Roll-off rental billing and weight tickets
Stop losing overage money in a spreadsheet.
Hauls, tonnage overages, landfill tickets, and days past term, on one invoice. Nothing depends on someone remembering.
Redstone Demolition, one 40-yard box, 15 days.
- Three hauls at $625
- Two swaps and the final pickup, each a line with its date.
- 0.8 and 1.2 tons over
- 4.8 and 5.2 tons weighed against 4 included, at $85 a ton.
- Three landfill tickets
- Lorain County Landfill, each passed through with its ticket number.
- 2 weeks + 1 day
- The rental base for 15 days on site, priced the cheapest way.
- Less the $500 deposit
- Paid Jul 22 and credited against the final statement.
Nine days is a week and two.
Give each container size a day, week, and 28-day rate. PortaPro bills the cheapest combination that covers the stay, and the invoice says which.
PortaPro bills
$385
1 week + 2 days
Straight daily math
$495
9 × $55
A 20-yard box at $55 a day, $275 a week, and $795 for 28 days. The customer never pays more than the cheapest way to cover the stay.
One box, from drop to final invoice.
At booking
The rental carries its prices.
Haul rate, overage per day past the included days, the expected pickup, the debris type, and how disposal bills: included tons with an overage per ton, or the landfill's cost plus your markup. They go on the rental when it's booked, the container's catalog defaults fill in the rates, and saving it puts the delivery on the board.Every morning
Past-term boxes are counted in red.
Overage is worked out from the term dates and today's date, not from someone updating a cell. Open rentals, boxes in overage, and pickups due this week sit on top; sort by days out and the longest-sitting box comes first. A pull that closed without a weight ticket is flagged on its row.Swap day
Swap or pickup, from the row.
Swap opens the schedule dialog for the same site: pick the date and the driver, and the pull is on the dispatch board, tied to the rental. If the rental has no haul rate yet, the dialog warns you before you schedule a pull that bills $0. Pickups schedule themselves about two days before the expected end.At the scale house
The driver enters the weight ticket. The money stages itself.
Gross, tare, the ticket number, the disposal site, the material, and a photo of the ticket, on the phone. With no signal it saves and sends later. Back at the office, the haul, the tons over what's included at your overage rate, or the landfill's fee for that material plus your markup, land on the rental as lines. A damage, permit, or wasted-trip fee added mid-term rides along, and recomputing replaces only the automatic lines, never one you typed.Term complete
One draft, less the deposit.
Once every job on the rental is closed, Final invoice gathers the rental, every haul, overage, disposal line, and fee into one draft and stamps each job so it can't be billed twice. You read it before the customer does.
Disposal
The landfill's price, by the ton and by material.
Tipping fees are not one number. A site charges one rate for C&D, another for shingles, nothing for clean fill, and a minimum on a light load. PortaPro prices each pull the way the scale house does.
- The site's own rates
- Each disposal site under Fleet Management carries a Cost Per Ton, a Minimum Charge for a light load, a Cost Per Load for a site that charges flat, and Rates by Material: C&D, household trash, roofing shingles, concrete, clean fill, yard waste, clean wood, scrap metal. A material at $0 is one the site takes free, and that load gets no disposal line.
- One way per rental
- How is disposal billed? has two answers. Included in the rate covers disposal up to the included tons and bills the overage per ton. Landfill cost + markup bills the site's tipping fee for the ticket plus your percent. Picking one clears the other, so the same tons can never bill twice.
- Priced from the ticket
- The ticket's material rate at that site wins, then the site's Cost Per Ton, then its Cost Per Load. The minimum applies when tons times rate comes in under it, and the markup goes on top. A per-ton site waits for the net weight; until it's saved there is no line, and the driver's save toast says which piece is missing.
- What the invoice shows
- One line for the load with the tons carried on it, and a note naming the site, the material, and the landfill's own figure beside what you billed. You can see the margin on every pull without opening the ticket.
- Nothing unpriced goes out
- If a Landfill cost + markup rental reaches Final invoice with a pull that can't be priced, no weight on a per-ton site, no site, or a site with no rate, a dialog titled Disposal can't be priced yet lists each one. Fix the tickets first, or Issue anyway to draft the statement without those charges.
At the scale
Photograph the ticket. Check the numbers. Save.
With signal, PortaPro reads the ticket photo as soon as it uploads and fills in the fields the driver left empty: gross, tare and net, converted to tons even when the ticket prints pounds or kilograms, the ticket number, the disposal site matched by the name printed on the ticket, and the material. Anything the driver already typed is kept.
A line under the photo says what it read and in which unit, so the printed figure and the converted one can be checked against each other. Read ticket reads it again. Nothing is saved until the driver taps Save Weight Ticket, and a photo that isn't a scale ticket says so. With no signal the photo saves to the phone and the numbers go in by hand.
Customer portal
The customer asks for the swap. Nobody takes the call.
When you rent roll-offs, the customer's portal shows a Dumpsters section: each box on site with its days out and pickup date, and a request for whatever they need next.
- Request a dumpster
- Size, where it goes, what will go in it, an optional delivery date, and notes like a gate code. In the office, Book delivery opens the job wizard prefilled from the request.
- Request a swap
- An empty box for the full one, with a date if they have one. Schedule swap opens the schedule dialog on the customer's date, and the new job is linked to the request.
- Schedule pickup
- They're done with it. With no pickup booked yet, Schedule pickup books one. With one already on the board, Move pickup to the day they asked for, or Keep pickup on the booked day when their date won't work.
- Extend rental
- A new pickup date after the current one. Extend to that date sets the rental's expected pickup and moves an already-booked pickup with it, so the box doesn't flip to overage the morning after the old date.
- The answer, in their messages
- Every outcome posts to the customer's portal conversation: the swap is scheduled for a day, the rental is extended to a date, or a decline with your reason. Your requests on the portal overview shows each one as Requested, Scheduled, Done or Declined, and a customer can withdraw a request that's still waiting. On your side they sit under Dumpsters in the Requests tab of your Inbox, and each new one arrives by bell, push and email.
Reports
Where every box is, and what every dump cost.
Two reports built from the rentals, jobs, and weight tickets your team already entered.
- Roll-Off Containers
- Every box right now: on rent, past pickup, booked, on site with no rental, in yard, idle 14 days or more, in maintenance, and utilization. Days out and days in yard follow the box itself, so after a swap the box that came back counts from the swap and the box that went out counts from the day it was dropped.
- Roll-Off Dumps & Tonnage
- Every completed swap and pickup for a period: tons, material, what the landfill charged when disposal is passed through or an estimate from the site's current rates, what was billed, and the net on the pulls that have a cost. The detail says which pulls still have no cost and which are missing their ticket.
- Grouped the way you ask
- By disposal site, material, customer, driver, box size, month or site for the dumps. By product type, status, customer or site for the containers. Filter Ticket to No weight or No disposal site and you have the list for tomorrow's phone calls.
Questions haulers ask
Which plan includes roll-offs, and is it a second system?
Every plan. The Roll-Offs page, rental terms, and final invoices are part of Starter, Core, and Growth. Roll-off rentals sit next to your restroom and septic work in the same account, on the same dispatch board and the same customers. A job on a rental bills only on that rental's final invoice, never on the customer's cycle invoice as well.
The box went out before anyone priced it. Now what?
Open the rental and add the rates. Saving re-prices every completed pull that hasn't been invoiced yet, and the toast says how many lines changed. Pulls already on an invoice stay as billed.
The landfill charges me by the ton and by material. Can I pass that on?
Yes. Put the site's Cost Per Ton, its Minimum Charge, and a rate for each material it prices differently on the disposal site, then set the rental to Landfill cost + markup with your percent. Each pull bills the site's fee for the ticket's material and net weight, plus the markup, and the invoice note shows the landfill's figure beside what you billed. A rental that bills included tons with an overage per ton doesn't pass the fee through; a rental bills disposal one way or the other.
A 14-day box stayed 45 days. What bills?
Two things, on separate lines. The rental base re-prices for the real 45 days at the cheapest day, week, and month mix. If you set a daily overage rate, the 31 days past the included 14 bill at that rate too. Leave the daily rate blank and only the rental base changes.
Can customers book a box on my website?
Yes. Turn on Online Booking, pick the box sizes customers can book, and set a deposit. Customers choose delivery and pickup dates, see which sizes are free for those dates and the price, and pay the deposit. Nothing reaches the schedule until your office approves it, and Decline refunds the deposit.
Can I take a deposit at delivery, and will it stop a truck that's too small?
Yes to the deposit: choose Request Deposit on the delivery job and send the link or collect it on the spot, and the paid deposit is credited to the box's final invoice. A card the customer saves with the deposit can be billed later with Charge for Damage. The truck check warns rather than blocks. Set each truck's largest container size and the job wizard flags a truck that's too small, because only you know when the exception is fine.
Watch a weight ticket turn into an overage line.
Then build the final invoice with one click.
