ROLL-OFF RENTALS
Stop losing overage money
in a spreadsheet.
Roll-Off Rentals is the live ledger and billing engine for the rental side of your hauling business. Booking, delivery, swap, pickup, final invoice — with tonnage overage and disposal costs captured automatically, not remembered later.
THE SPREADSHEET TAX
The money leaks where nobody's looking.
A roll-off business runs on a hundred small charges that only show up if someone remembers them. On a spreadsheet, forgetting is the default. Three leaks show up on every operator's books.
You can't see which containers are past their included term at a glance. The ones quietly running over are exactly the ones costing you daily rate you never bill.
The weight ticket says the load was over the included tons. By the time you invoice, that ticket is in a drawer and the overage never makes it onto the bill.
You paid the tipping fee at the landfill. It should pass through to the customer, but nobody wrote it down, so it comes straight out of your margin.
ONE LIVE LEDGER
Every container on the ground, in one screen.
The Roll-Off Rentals page is a live list of what's out there right now — every open term with the customer, container, status, term window, and rates. Four KPI cards sit on top, always computed from your open rentals, so the day starts with exactly where the money is at risk.
| Customer | Container | Status | Term | Base rate |
|---|---|---|---|---|
| Rivera Concrete | 30 yd Roll-Off#1019 | Overage | Jun 2 – Jul 2 · 5 days over | $450 / haul |
| Hillside Builders | 20 yd Roll-Off#1042 | Nearing overage | ends Jul 24 · 3 days left | $385 / haul |
| Delgado Roofing | 40 yd Roll-Off#1007 | Swap scheduled | swap Jul 22 | $520 / haul |
| Twin Oaks Demo | 30 yd Roll-Off#1023 | Pickup scheduled | pickup Jul 21 | $450 / haul |
| Cornerstone GC | 15 yd Roll-Off#1055 | In-term | ends Aug 3 · 13 days left | $340 / haul |
Status is derived from live state, never a stored value. Overage outranks everything — a past-term container never hides behind “swap scheduled.” Nearing overage flags the last three days, blue shows a scheduled next action, and green means on track.
HOW THE BILLING WORKS
The weight ticket does the paperwork.
Rental economics aren't generic invoicing. Every term stores the rates that matter — base haul, included days and daily overage, included tons and overage-per-ton, debris type, and a disposal passthrough flag. From there, closing a pull is what moves the money.
Book the rental with its economics baked in: base haul rate, included days and daily overage, included tons and overage-per-ton, debris type, and disposal passthrough on or off.
One click on Swap or Pickup opens a scheduling dialog with a driver-editable date. The pull lands on Dispatch instantly, attributed back to the term. No detour into a separate scheduler.
The driver closes the pull with a weight ticket. That single event is what triggers the money — no one has to remember to go back and bill it later.
PortaPro stages the haul, tonnage overage, any day overage or rental re-tier, and disposal passthrough automatically. Every auto line is idempotent — recompute replaces only auto lines, never anything you typed.
An Add Fee action on the row stages a damage, contamination, or wasted-trip fee — or a custom one — against a job of the term. It stays attributed to the rental.
When the term hits Completed, Generate Final Invoice consolidates every un-invoiced job into one draft: rental base, hauls, overages, disposal, minus deposit. You review before it sends.
Nobody gets double-charged. When a term is priced with tiered rates, the rental base re-prices over the actual stay on pickup — an early pickup even produces a credit line by design — and any day-overage charge is auto-suppressed when the re-tier already covered the extension.
TIERED RENTALS
Bill the cheapest fair price, automatically.
Store one day rate, one week rate, and one month rate. PortaPro bills the cheapest legal combination for the customer's actual stay — so a long rental never gets charged straight daily math, and you never have to eyeball a discount by hand. Months are 28 days, matching the industry-standard billing cycle.
Nine days doesn't bill as nine days. PortaPro breaks it into one week plus two days — the cheapest legal combination.
THE EXTRAS
Deposits, fees, and disposal — captured, not forgotten.
These are the line items that quietly eat margin when they live in someone's memory. In PortaPro they stay attached to the rental and sweep into the final statement on their own.
Take a deposit up front and it rides with the term. The final invoice applies it automatically as a credit line, so the balance due is already net of what the customer paid to start.
Damage, contamination, wasted trip, or a custom name and amount — staged from the row against the right job. It sweeps into the final statement instead of living on a sticky note.
Flip passthrough on and the disposal site's own cost flows straight onto the invoice from your PortaPro disposal-site records. The tipping fee stops coming out of your pocket.
ONE-CLICK FINAL INVOICE
Everything included. One draft. Review before send.
When a term hits Completed, Generate Final Invoice consolidates every un-invoiced job into a single draft — rental base, hauls, overages, disposal, minus any deposit already applied. It opens as a draft, so you review it before the customer ever sees it.
Spreadsheet vs PortaPro
A Spreadsheet vs. PortaPro
Where a roll-off business actually loses money — and where it stops.
You scan a spreadsheet and hope the dates are current — a past-term box hides in plain sight until someone notices
A loud red In Overage count every morning, and Overage status outranks every other state so a past-term container never hides behind “swap scheduled”
Weight ticket goes in a drawer; the overage gets forgotten by the time you invoice
Closing the pull with a weight ticket auto-stages max(0, weight − included tons) × your rate — every time
The tipping fee comes out of your margin because nobody remembered to bill it
Passthrough flows the disposal site's cost onto the invoice automatically from your own disposal-site records
You either overcharge with straight daily math or eyeball a discount by hand
Tiered rates bill the cheapest legal combination for the customer's actual stay, on 28-day months
You hunt down every haul, swap, fee, and deposit across the job and assemble it manually
One click consolidates every un-invoiced job into a single draft — rental, hauls, overages, disposal, less deposit
PART OF THE SUITE
It doesn't run on an island.
Roll-Off Rentals lives inside the wider PortaPro suite. New pulls go straight to Dispatch, draft invoices land in Financials, and every customer profile carries a Rentals & Service view. Nothing is re-keyed from one tool into another.
New swaps and pickups land on the dispatch board the moment you schedule them.
Every profile gets a Rentals & Service view of what's on the ground and what it's earning.
Draft invoices land in Financials, ready to review and send.
Containers are tracked assets — location, condition, and service history in one place.
FAQ
Questions haulers ask
Do I need a separate subscription for Roll-Off Rentals?
Does it work for a mixed fleet — roll-offs plus restrooms or other equipment?
What happens if I don't set an overage or haul rate on a term?
How do the tiered day / week / month rates work?
Will automatic billing ever overwrite something I typed in?
Can I still edit before an invoice goes out?
Get Started
See the ledger run your rentals.
Book a walkthrough and watch a pull close, the overage stage itself, and a final invoice come together in one click.
Get started in under 2 minutes.