Equipment Rental Tracker Spreadsheet

About this template

This equipment rental tracker is for tool hire, plant hire and equipment rental businesses that want to know which items are paying their way. It sets what each piece of kit has earned against what it cost you, and keeps the rest of the books for the year in the same workbook.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

A fleet tracker for every item

A rental business has one question: is this thing paying for itself? The answer is what the item earned divided by what it cost, a sum nobody does because the two numbers usually live in different places. The Fleet tab brings them together, so it works as an asset tracker for your rental inventory.

Lines written for a hire yard

The ledger opens on categories a tool rental business uses, not product sales and service income.

• Income lines: Hire income, Delivery and collection, Damage and fuel charges, and Consumables sold
• Expense lines: Plant purchases, Servicing and repairs, Yard rent and utilities, and Testing and compliance, and more
• Mileage reasons: delivery, collection, service call and auction, chosen from a drop-down

Twelve connected tabs

Start Here, Setup, Fleet, Clients, Income, Expenses, Mileage, Monthly, Quarterly, Profit and Loss, Balances and Dashboard.

• 500 income rows and 500 expense rows
• Mileage with your own reasons and the year totaled
• Monthly and quarterly totals, which is how tax gets filed
• A profit and loss built from the same two lists
• 10 client records showing what each customer has been worth
• Account balances, so the file knows what the business holds
• A dashboard that reads all of it

A worked year and a blank copy

The filled copy runs a full year with 304 income entries and 440 expense entries at a 17.7% margin. The blank copy is ready for your own fleet, and the Start Here tab walks you through setup in a few minutes.

This is a bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel workbooks: the filled example and a blank one
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready the moment payment clears, for personal and business use on your own devices. Please do not share or resell them. Questions? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. The Excel workbooks run on Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Can I see whether each item has paid for itself?

Yes. The Fleet tab sets what each item has earned against what it cost, so you can see which kit is paying its way.

Can I charge for damage, fuel and delivery?

Those charges have their own income lines: Delivery and collection, and Damage and fuel charges, next to Hire income and Consumables sold.

Does it log delivery and collection trips?

Yes. The Mileage tab has reasons such as delivery, collection, service call and auction, and totals the year.

Will it calculate my tax?

No. It gives monthly and quarterly totals and a profit and loss. Tax rates and what you can claim are yours to set and check.