Tracking Rentals and Equipment Costs

Use the Rentals tab to keep rented equipment separate from owned assets. This gives your team a clearer way to manage rental status, dates, and costs without mixing them into the main Asset Directory.

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Overview

The Rentals tab in the Asset Directory helps your team manage rented equipment in one place. It gives you a clear view of what is currently on rent, what has been returned, and what each rental is costing over time.

This is especially useful if you already use the Asset Directory to manage owned equipment and want the same visibility for rentals without creating a separate process.

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Accessing Rentals

Start in Directory → Assets, then switch to the Rentals tab at the top of the page. This is where you can review all rented equipment and move between related views like the Assignment Calendar.

You will see three tabs:

• Assets - your owned equipment
• Rentals - rented equipment
• Assignment Calendar - equipment scheduling

Click Rentals to open the full list of rented equipment.

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Rental Status Cards

The status cards at the top give you a quick summary of your rental fleet. They help you see what is active, what is complete, and what may need attention.

The cards show:

• On Rent - rentals that are currently active
• Off Rent - equipment that has been returned
• Draft - rentals still being set up
• Requested - rentals waiting for approval
• Good Standing - rentals that are on track
• Upcoming Due - rentals that are ending soon

These cards are useful when reviewing rental usage by job or checking what needs follow-up before a rental period ends.

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Adding a Rental

To add a rental, create the asset record and enter the rental details during setup. This keeps the equipment information, rental dates, and rate together in one record.

When adding a rental:

• Click Add Asset
• Enter the equipment details, such as make, model, and serial number
• Set the rental start date and expected duration
• Enter the daily, weekly, or monthly rate
• Assign it to a project if needed
• Save the rental record

If your team already uses CLUE for project assignments or equipment scheduling, adding rental details here helps keep that planning connected.

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Tracking Costs

Once the rental is set up, CLUE can help you track the cost as the rental continues. This gives your team a clearer view of rental spend and project cost over time.

The system calculates:

• total rental duration
• running cost based on the rate
• cost allocation by project

This makes it easier to review rental spend alongside other equipment activity and compare rented units with assets already tracked in the Asset Directory.

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Tips

A few simple habits can make rental tracking easier to manage and easier to review later. Filters and reports are especially useful if your team handles many rentals at the same time.

• Use filters to view rentals by status or project
• Download the Rental Report for spending analysis
• Set up alerts for upcoming rental due dates
• Keep rental details updated so costs stay accurate

For teams managing both rented and owned equipment, it also helps to review rentals alongside the Assignment Calendar and project-based equipment records on a regular basis.