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Equipment rentals

After the PO, the rental itself stays on the equipment request. Gearflow collects the rental agreement, records the check-in when the unit arrives and the call-off when the crew is done, and moves a rental to another job without a new quote.

#Why this exists

The rental does not end at the PO. The unit arrives, works for weeks, and goes back, and each step costs money if nobody records it. A unit that nobody calls off stays on rent. A rental agreement that nobody reads hides a delivery charge.

Gearflow keeps every step of the rental on the same equipment request: the rental agreement, the check-in photos and meter, the call-off and the vendor's pickup. The office sees what is on rent and since when, and the field records what it sees with a phone.

This page starts where Equipment requests ends: a vendor has the PO, and the request is Scheduled.

#Lifecycle

Scheduled → Pending check-in → Checked in → Pending call-off → Called off

On the Equipment list, the On rent tab holds Pending check-in and Checked in. Its date columns show Start and Days on rent.

#Rental agreements

A rental agreement is the vendor's contract for the unit. Gearflow reads it, shows you what it says, and lets you approve it.

#How an agreement gets to the request

When a rental agreement comes in, Gearflow copies its unit number, serial number and start date onto the request, and the request goes to Pending check-in. An agreement that comes by email does this only when that vendor already has a PO; else it waits for your review.

#Review the agreement

On the vendor's card in Sourcing, a rental agreement that needs a PO shows Needs PO and Review and approve. The sheet Review rental agreement shows what Gearflow read: the vendor, the equipment, the serial number, the unit number, the license plate, the meter, the rental period, the total and the pickup and delivery charge.

Pick one action:

When the vendor already has a PO that was cut outside Gearflow, there is no Approve. The sheet says PO #… is on the request. Gearflow sends the vendor no PO for this agreement. This prevents a second PO for the same rental.

#Check in the unit

The person on site checks the unit in when it arrives. Open the request and click Check in unit. The button shows while the request is Scheduled or Pending check-in.

The form Check in asset asks for:

Click Submit. Gearflow confirms Asset checked in. and the request goes to Pending check-in.

#The office reviews the check-in

A person who sources equipment opens Review check in and compares the photos, the meter and the damage notes with the order.

#Call off the unit

When the crew is done, the person on site calls the unit off. Open the request and click Call off unit. The button shows while the request is Pending check-in or Checked in, and no other call-off waits for approval.

The form Call off asks for the job, the on-rent asset, the Meter type, Meter value and location, Asset photos, Attachments were delivered, There's visible damage on the asset that occurred on the job, Fuel tank full? and Call-off instructions (optional). Click Call off. The request shows Pending call-off.

#The office reviews the call-off

A person who sources equipment opens Review call off.

The request goes to Called off. If the call-off was a mistake, Cancel call off on the request puts the unit back on rent.

#Transfer a rental to another job

When the crew is done but another job needs the same unit, transfer it instead of calling it off and renting again. On the Call off form, tick Transfer to another job and click Continue. The form Transfer equipment opens.

The office reviews it with Approve transfer. For a rental, the button to send is Approve & notify vendor, and the vendor gets a message that says "The rental stays on the same agreement and PO — no new quote is needed. Please update the delivery address to the one below."

On approval, Gearflow makes a new equipment request for the new job, linked to the old one. The new request keeps the PO, the vendor, the unit number and the VIN. A rental starts at Scheduled; a fleet unit starts at Asset assigned. The old request goes to Called off.

#Switch the vendor

Sometimes a different vendor supplies the unit after the PO went out. Gearflow has two ways to record this.

#Record a rental arranged outside Gearflow

When a rental has no vendor on the request (for example, a rental loaded from a spreadsheet), the Source cell on the Equipment list shows Assign. The link shows while the request is Scheduled, Checked in or Called off. It opens Add vendor:

  1. Pick the vendor and the contact, and click Next.
  2. Upload the quote with Select document (optional) and type the Quote total.
  3. Type the PO number and, if you have one, the Rental agreement URL (optional). Click Submit.

Gearflow records the quote, accepts it and records the order. The request keeps its status.

#Delivery and pickup

The delivery details travel with the request from the RFQ to the pickup.

#When a rental unit breaks

A rented unit that breaks is a maintenance request, not a new equipment request. Gearflow knows the rental vendor from the equipment request, and Contact rental vendor sends the breakdown report to it.

#Who can do what

The user's role in Settings → Users decides who sees each button.

#Tips