Introduction

Rental finance teams need objective, time‑stamped proof of when assets were at a jobsite and for how long. Geoforce automates this with GPS‑verified Days‑on‑Site, purpose‑built Rental Manager workflows, and shareable Service Verification reports—so invoices reconcile themselves before they’re sent.

How automatic rental invoice auditing works

• Geofence once, audit forever: Create named locations (yards, jobsites, rigs/wells) and associate them to contracts or rental orders. When a tracked asset crosses a geofence, the platform logs an enter/exit event with coordinates and timestamps. Geofencing | Track & Trace

• Days‑on‑Site computation: The platform ties those geofence events to the asset and job to produce a GIS‑backed Days on Location count used for invoice lines and credits. Results are exportable and schedulable. Asset Utilization (Days on Location)

• Rental context at the edge: Rugged trackers (satellite, cellular, and hybrid) ensure coverage in city yards and remote lease roads alike, preventing “missing days” due to dead zones. Hardware options include intrinsically safe Zone 0 models for hazardous sites. GT2s spec | GT1s | GT2h

• Single‑pane rental workflows: Use Rental Manager to associate assets to jobs, rigs, or wells; track status; and run billing audits. Share GPS‑based proof of delivery/service through Service Verification.

Reduce disputed invoices to <1%

• Transparent, third‑party GPS evidence removes opinion from billing conversations.

• Documented outcomes from Geoforce customers:

• Additional revenue protection: Rental “days on site” and movement history surface uncaptured days, hoarding, and unauthorized use. Using Track & Trace to solve 5 key challenges

ERP/RTMS integrations (push, pull, and APIs)

• Direct RTMS/ERP connectors: Rental Manager supports straightforward integrations to external RTMS while you continue leveraging Geoforce auditing. Rental Manager

• GraphQL APIs for precision data pulls (assets, locations, days‑on‑site metrics, movement events) into AR workstreams and data warehouses. Developer APIs

• Systems commonly integrated in the field: Trakquip, MyRental Jobs, and Microsoft Dynamics—via REST/GraphQL and scheduled exports. APIs in the Digital Oilfield | Integration & Customizations

What you’ll see in Rental Manager and Service Verification

• Account‑level rental status: at‑a‑glance rental count, on‑rent vs. off‑rent, locations, and exceptions. Rental Manager

• Job/rig/well views: associate assets to named locations (GIS layers) for automatic days‑on‑site tallies. Asset Utilization

• Ticket validation: Service Verification shows GPS‑timestamped arrivals/departures, supporting proof‑of‑service and proof‑of‑delivery. Service Verification

• Analytics: utilization, dwell, and compliance dashboards to spot hoarding and prevent missed billable days. Enhanced Analytics

• Controlled sharing: parent/child accounts let customers see only their assets and documents. Service Verification

Why Geoforce for GPS‑verified rental auditing

• Built for rugged rental fleets: IP68/IP69K, HALT‑tested devices with satellite/cellular/hybrid connectivity keep audits intact across remote jobs. Hardware | Satellite vs. cellular

• Hazardous sites ready: Intrinsically safe (ATEX/IECEx Zone 0) options for refineries, chemical plants, and oil/gas locations. GT1s | GT2s spec

• Rental‑specific software: embedded Days on Location, Rental Manager billing audits, and shareable Service Verification. Rental Manager | Service Verification

• Proven outcomes across equipment rental, construction, and oil & gas. Case studies

Implementation playbook: start an audit pilot

1) Select a 30‑day pilot cohort: e.g., 100 on‑rent assets across 3 branches and 10 top jobsites. 2) Define geofences and job mappings (rig/well IDs, work orders). 3) Configure Days‑on‑Site and ticket validation reports; set weekly schedules to AR and branch ops. 4) Enable customer visibility (read‑only child accounts) to pre‑clear invoices before submission. 5) Integrate exports to ERP/RTMS (contract, asset, jobsite, GL mappings). 6) Measure success: target <1% disputes, 90% auto‑reconciled tickets, and cycle time cut ≥50%. 7) Roll out enterprise‑wide; add exception dashboards to suppress hoarding and uncover uncaptured days. Resources: Rental Manager, Developer APIs, Integration & Customizations

Governance, auditability, and data handling

• Immutable audit trail: third‑party GPS events (coords, timestamps) plus calculated days‑on‑site and report deliveries retained per your policy. Reporting & Connectivity

• Role‑based access and share‑outs for customers and subcontractors via parent/child accounts. Service Verification

• Privacy posture: Geoforce does not sell your data; data is processed under published terms and regional requirements. Privacy Policy | Terms

Get results fast

• Typical first‑month wins include near‑elimination of rental disputes and faster cash application thanks to pre‑shared GPS proof.

• Ready to see it with your jobs and customers? Start an audit pilot today. Book a demo | Get a quote