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Three Rental Reports to Boost Your Bottom Line

Tim Johnson Tim Johnson

By Tim Johnson, Director of Customer Care

When I managed a rental store out in Oceanside, California, my job boiled down to a single goal: boost our bottom line. Since those days, I’ve helped thousands of businesses use rental software to maximize profit. In this industry, even small wins can add up over the course of the year. In this blog post, I explore three reports or screens that any owner or manager should monitor on at least a daily basis. No matter what rental software you use, making a habit of “sealing leaks” can help you make sure your money stays where it should be—in your wallet.

>Inventory Price/Rate Overrides

Giving experienced employees the latitude to perform rate overrides is important. If your customer calls and says his machine stopped working after an hour of use, it would be the right thing to do for your employee to provide a discounted rate. While you don’t want to tighten up security so much your employees can’t do their jobs effectively, you also don’t want them to get carried away slashing rates. In my personal experience, I found that merely by asking my employees questions about overrides they had put through each week, they were 80% less likely to use them. Once your employees realize override reports are monitored regularly, they are likely only to provide discounts in situations when they are truly in the best interest of the business. 


Keeping up with delinquencies is a no-brainer, though many rental operators let overdue rentals slip through the cracks. It’s considerably easier to recover equipment if you contact the offending renter immediately. With each passing day, you are more likely to lose the equipment and have to say goodbye to an asset you are no longer making money on. Keeping track of delinquencies should be easy—the only part that can be time-consuming is following up with your customers. 

Delinquencies in InTempo Core

Delinquencies in InTempo Core


If you’ve subrented equipment, your profit margin is probably only in the ballpark of 20 to 30 percent. If you don’t keep close tabs on that equipment and return it just one day late, any profit you’ve made has already evaporated. Your rental software should make it easy for you to monitor subrentals, whether through reports or screens. Let’s say your customer rents a dozer that comes from XYZ Rentals. In your software, that piece of equipment will be tied to the contract. When that contract comes back, your system should inform you that you have subrental items that need to be returned to XYZ Rentals. It doesn’t take much effort and you can ensure subrentals remain profitable.

Unnecessary rate overrides, delinquencies, and overdue subrentals can add up over the course of the year and take a real toll on your bottom line. Through reports or dedicated screens, rental software makes it easy to spot issues and take preventative action. Email us if you’d like to see how some of these reports can help your rental business.  

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