Plan rentals with flexible durations and quantity controls. Add delivery, pickup, waiver, fuel, and operator costs. Get instant totals plus CSV and PDF exports.
| Tool | Category | Rate | Unit | Qty | Duration | Duration Unit | Typical Waiver |
|---|---|---|---|---|---|---|---|
| Plate Compactor | Earthwork | 35.00 | day | 1 | 7 | days | 8% |
| Jackhammer | Demolition | 120.00 | week | 2 | 2 | weeks | 10% |
| Concrete Mixer | Concrete & Masonry | 45.00 | day | 2 | 10 | days | 8% |
| Mini Excavator | Equipment | 900.00 | month | 1 | 0.5 | months | 7% |
Use these sample values to test totals, discounts, and export buttons.
1) Derived daily rate
2) Billing days and chargeable days
3) Core costs
4) Totals
Tool rentals can quietly drive job costs when quantities, time, and add-on charges are tracked separately. Multiply a modest daily rate across several tools and extra days and the variance grows. This calculator unifies time conversion, fees, discounts, and taxes in one view.
Suppliers may quote rates per day, week, or month, but invoices follow billing rules. The calculator converts everything to a derived daily rate using your billing days. Example: weekly rate 700 with a 7-day billing week gives a 100 daily rate.
Duration is converted into billing days, then compared to a minimum charge. This prevents underestimating short hires that still bill a full day. Example: plan 0.5 days with a 1-day minimum and chargeable days become 1.
Delivery and pickup can be fixed line items, while surcharges may scale with rental value. Enter both to avoid surprises. Example: delivery 60 plus pickup 40 adds 100 before tax. Fuel surcharges can be modeled as a percent of pre-discount costs.
Agreements may include a damage waiver calculated as a percentage of the base rental. This calculator applies the waiver to base rental for transparency. Security deposits are shown separately and then added to the grand total to support cash-flow planning. Track the waiver line so you can negotiate, cap it, or compare vendors.
Some rentals bundle skilled labor or bill overtime when usage exceeds the standard day. Price overtime per tool and add operator hours at a separate rate. Example: 2 tools × 3 overtime hours × 12 per hour = 72, which is added before discount and tax.
The effective daily cost per tool helps compare options when vendors use different units or fee structures. It divides rental charges by chargeable tool-days. A low rate with high fees will show up here, enabling apples-to-apples comparisons.
Consistent estimating supports approvals and change-order discussions. Use notes for vendor terms, job numbers, and delivery windows. Export CSV for logs or reviews, and generate a PDF summary for attachments. Pair exports with purchase orders to speed internal checks and sign-off. Clear records keep the field team and office aligned.
1) Should I enter the rate per day, week, or month?
Enter the rate exactly as quoted. The calculator converts weekly or monthly rates into a derived daily rate using your billing-day settings.
2) What if the supplier bills a five-day week?
Set billing days per week to 5. Your weekly rate will be divided by 5, producing a daily rate that matches that billing rule.
3) Why is there a minimum charge days field?
Some rentals bill a minimum period even if you use the tool briefly. This setting ensures chargeable days never fall below that minimum.
4) Does the damage waiver apply to all costs?
Here the waiver is applied to base rental only. If your vendor applies it differently, approximate by adjusting the percent or adding a fee line.
5) How are discounts and taxes applied?
Discounts reduce the subtotal before tax. Tax is then calculated on the discounted subtotal, producing rental charges that include tax.
6) Is the security deposit included in the final number?
Yes. The grand total adds the deposit to rental charges to reflect cash required, while the breakdown shows deposit separately for refund tracking.
7) What do the CSV and PDF downloads include?
They include the latest inputs and outputs: derived rates, fees, surcharges, discount, tax, rental charges, deposit, and grand total.
Accurate tool rental totals help you budget confidently today.
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.