Welfare and cabin rental is a long-term, high-service business. A unit lands on site, gets craned or dropped into position, and then stays there for months while the money comes in on a cycle. What keeps the customer is rarely the delivery — it is the servicing. Toilets emptied, welfare units cleaned, consumables restocked, and something on file to prove the visit happened. Meanwhile the office is trying to answer simple questions: how many units are on that site, which are due off, and did anyone actually attend last Thursday. Software matters because the fleet is scattered across dozens of live sites, the visits repeat every week, and the billing runs alongside both.
Equipment categories we support
Common challenges in welfare hire
Long rentals, cycle billing
Units sit on site for months. Charging has to run on a cycle, prorate part periods at both ends, and stop on the actual off-rental date rather than whenever someone gets round to updating the record.
Servicing is the contract
A toilet not emptied is a complaint by lunchtime. Weekly and fortnightly visits have to be planned, routed, attended and evidenced across hundreds of units, and one missed round undoes months of good service.
Nobody knows where units are
Units get shifted around a site, moved between sites by the customer, and occasionally forgotten entirely. Working out which unit is where, since when, and what it is still earning turns into a weekly phone-around.
Failed calls kill the round
Locked compound, no key, unit buried behind stored materials. A failed service call costs fuel and time, pushes the rest of the round late, and the office often does not hear about it for days.
Delivery and positioning detail
Cabins need a crane or hiab, a level base and a specific position on the plot. Those details usually live in a phone call between the rep and the site manager, not on the driver's job sheet.
Off-rentals that arrive late
The site rings on Friday to say the units went off on Monday. Backdated off-rentals, disputed dates and the credit notes that follow eat admin time and sour accounts that were otherwise perfectly happy.
How Renttix helps
Cycle billing with part periods
Rate definitions run on weekly or monthly base units with minimum rental periods. Each account carries an invoice run code and billing period, and the invoice run raises every live rental, prorating the part period at off-rental.
Recurring service rounds
Recurring jobs generate cleaning and emptying visits on a weekly, fortnightly, monthly or custom rule. Each is geocoded to a route and lands on the dispatch board with the right vehicle and driver attached.
Service lines priced per visit
Service templates price a visit per visit, per unit per visit, per hour, per week or fixed. Attach them to the order, where they price on the quote and rental agreement, and every scheduled visit becomes a service event marked chargeable or included, priced on completion and flagged ready to bill.
Evidence from every visit
Crews complete the visit in the Field app against a checklist, with photos, signature, GPS and timestamps. Proof of delivery records the outcome, including serviced or failed, and the reason — no access, refused, safety.
Where every unit is
The active rentals report lists every live rental with its site and dates, and the asset locator report finds individual units. Depot stock and idle assets show what is sitting in the yard earning nothing.
A portal for site teams
Site managers view their orders and invoices, download the delivery note or the signed agreement, raise off-rental and extension requests, and report faults. Every request is timestamped, which ends most arguments about dates.
Key workflows
Enquiry and site details
Take the enquiry against the customer and project, capture the site address, contact and access notes, and quote the units alongside the servicing lines. Send it for electronic signature.
Delivery and positioning
Book the drop on the dispatch board with a vehicle and driver, and the crew records the final position with photos, a signature and any access problem before leaving site.
Service rounds run themselves
Recurring jobs drop the weekly or fortnightly visits into the day plan automatically, routed with the rest of the round. Each attendance is completed against a checklist with photos.
Standing rental billed on cycle
The invoice run picks up every live rental on its billing period and raises one invoice per order, prorating the part period at each end. Preview the run to see how many invoices it will produce, then review the batch before anything is sent.
Off-rental, collection, check-in
The site raises an off-rental request in the portal, dispatch books the collection, the unit is checked back in with condition captured, and the final invoice prorates to the off-rental date.
Relevant integrations
Trackunit
Map a tracked unit's device to its asset record and the telematics sync writes the latest position and engine hours onto it. If a unit on rental moves off the site it was delivered to, the geofence check raises an alert in the office.
Google Maps
Sites are geocoded for route planning, depot service areas and day optimization, so a service round is sequenced properly rather than worked out from memory each morning.
Twilio
When a driver marks a job en route, Renttix can text the site contact an ETA and tracking link from your own Twilio account, so the compound is open on arrival.
WhatsApp runs through your own Twilio number, so messages to and from site contacts land on the channel they actually read, with the thread kept against the customer.
Xero
Cycle invoices, credit notes and payments post to Xero, so four-weekly rental billing reconciles in the accounts without anyone typing it in twice.
Calendar feed
Subscribe to the dispatch iCal feed and transport or depot staff see the day's deliveries, service visits and collections in the calendar they already use.
Frequently asked questions
Yes. Rate definitions can be set to a weekly or monthly base unit with a minimum rental period, and each account carries an invoice run code and billing period. The invoice run raises every live rental on its cycle. Part periods at the start and at off-rental are prorated, and the invoice batch is reviewable before anything is sent.
Recurring jobs generate visits on a daily, weekly, fortnightly, monthly or custom rule. Each schedule holds its own site address, contact, vehicle and driver, and is geocoded so the generated jobs attach to the correct route. They appear on the dispatch board alongside deliveries and collections, and crews complete them in the Field app.
Yes. Service templates define the billing basis — per visit, per unit per visit, per hour, per day, per week or fixed — with a default rate and duration. Add them as service lines on the order and they are priced on the quote and the rental agreement. Each scheduled visit then becomes a service event carrying that rate and its planned quantity, marked chargeable or included; when the crew completes it, the event records actual hours or quantity, works out the final charge and is flagged ready to bill.
Each attendance produces a proof-of-delivery record: the outcome, including serviced or failed, the failure reason such as no access or refused, photos tagged as item, damage, access or paperwork, a signature, GPS and timestamps.
The customer portal takes off-rental requests and extension requests against a specific order, timestamped when the site raises them. Each queues for a dispatcher to approve, which books the collection or pushes the expected return date. Because the request carries its own date, a disputed off-rental becomes a matter of record rather than recollection.
Group a customer's orders under a project, which holds its own name, reference, site address and contact. A multi-site account then reads as one record per site rather than a list of loose orders. The active rentals report shows live rentals and dates, and the asset locator report finds a specific unit.
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