Reports & analytics
Every number in your rental business, one query away
Utilisation, revenue per asset, overdue payments, profit and loss, depreciation. Group it, filter it, sort it and export it — without waiting on a report someone has to build for you.
- Group · filter · sort
- Any date range
- Per branch or consolidated
- Excel · PDF · Tally
Business overview
Last 12 months · all branches
- Hire revenue
- 1,24,80,000
- +18.4%
- Fleet utilisation
- 71%
- +6 pts
- Overdue
- 3,42,000
- −12.1%
Hire revenue
Confirmed orders only
Revenue by category
- Earthmoving 38%
- Access & lifting 26%
- Power & tools 21%
- Site supplies 15%
Figures shown are illustrative
How it works
A report you can actually work in
Not a fixed PDF you request and wait for — a table you group, filter and take apart until it answers the question you had.
| Machine | Status | Utilisation | Revenue | Due back |
|---|---|---|---|---|
| Category: Earthmoving 3 | ||||
| Excavator 3T PLANT-0412 | On hire | 86% | 2,16,000 | 14 Sep RK |
| Backhoe loader PLANT-0388 | Overdue | 74% | 1,88,400 | 2 Sep AM |
| Wheel loader 2.5T PLANT-0431 | Available | 41% | 96,200 | — RK |
| Category: Access & lifting 2 | ||||
| Boom lift 16 m PLANT-0502 | On hire | 92% | 2,44,800 | 21 Sep SN |
| Telehandler 7 m PLANT-0517 | Service | 63% | 1,12,000 | — AM |
Grid view
Group by category, filter to what is on hire, sort by revenue
Every report opens as a grid with typed columns — status chips, utilisation bars, dates, owners. Rearrange it until it says what you need, then export exactly those columns.
- Group by category, branch, customer or status
- Filter and sort on any column
- Choose the columns before you export
- Totals recalculated as you narrow it
Booking conflict
Excavator 3T — PLANT-0412 is overbooked across confirmed and pending orders. View orders
12
In stock
2
Set aside
10
Available
| Used | Left | |
|---|---|---|
| Confirmed | 60 | 30 |
| Pending | 60 | −30 |
- City Ideas Festival (#6716383) 60
- Corporate offsite (#6714201) 9
- Weekend wedding (#6716343) 60
- Needed (shortage) 120 (-30)
Operational reports
The numbers that stop a problem, not just describe it
Availability and conflict views are reports you act on the same morning: what is short next Tuesday, which two jobs are competing for it, and what is sitting idle in the wrong yard.
- Availability summary for any single date
- Rented-out register: unit, customer, days overdue
- Conflicts shown per day, per branch
- Every figure links through to the record
What ships
Sixteen reports, grouped the way you think about the business
Fleet, money in, money out, and the compliance trail — all reading the same live records your team works in.
Fleet & utilisation
-
Utilisation by asset
Days on hire against days owned, per unit and per category.
-
Availability summary
On rent, available and under service for a single date, grouped by category.
-
Rented-out register
Every unit currently with a customer: who, since when, due back, days overdue.
-
Revenue per asset
What each unit earned, set against what it cost you to hold.
Money in
-
Revenue & sales
Hire revenue by month, branch, category and customer.
-
Overdue payments
Invoices past due with ageing, per customer and per order.
-
Customer statement
One account view: orders, invoices, payments, deposits and charges.
-
Wallet health
Credit balances, holds and low-balance customers as a worklist.
Money out
-
Profit & loss
Hire revenue against expenses, vendor bills and maintenance cost.
-
AP ageing
What you owe vendors, by age bucket.
-
Expenses
Operating and job expenses by category, branch and period.
-
GST purchase register
Input tax on purchases, ready for filing.
Assets & compliance
-
Depreciation
Monthly posting per unit, FY summary, and Tally XML export.
-
Maintenance cost
Parts, labour and external cost per machine and per job card.
-
Inspection history
Dispatch and return checks with defects, per unit.
-
Stock movement
Receipts, issues, transfers and audit variances from the store.
Capabilities
What you can do with any of them
-
Group, filter, sort
Every report is a table you can group by category or branch, filter to what matters and sort by any column — without asking anyone to build it.
-
Any date range
A week, a quarter, a financial year or the exact fortnight a project ran. Comparisons against the previous period come with it.
-
Per branch or consolidated
Run a report for one yard, compare two, or roll the whole group up — the same report, a different scope.
-
Excel, PDF and print
Export the columns you chose, not a fixed template. Accountants get a spreadsheet; sites get a printout.
-
Dashboard at a glance
Active orders, revenue, what is due back today and what is overdue, on the screen your team opens first.
-
Drill down to the record
A number in a report is a link. Click the overdue figure and you are on the order, not searching for it.
-
Role-based access
A branch manager sees their yard; finance sees the group. Reports respect the same permissions as the rest of the system.
-
Accounting handoff
Push invoices and bills to Xero or Zoho Books, or hand your accountant an export — including Tally XML for depreciation.
FAQ
Reporting questions
What rental operators ask about analytics and exports.
Something else? or email sales@rentablez.com.
Which reports come with Rentablez?
Utilisation and revenue per asset, availability summary, the rented-out register, overdue payments, customer statements, wallet health, profit and loss, AP ageing, expenses, GST purchase register, depreciation with FY and Tally XML export, maintenance cost, inspection history and stock movement. Reports and analytics are included from the Growth plan.
Can I build my own view rather than use a fixed report?
Each report is a table you can group, filter and sort, and choose columns on, then export exactly what you see. It is closer to working in a spreadsheet than running a fixed template, without needing anyone to build a query for you.
Can I report across branches?
Yes. Any report can be scoped to one branch, several, or the whole organisation. With multi-branch enabled, each yard keeps its own stock and team while the group still rolls up.
How do exports work?
Every report exports to Excel with the columns and filters you applied, and the operational ones print or export to PDF for site use. Depreciation additionally exports as Tally XML for the financial year.
Does it show what a machine actually earned against its cost?
Yes. Revenue per asset sits alongside maintenance cost, depreciation and — where recorded — the EMI on the asset-financing record, so a unit can be judged on what it earns net of what it costs to hold.
Is the data live?
Reports read the same records your team is working in, so a dispatch or a payment recorded this morning is reflected when the report is run. There is no overnight batch to wait for.
Can I see utilisation for a specific period?
Yes. Utilisation is calculated for whatever date range you set — a week, a season, a financial year — and can be grouped by category, branch or individual unit.
Who can see which reports?
Access follows the same role-based permissions as the rest of Rentablez, so a branch manager sees their own yard and finance sees the consolidated picture.
See these reports on your own numbers
Book a 30-minute demo. We load a sample of your fleet and orders during the call so the utilisation report has your machines in it.