Skip to main content

What we check

Rental charges deserve a closer look.

The free audit and monitoring use the same checks. Your documents determine what each check can confirm.

Start free auditSee a sample audit
1

Billed rates that differ from your agreed rates

We compare the rate billed on each line with the agreed rate in your rental agreement or rate schedule.

Example: one 60-ft diesel straight boom lift · one four-week period

Billed $3,700 · Agreed $3,500

$200 potential difference before tax, for your review.

Helpful documentsRental agreementAgreed rate scheduleInvoice
What this check compares
  • Billed day rate versus agreed day rate
  • Standby and shift rate premiums versus contract terms
  • Fuel surcharge formula versus agreed basis
  • Rate schedule applicability to the equipment type billed
2

Billed days that don't match your rental dates

We compare billed rental days with delivery, return and off-rent records under your agreement's terms.

Example: An invoice bills 12 rental days, but delivery and pickup records suggest a shorter period.

Helpful documentsInvoiceDelivery ticketPickup ticketOff-rent confirmationRental agreement
What this check compares and its limits
  • Billed start date versus delivery or site-arrival record
  • Billed end date versus return, collection or signed off-rent confirmation
  • Extension periods versus documented authorization
  • Terms governing when off-rent takes effect under the agreement

Limits: Recording an off-rent event is not notice to the vendor under most agreements; the contract terms and the vendor's documented acknowledgment decide when a rental ends. Calendar dates and idle equipment alone do not establish an overcharge.

3

Charges billed twice or for overlapping dates

We look for charges that appear more than once across rental IDs, equipment and billing periods.

Example: Two invoices bill the same rental ID and equipment for the same dates.

Helpful documentsInvoicesRental IDsEquipment schedules
What this check compares and its limits
  • Rental and asset IDs across invoices in the sample
  • Equipment descriptions and serial references
  • Billing periods for overlap or exact duplication
  • Whether apparent duplicates could be legitimate installments

Limits: Not every match is a duplicate: installment billing, split invoices and continued rentals can look similar and still be accurate.

4

Credits issued but never applied

We trace issued credits to later invoices or statements to confirm they were applied.

Example: A March credit note for an early return does not appear as an offset on the April or May invoice.

Helpful documentsCredit memoVendor correspondenceLater invoicesAccount statement
What this check compares
  • Credit notes against subsequent invoices and statements
  • Documented adjustments versus amounts actually applied
  • Credits referenced in correspondence versus recorded offsets
  • Running account balances where a statement is available
5

Fuel, delivery and waiver fees versus your agreement

We check fuel, delivery, collection and waiver charges against your agreement and records.

Example: Fuel is billed as a fixed daily amount, but the agreement specifies metered usage.

Helpful documentsInvoiceRental agreementFuel meter recordsDelivery confirmation
What this check compares and its limits
  • Delivery and collection charges versus agreement terms
  • Fuel basis — fixed rate versus metered versus surcharge formula
  • Environmental and damage waiver charges versus agreed coverage terms
  • Whether individual ancillary items require supporting documentation under the agreement

Limits: These charges are not improper in themselves. We check their arithmetic and contractual basis; we do not make damage-liability or loss determinations.

6

Quantities and totals that don't add up

We check quantities, billing units and arithmetic against your agreement's billing rules.

Example: 2.5 shifts at the stated per-shift rate do not produce the invoiced total.

Helpful documentsInvoiceUsage or meter recordsRental agreementRate schedule
What this check compares and its limits
  • Quantities billed versus quantities in delivery or usage records
  • Unit calculations — hours, shifts, days — against agreement definitions
  • Extension arithmetic: rate multiplied by quantity equals invoice total
  • Tax and surcharge calculations against stated rates

Limits: Billing rules are contract-specific: we do not assume a month is 30 days, or that a longer rental earns a lower rate, unless the agreement says so. We check tax arithmetic, not whether a tax applies or at what rate.

You don't need to diagnose the problem first.

Start with your invoices. The report shows what the evidence supports and which checks could be completed.

Start free audit

Up to 20 invoices · One vendor · No credit card.