| Scenario | Qty | Rate Type | Rate | Days | Delivery/Pickup km | Site Factor | Fuel % | Discount % | Tax % | Estimated Total |
|---|---|---|---|---|---|---|---|---|---|---|
| Urban lift placement | 2 | Daily | 180.00 | 7 | 18 / 18 | 1.00 | 6.00 | 0.00 | 0.00 | 2,852.78 |
| Remote site access | 1 | Weekly | 900.00 | 10 | 80 / 80 | 1.35 | 8.00 | 5.00 | 0.00 | 1,430.21 |
| After-hours urgent drop | 1 | Daily | 250.00 | 3 | 25 / 25 | 1.10 | 7.00 | 0.00 | 10.00 | 1,125.96 |
- Rental units: units = days (daily), units = days/7 or ceil(days/7) (weekly), units = days/30 or ceil(days/30) (monthly).
- Rental fee: rental = max(min_charge, rate × units × quantity).
- Per-item transport: delivery = base_delivery + (delivery_km × km_rate), pickup = base_pickup + (pickup_km × km_rate). Then transport_sub = (delivery + pickup) × quantity.
- Waiting: waiting = waiting_hours × waiting_rate.
- Service multipliers: service = (transport_sub + waiting) × site_factor. If after-hours is enabled: service = service × after_mult.
- Fuel surcharge: fuel = service × (fuel_pct/100).
- Subtotal: subtotal = rental + service + fuel + tolls_permits + misc_fee.
- Discount and tax: discount = subtotal × (discount_pct/100), net = subtotal − discount, tax = net × (tax_pct/100), grand_total = net + tax.
- Enter the project, item, and quantity for reporting.
- Select a rate type and input the rate and days.
- For weekly or monthly rates, enable prorate to charge by exact time.
- Fill delivery and pickup distances, plus base fees and the per-km rate.
- Add waiting hours for standby or delayed unloading times.
- Use site factor for tight access or added handling effort.
- Enable after-hours when night or weekend service applies.
- Apply fuel, discount, and tax as required.
- Click Calculate Fees to view totals above the form.
- Use Download CSV or Download PDF for records.
If your vendor quotes one mobilization charge, enter it as “Miscellaneous Fee” and set delivery and pickup distances to zero for that scenario.
1) Why delivery and pickup should be priced separately
Construction logistics rarely mirror a simple “out-and-back” trip. Delivery can require escorts, tight reversing, or crane offload, while pickup may happen after demobilization with different access rules. Pricing each leg separately improves forecasting and reduces change-order disputes when site conditions shift.
2) Typical distance-based ranges used in quotes
Vendors commonly combine a fixed call-out with a variable distance charge. For light equipment, base fees often fall between 15–60 per trip, while distance rates may range from 1.0–4.0 per kilometer depending on truck class, routing, and regional fuel costs. Use your vendor schedule as the reference.
3) Fuel surcharge as a controlled variable
Fuel surcharges are frequently applied to transport and service portions rather than the rental rate. A practical planning band is 3–12%, with higher values during volatility. Keeping this as an explicit field helps reviewers separate equipment economics from market-driven fuel movement.
4) Site difficulty factor and what it captures
Access constraints create real labor and time impacts: confined gates, spotters, ramp plates, uneven grade, or mandatory induction delays. A site factor of 1.00 fits normal access, while 1.10–1.50 reflects moderate constraints. Values up to 2.00 can be justified for complex urban or restricted sites.
5) Waiting time and standby cost discipline
Waiting time is one of the most avoidable costs. Many fleets bill standby in 15–60 minute increments, and planning rates often fall between 30–80 per hour depending on vehicle and crew. Capture expected delays for permits, unloading windows, or traffic management closures.
6) After-hours premiums and service multipliers
Night, weekend, or emergency moves typically trigger a multiplier rather than a flat add-on. A planning multiplier of 1.15–1.50 is common where crews, dispatch, and compliance support must be mobilized. Recording the multiplier separately keeps the pricing logic easy to audit.
7) Discounts, minimum charges, and procurement controls
Minimum charges protect vendors on small or short rentals, while discounts are often tied to volume, duration, or repeat projects. Applying discounts before tax aligns with many invoicing practices. Document the basis of the discount (framework rate, tender, or negotiated rebate) for traceability.
8) How to validate results against invoices
Validate with three checkpoints: (a) rental fee matches the agreed rate and duration rule (prorated or rounded), (b) transport totals match the number of trips and items, and (c) surcharges and tax match stated percentages. Exporting reports supports approvals, audits, and cost-to-complete updates.
1) Should I apply the fuel surcharge to rental, transport, or both?
Most rental suppliers apply fuel to transport and related service time. If your contract applies fuel to rental too, include that amount in “Miscellaneous Fee” to mirror the invoice structure.
2) What site difficulty factor should I start with?
Start at 1.00 for normal access. Use 1.10–1.25 for tight gates or controlled entry. Use 1.30–1.50 when spotters, escorts, or extended maneuvering are expected.
3) When should I enable proration?
Enable proration when the vendor charges partial weeks or months based on actual days. Disable it when the supplier bills full weeks or months once a threshold is crossed.
4) How do I model one-time mobilization only?
Set delivery and pickup distances to zero, then place the quoted mobilization in “Miscellaneous Fee.” This keeps the calculation simple while still allowing discount and tax treatment.
5) How do I handle multiple drops or split pickups?
Run separate calculations per trip set and export each report. Alternatively, add extra trips into “Miscellaneous Fee” using your vendor’s per-trip schedule for a consolidated estimate.
6) What if the vendor bills waiting in 30-minute blocks?
Round your waiting hours to the supplier’s billing increment before calculating. For example, 0.6 hours could be billed as 1.0 hour if the minimum block is one hour.
7) Does the calculator replace supplier quotations?
No. It supports planning, comparison, and internal approvals. Always confirm final rates, surcharges, and billing rules in writing, especially for regulated moves or restricted access projects.