Vendor Rental Rates: upload, read, and manage rate sheets
What is this?
Every rental vendor sends you a negotiated rate sheet. It arrives as a PDF, a photo, or a spreadsheet, and it never looks the same twice. Clue now reads it for you. Upload the sheet and Clue turns it into a clean table of daily, weekly, and monthly rates. Each rate book is kept per vendor, with a full version history.
Who's this for?
Anyone who works with rented equipment and negotiated pricing.
- Equipment supervisors, capture a vendor's rates without hand-keying a single line.
- Rental coordinators, see every vendor's current pricing in one place.
- Finance, check that what you are billed matches the rate you agreed to.
How to use it
Step 1: Open the Rates tab
Go to Rentals in the main menu, then open the Rates tab. You see one row per vendor rate book, with its version, effective date, and status.
Step 2: Add a rate sheet
Click New Rate Sheet. Pick the vendor, give the sheet a name, then upload the file. Clue reads it in the background.
Step 3: Review the rates
Open the book to see the parsed rates. The Source column shows the exact text Clue read from the sheet, so you can spot any line that needs a second look. Edit any cell, then save.
The full details
- Works on: Web app, in Rentals, Rates tab.
- File types: PDF, image (JPG, PNG, HEIC), Excel, and CSV.
- Versioning: One book is active per vendor at a time. Uploading a new sheet keeps the old one as history.
- Vendor books: Rates a vendor uploads through their portal show here as read-only, marked Vendor.
- Permission: Rental Rates access, set by your administrator.
Tips
- The Source column is your proof. If a rate looks wrong, check the source text before editing.
- A clearer sheet reads better. A clean spreadsheet parses more accurately than a photo of a printout.
- Do not delete old books. Let them expire. The history tells you what a rate was on any past date.
