Rental Billing and Project Cost: Calculated from Approved Timesheet
Invoice beside expected amount
For rented machines, period billing is calculated from approved timesheet: billable days, minimum hours, deducted downtime days and accident days are split according to contract rules. If any day is still draft or unapproved, the period cannot be closed. Owned and rented machines appear in the same project cost report.
Timesheet-sourced billing
Rental period totals derive from approved timesheet days; contract dates clip the period automatically.
Deduction rules
Breakdown and maintenance days deduct per contract; accident days may stay outside deductions when liability is on the other party.
Hourly contracts
On hourly rental, minimum hours shrink in proportion to deducted days; partial work days are respected.
Invoice comparison
Received invoices sit next to the expected amount; variance is discussed on the record.
Bulk periods
Periods for all rental contracts in a month can be created in one bulk action.
Project cost report
Owned rates follow machine, group then default with effective dates; rented amounts spread to days by timesheet weight. Operator day and hour report and Excel export are included.
Rental period billing
When the tenant uses at least one approved timesheet day, the period is computed from timesheet. Billable days, minimum hours, deducted downtime and accident days follow contract clauses. Unapproved days keep the period waiting.
Owned-machine project cost
Project cost uses an hourly or daily unit rate; precedence is machine card, machine group then default rate, picking the newest valid record. A standby unit rate can apply to idle owned machines.
What is out of scope
Depreciation, financing, insurance premiums and overhead allocation are not in this report; currency conversion is not performed. The output is a maintenance and operating cost view, not total cost of ownership.
Daily discipline lives in machine timesheet; labour and parts accumulate in cost management.
Who it is for
Billing teams anchoring rental invoices to timesheet, project managers who need machine cost by project, and equipment managers aligning fleet and finance on one number.
- 1
Approve timesheet
Every day in the month must be approved; otherwise the period stays open.
- 2
Calculate period
Contract rules define billable days, deductions and minimum hours.
- 3
Read the report
Project cost, billing and invoice comparison export to Excel.
FAQ
Can a period close with unapproved timesheet days
No. Draft or unapproved days block period approval; timesheet must be complete first.
Does this report show total cost of ownership
No. Depreciation, financing, insurance and overhead allocation are excluded; there is no currency conversion. The view focuses on maintenance and operating cost.