Total Station Rental Calculator

Rental Inputs

How to Use This Calculator

1. Enter quantity and rental duration in days.
2. Add daily, weekly, and monthly rates (if available).
3. Select Auto to choose the lowest estimate.
4. Toggle accessories, then set delivery/pickup distances and minimum fees.
5. Add protection and services like insurance, waiver, calibration, training, and operator support.
6. Apply discount, tax, and deposit terms to match your quote.
7. Calculate, then export the result as CSV or PDF.

Formula Used

Base rental cost (per unit)

• Daily: days × rate_day
• Weekly: ceil(days / 7) × rate_week
• Monthly: ceil(days / 30) × rate_month
• Mixed: months × rate_month + weeks × rate_week + rem_days × rate_day
• Auto: minimum of Daily, Weekly, Monthly, and Mixed.

Subtotal (before discount)

subtotal = base_rental + accessories + delivery + pickup + insurance + waiver + calibration + training + operator + late_fees

Discount and tax

taxable = max(0, subtotal − (subtotal × discount%))
tax = taxable × tax%
grand_total = taxable + tax

Deposit and amount due now

deposit = fixed_deposit (if > 0) else grand_total × deposit%
amount_due_now = grand_total + deposit

This tool provides an estimate; real quotes may differ by supplier policies.

Example Data Table

Examples show how duration and add‑ons can change totals.

Cost Planning Guide for Total Station Rentals

1) Typical rental benchmarks

Many rental suppliers price total stations by day, week, and month. A common pattern is a daily rate that totals close to a weekly package after 5–6 days, while monthly packages often target 18–22 billable days. Use this calculator to compare these tiers quickly.

2) Duration strategy and rounding

Weekly and monthly billing frequently uses “rounded up” periods. For example, 8 days may be billed as two weeks, and 31 days as two months. The Auto option compares daily, weekly, monthly, and a mixed breakdown to reduce rounding waste when your schedule sits between packages.

3) Accessories that affect productivity

Tripods, prism kits, batteries, and data collectors are often priced as flat add‑ons per unit. While these fees look small, missing accessories can create downtime that costs far more than the add‑on. Budget at least one battery kit per unit for multi‑shift work.

4) Delivery and pickup economics

Transport is typically calculated as distance × rate, with a minimum fee per trip. Short distances usually trigger the minimum fee, while long runs scale linearly. If your site is remote, confirm whether the supplier charges one‑way or round‑trip distance and enter values consistently.

5) Insurance and damage waiver selection

Protection is commonly expressed as a percentage of the base rental. Teams sometimes carry both insurance and a damage waiver; others choose one depending on contract terms. Compare scenarios by adjusting the percentages—small changes can materially alter total cost on multi‑unit, multi‑month rentals.

6) Calibration and compliance costs

Some projects require proof of recent calibration or verification. If your supplier charges calibration per unit, include it to avoid late surprises during mobilization. For regulated sites, calibration paperwork can be as important as the equipment itself when audits occur.

7) Operator support and training

Operator support is best modeled as operators × days × rate. For short tasks, a one‑time training session may be enough; for complex layouts, operator time can dominate costs. Use separate entries for operator days and rental days when staffing differs from equipment duration.

8) Total cost checklist before approval

Before approving a rental, confirm the billing tier, included accessories, transport assumptions, protection terms, and deposit policy. Then review discount and tax rules from your supplier quote. Export the estimate to CSV or PDF so procurement and site teams see the same numbers.

FAQs

1) How does Auto billing pick the best option?

Auto compares daily, weekly, monthly, and mixed pricing for the same duration. It selects the lowest estimated base rental, then adds your selected fees and terms for the final total.

2) What should I enter for tax?

Enter the percentage your supplier applies to the taxable subtotal after discounts. If your quote shows VAT/GST or sales tax, use that value. If tax is included in the quote, set tax to 0%.

3) My supplier uses 28‑day months. What do I do?

This estimate uses 30 days as a month for simplicity. If your supplier uses 28 days, adjust the monthly rate to match their policy or convert their month package into an equivalent 30‑day price.

4) Is the deposit always refundable?

Deposits are often refundable, but terms vary. Some suppliers deduct cleaning, damage, or missing accessory charges from the deposit. Use the deposit fields to mirror the contract and treat “amount due now” accordingly.

5) How can I estimate delivery distance if I am unsure?

Use a conservative distance and confirm the minimum fee. If the site is far, test both lower and higher km values to see the cost sensitivity. Update the inputs once the route is confirmed.

6) Do I need to include calibration for every rental?

Include calibration if your project requires proof of accuracy, if the supplier charges it separately, or if the instrument will be used for control points. For basic layout work, some teams rely on recent certificates already included.

7) Can I model multiple projects or phased rentals?

Yes. Run separate calculations for each phase, especially when quantity, duration, or delivery changes. Export each result and combine them in a spreadsheet for a complete project budget view.