Plan survey rentals with clear, itemized pricing. Adjust dates, quantities, and add-ons. Export totals to share with teams and clients.
| Equipment | Rate type | Rate | Qty | Days | Delivery | Insurance | Discount | Tax | Estimated Total |
|---|---|---|---|---|---|---|---|---|---|
| Total Station | Daily | $85 | 2 | 5 | $60 | 3% | 5% | 8% | $904.10 |
| RTK GNSS Rover | Weekly | $700 | 1 | 10 | $75 | 4% | 0% | 7% | $1,678.05 |
| Survey Drone | Monthly | $5,600 | 1 | 22 | $120 | 5% | 8% | 9% | $5,982.66 |
Example totals are illustrative and depend on selected add-ons.
1) Billable units
2) Base rental
base_rental = rate × quantity × billable_units × usage_multiplier
3) Standby cost
standby_cost = daily_equivalent_rate × quantity × standby_days × (standby_percent ÷ 100)
4) Coverages
insurance = (base_rental + standby_cost) × (insurance_percent ÷ 100)
damage_waiver = (base_rental + standby_cost) × (damage_waiver_percent ÷ 100)
5) Discounts and taxes
subtotal = base_rental + standby_cost + delivery_fee + calibration_fee + operator_cost + insurance + damage_waiver
discount = subtotal × (discount_percent ÷ 100)
tax = (subtotal − discount) × (tax_percent ÷ 100)
grand_total = (subtotal − discount) + tax
Survey gear is often a small line item that can create major schedule risk. When a total station, GNSS rover, or scanner is unavailable, layout and verification tasks stall. A structured estimate aligns procurement, site access, and crew availability while keeping cashflow predictable.
Rental pricing reflects accuracy, sensors, and data capture capability. GNSS RTK rovers generally cost more than automatic levels because they include radio links and controllers. Laser scanners and drones price higher due to calibration, batteries, and handling risk.
Daily rentals suit short mobilizations, punch lists, or one-off control checks. Weekly billing often reduces cost for multi-day staking cycles. Monthly billing fits long duration work when gear stays on-site. Include mobilization days to avoid surprise extensions when weather delays fieldwork. The calculator rounds billable units up to reduce underestimates.
Quantity multiplies both the rental line and standby exposure. Rental days can be driven by a date range or a manual override when schedules change. The usage multiplier models premiums for harsh environments, weekend work, or higher wear. Realistic utilization improves bid accuracy and limits disputes.
Standby is common during weather delays, access restrictions, or sequencing conflicts. Many suppliers charge a reduced percentage of the daily equivalent rate. Tracking standby days separately helps teams compare “return equipment” versus “hold on standby,” especially when remobilization costs are significant.
Some scopes require an operator or technician for setup, QA checks, or complex scanning sessions. Delivery and pickup fees depend on distance and access windows. Calibration or setup fees may apply for precision instruments and can be treated as fixed costs that protect measurement reliability.
Insurance and damage waivers protect budgets from loss, theft, or accidental damage. Applying these percentages to base rental plus standby mirrors common supplier practice. Higher-risk sites may justify stronger coverage, while controlled sites may reduce coverage and allocate contingency elsewhere.
Discounts can represent negotiated pricing, bundles, or preferred-client terms. Tax depends on local rules and whether rentals are treated differently from services. Use the CSV output for bid worksheets and the PDF for approvals, supporting consistent cost control and transparent client billing.
Use dates when your schedule is firm. Use manual days when mobilization is uncertain or phased. Manual days override the date range to keep estimates consistent during planning.
Suppliers typically bill full weeks or months once a period starts. Rounding up avoids underestimating. It also helps compare options fairly across different billing structures.
It models rate premiums for harsh sites, off-hours work, higher wear, or special handling. Set 1.00 for normal use, then adjust upward if risk and intensity increase.
Enter standby days and a standby percentage that reflects your vendor’s policy. Many rentals use a reduced percentage of the daily equivalent rate during idle periods.
Often they apply to the equipment rental portion, not delivery or technician services. This calculator applies them to base rental plus standby, which aligns with common supplier practices.
Add it for high-precision control, scanning workflows, complex drone missions, or when your crew lacks certification. Operator support reduces rework risk and improves deliverable quality.
Yes, but confirm contract terms, tax treatment, and vendor invoices. Export CSV for internal tracking and the PDF for approvals, then reconcile against actual rental receipts.
Accurate rental estimates keep surveying projects safely on schedule.
Important Note: All the Calculators listed in this site are for educational purpose only and we do not guarentee the accuracy of results. Please do consult with other sources as well.