Heavy Equipment Rental Management Software for Construction Fleets
Construction equipment rental software puts rented and owned equipment in one fleet view from assignment to return. Teams spot idle rentals, plan returns, and tie cost to assets and projects.
Rental fleet management
One rental workflow. From assignment through return.
Track Rental Status, Location, and Records by Asset
Heavy equipment rental software keeps each rented asset in one record from setup to return. It brings together status, project, key dates, condition, cost, and return history.
Rental asset records: Manage rented equipment alongside owned and operated assets
Rental status: Track On Rent, Off Rent, Requested, Upcoming Due, Past Due, and Return Requested statuses
Map visibility: View rental equipment with connected location data on the live map
Rental history: Keep assignment, inspection, return, rental status, and due-status activity tied to the asset
Rental documents: Store agreements, photos, purchase orders, invoices, and vendor documents on the construction rental asset management record
Plan Rental Returns on Time
Crews request pickup from the field when a job wraps. Dispatch sees the equipment, project, pickup spot, transport needs, and rental status in one place. They plan the move on the Resource Planner or Magnet Board.
Return requests: Let crews request rental returns when a project wraps or the equipment is ready to go back
Rental move planning: Use Resource Planner and Magnet Board workflows to plan rental pickup, delivery, return, and transport needs
Request review: Track return-request status as dispatch reviews, approves, or coordinates the next step
Location details: Use an address or map pin for pickup and dropoff when a geofence is not already set up
Status updates: Keep teams informed when return requests or dispatch status changes
Review Rental Cost Against Utilization
Fleet and finance teams compare rental cost with equipment use and project assignment. They decide when to keep each rental, move it to another project, or take it off rent.
Rental cost review: Review rental cost by asset, project, period, or available reporting field
Utilization review: Compare rental cost against usage activity before return, reassignment, or renewal decisions
Fleet Financials: Review rental activity alongside revenue, cost, and profitability by asset, fleet, or project
Cost follow-up: Identify rental assets that may need return, reassignment, or financial review
Review Rental Utilization and Operating Hours
Clue shows operating hours for each rental next to its utilization target. Teams decide what stays on rent, moves to another project, or goes back.
Rental operating hours: Review operating hours on rented equipment before renewal, return, reassignment, or cost review decisions
Rental utilization: Compare rented asset usage against utilization targets
Low-use rental review: Identify rented equipment with weak usage or sustained idle activity
Document Rental Condition Before Pickup or Return
Rental equipment tracking creates a photo record at each handoff. It shows damage responsibility and repair needs. Field, shop, and rental teams share the record before pickup, delivery, or return.
Pre-pickup inspections: Complete mobile condition checks before pickup, delivery, or return where configured
Photo documentation: Attach equipment condition photos directly to inspection items from the field
Condition history: Keep inspection records tied to the rental asset profile
Failed-item workflow: Create work order tasks from failed inspection items when repair review is needed
PDF reports: Export or share inspection reports for internal review or rental documentation
Review Rental Reports by Project, Asset, and Period
Rental reporting should connect status, dates, rates, cost activity, documents, and project assignment back to the rental record so teams can review rentals during billing, cost review, and project closeout.
Rental Report: Review rental activity by project, asset, and reporting period
Billing review support: Keep rental dates, rates, cost activity, documents, and asset records available during invoice or billing review
Cost code review: Review rental cost activity against project and cost-code details where available
Built for every role
Solutions for every team.
Field, shop, and office teams use the same system. Equipment managers, fleet managers, operations leaders, CFOs, and executives see equipment details for their work.
Equipment Manager
“It's a single pane of glass where you see everything across your fleet, from the field to the phone to the computer.”
Abe Sharaf
Equipment Manager, Pulice Construction
Read Pulice’s story
Fleet Manager
“Imagine receiving 2,000 spreadsheets that needed to be approved individually in an email. There were entire teams dedicated to that. Now the system is fully automated, completely automated from beginning to end.”
Julio Lopez
Fleet Manager, Fort McKay Group
Read Fort McKay’s story
CFO
“You went from doing two services a day to six services a day. That right there is priceless to me.”
Darrin Sheriff
Director of Maintenance & Purchasing, Palmetto Corp
Read Palmetto’s story
VP of Operations
“The big thing with Clue is that we're able to bridge the gap between our field, our operators in our shop, and other departments. Everybody's bought into Clue now.”
Eric Sellman
COO, Brent Scarbrough & Co
Read Brent Scarbrough’s story
Executive
“We had 20 different logins between all our different softwares and web platforms. Now all that information pulls into one spot and we're able to see it in a single place.”
John Igel
CEO, George Igel Co.
Read Igel’s story
Operations Manager
“The operator's in control of his own destiny. That was a huge reason why not only did I buy into it, but I'm also investing into it for the future.”
Ben Benoit
Operations Manager, Onshore Companies
Read Onshore’s story
Through the rental cycle
Why Contractors Choose Clue for Heavy Equipment Rental Management Software
Clue rental fleet management software helps teams control rental spend by connecting status, assignment, utilization, return timing, and cost review in one rental workflow.
Spot Idle Rentals
Teams spot rented equipment with idle time or light use. They take it off rent before the next billing cycle.
Return Equipment Faster
Move return requests from the field into dispatch planning so pickup, reassignment, or transport decisions happen sooner.
Control Project Rental Spend
Review rental cost activity by asset, project, period, and charge-rate structure so project costs stay easy to explain.
Improve Rental Accountability
Keep rental status, documents, inspections, utilization, and cost records tied to the asset so ownership stays clear between teams.
Strengthen Condition Records
Capture inspection records, photos, failed items, and PDF reports before rental equipment changes hands.
Make Stronger Own-vs-Rent Decisions
Compare rental cost, utilization, rate structure, and financial signals against owned equipment activity before committing to more rental spend.
Connect Rental, Fleet, and Cost Data
Clue connects with United Rentals and Sunbelt Rentals. It brings in GPS data, OEM telematics, and ERP data. Clue offers an open API. Rental status, use, and cost stay on each asset record.
From the people who use it every day
What contractors say
“Clue allows us to effectively control our operations: financially, effectively and safely.”
Joseph Yammine, Project Manager, Graham
“The big thing with Clue is that we’re able to bridge the gap between our field, our operators in our shop, and other departments.”
Brent Scarbrough & Company
“There were entire teams dedicated to approving spreadsheets one by one.”
Fort McKay First Nation
“The biggest difference has been the user friendliness.”
William A. Hazel
“It exposes dead cost or overhead that maybe we don’t know about because it gets lost in those three different systems.”
Moss Utilities
“Clue’s real-time data capability has completely changed the way we manage our assets.”
Darrin Sheriff, Director of Maintenance and Purchasing
“It was probably taking the better part of a day to combine all the data from the telematics.”
Derek Wolfe, Equipment Manager, George Igel Co.
“QR codes have been a game changer for us with regards to operator inspections.”
Ben Benoit, Operations Manager
“It’s a single pane of glass where you see everything across your fleet, from the field to the phone to the computer.”
Abe Sharaf, Corporate Equipment Engineer
“Our field guys were tired of having a new product, a new something to learn each time.”
Rob Judge, Sr. Procurement & Program Manager
“Our equipment is in far better shape since we started using Clue, for sure.”
Jake Farley, Equipment Manager, Silver Star Construction
Asset Directory in Clue: Saved Views, Bulk Edits & Meters
Parts Management in Clue: Requests, Delivery Tracking & Inventory
Template Manager in Clue: Inspection Templates, AI Import & Shared Categories
Preventive Maintenance in Clue: Build a PM Plan, Automate Work Orders
Work Orders in Clue: Repair History, Parts, and Labor Costs
Common questions
Heavy equipment rental management software FAQ.
What is heavy equipment rental management software?
Heavy equipment rental management software tracks rented equipment from assignment to return. It keeps each rental's project, use, inspections, documents, and cost in one record. Fleet, dispatch, and finance teams manage rentals next to owned equipment.
What is construction equipment rental software?
Construction rental software helps contractors run rented equipment as part of the daily fleet. Rented and owned equipment share one view. Crews request returns from the field. Teams see rental cost by project.
How does rental equipment tracking software help construction teams?
Rental equipment tracking software helps teams see what is on rent, where it is assigned, how much it is being used, and when it may need return or reassignment. In Clue, rental tracking is connected to asset records, utilization, return requests, inspections, documents, and reporting.
How does Clue track rented equipment differently from owned assets?
Clue's construction equipment rental management software gives rentals extra fields and steps while keeping the same asset record as owned equipment. Clue adds status, due dates, return requests, agreements, and invoices. The record puts rental cost next to utilization.
Can Clue help reduce idle rental costs?
Yes. Clue helps teams review rental utilization, operating hours, rental status, and return-request activity so underused rented equipment can be reviewed for return, reassignment, or cost follow-up.
Does Clue integrate with rental companies like United Rentals?
Yes. United Rentals sends Clue the on-rent list with PO number, start date, projected return date, rental and due status, make, model, serial number, rates, location, hours, fuel, and odometer. Sunbelt Rentals sends location, operating and idle hours, fuel, odometer, and engine status. Clue marks Sunbelt units as rented. Rentals from both appear beside owned equipment.
Can Clue track rental utilization and operating hours?
Yes. Clue supports rental utilization review using available usage data such as operating hours, utilization activity, and reporting fields. Teams can use this information before renewal, return, reassignment, or cost review decisions.
How do rental return requests work in Clue?
When a project wraps or rented equipment is no longer needed, crews can request a return. Dispatch can review the request, plan pickup or transport needs, add location details, and keep the return activity tied to the rental asset record.
How do pre-pickup inspections work for rentals?
Clue supports mobile pre-pickup and return inspections where configured. Field teams can complete inspection forms, attach photos, document conditions, and keep inspection history tied to the rental asset record. Completed inspection reports can also be exported or shared as PDFs.
Can Clue store rental documents like agreements, invoices, and purchase orders?
Yes. Clue supports document attachments on asset records, including photos, manuals, inspection certificates, purchase orders, vendor invoices, and other rental-related documents.
Can Clue report on rental activity by project, asset, and period?
Yes. Clue supports rental reporting so teams can review rental activity by project, asset, period, and available reporting fields. This helps with billing review, cost review, project closeout, and rental history review.
Can Clue support rental invoice review?
Yes. Clue keeps rental dates, cost activity, documents, asset records, and reporting fields available for invoice and billing review. Teams can use those records to review rental charges, project activity, and cost allocation details.
Can Clue help with equipment rental cost allocation?
Yes. Clue helps teams review rental cost activity by asset, project, period, and available cost-code details. This supports rental cost allocation review during project review, billing review, and closeout workflows.
Can Clue help compare rental cost against owned equipment activity?
Yes. Clue supports rental cost review alongside utilization, project activity, and available financial reporting fields. Teams can use those records to review whether rented equipment should stay on rent, be reassigned, returned, or reviewed financially.
How does Clue handle on-hire and off-hire inspections for rented equipment?
Clue's construction equipment hire software covers on-hire and off-hire inspections. Teams can use mid-job, end-of-job, and custom forms. Inspectors add photos to any checklist item. Each item that needs work creates a work order task. Teams export reports as PDFs and share them by email from the mobile app.
Can crews manage rented equipment from a mobile app?
Yes, crews use the Clue construction equipment rental app on iOS and Android. They request returns from their phones. Drivers complete pre-pickup inspections and add photos in the app. Push alerts tell crews when a return request or dispatch status changes. Office teams use the same system on the web.
Can teams set charge rates for equipment on a project?
Yes, teams can set equipment charge rates for each project in the Rate Module. They can assign a rate by asset type, equipment class, or single asset. The project uses that rate to bill equipment use. Fleet Financials shows revenue, cost, and profit for each asset.
Can teams track rented equipment on a live map?
Yes, rental asset tracking software shows rented equipment on the live map when a connected tracker sends location data. Every rental stays in the same fleet view. Teams can send anyone a link to an asset's live location. Each recipient opens the link as a guest.