifts, generators, scaffolding and compactors from several rental companies. Once a task is done, nobody remembers to call the item off rent, so it sits idle for days or weeks while the bill keeps running. Rental invoices arrive in bulk and get paid without anyone checking the billed days.
Before and after
Billed rental days on idle equipment per month
−78%Days from last use to off-rent request
−78%Minutes checking each rental invoice
−85%The automation
Each rental is logged on delivery with the contract number, rate and a photo of the delivery ticket. Every Monday, site managers get a WhatsApp list of what is on rent and tap keep or off-rent per item, and they can open the same list any day. Each off-rent tap emails a call-off request to the rental company and records the date. AI compares every rental invoice with those dates and rates, and differences go to the project manager.
How it works
- 01
Rental logged on delivery
When rented equipment arrives, the site manager logs it on a phone form with the rental company, contract number, rate and a photo of the delivery ticket.
- 02
Monday keep or off-rent check
Every Monday at 7 AM, each site manager gets a WhatsApp list of the equipment on rent at that site and taps keep or off-rent per item. The list opens any day.
- 03
Call-off request sent
An off-rent tap emails the rental company a call-off request with the contract number and pickup address, and the register records the off-rent date.
- 04
Invoices checked by AI
AI reads each rental invoice and compares the billed days and rate with the on-rent and off-rent dates in the register for that contract.
- 05
Differences to the PM
Extra days or rate differences go to the project manager with the invoice, the register entry and a drafted dispute email to send or edit.
Starts from
- Delivery tickets on site
- Monday keep or off-rent
- Rental company invoices
Delivers
- Call-off request emailed
- Invoice days checked
- Differences to the PM
The impact
Idle equipment is called off rent about two days after its last use instead of nine, and billed days on idle equipment fall from around 45 a month to 10. Rental spend drops by about 12%, and every rental invoice is checked against real dates before payment.
Questions about this automation
What happens if a site manager ignores the Monday list?
Items without an answer by noon get a reminder, and anything still unanswered at the end of Tuesday goes to the project manager to decide. The register also shows how many days each item has been on rent, so long rentals stand out at a glance.
How are rental invoices checked?
AI reads the contract number, billed dates, days and rate from each invoice, whether it arrives as a PDF or a photo. Those are compared with the delivery and off-rent dates in the register. Matching invoices are marked ready to pay, and extra days or a different rate go to the project manager with a drafted dispute email.
What does it take to roll out?
It's a multi-step build, usually rolled out in stages. The rental register and the Monday WhatsApp check come first, using a list of what is on rent today, then off-rent emails and the invoice check follow. We need site manager numbers and each rental company's call-off email address.