Best Collections Software for Equipment Rental Companies in 2026

Disclosure: Abivo is our product. Facts about other tools come from their own websites as of October 2026.

The short answer: Equipment rental AR is a volume problem with a dispute problem on top. Long rentals generate cycle invoices every 28 days or every month, returns generate close-out invoices, and damage, fuel, cleaning and delivery charges arrive as separate small invoices after the contractor has moved to the next job. Rental platforms like Point of Rental, InTempo and Wynne's RentalMan handle billing, payments and customer portals, and include AR tracking or collections tools for your staff. Abivo adds an AI agent that calls, texts and emails contractor accounts about overdue invoices and sends damage and off-rent disputes to your team. Versapay and Chaser fit teams that want a separate AR platform or reminder tool.

Comparison table

Abivo

Abivo is AI collections software for B2B finance teams. Its AI agent, Kate, calls, texts and emails customers about overdue invoices in your company's name. Kate records promises to pay, disputes and next steps, and hands disputes and requests to speak with a person to your AR team with the full history.

In rental, this means a small fuel charge and a large cycle invoice both get followed up, each at the cadence you set per account or segment. Reminders name the invoice details contractors need to approve payment, such as the job, site, PO and billing period, which matters when a contractor's AP team has to match a rental to a specific project. One message can cover every open invoice on an account, so a contractor with six machines on three jobsites gets one clear follow-up. When a customer disputes a damage charge or an off-rent date, Kate hands the dispute to your team with the history, and you can pause that single invoice while the rest of the account keeps moving. You can also flag national and key accounts so a named owner handles them.

Abivo connects with QuickBooks, Xero, NetSuite, Sage Intacct, Microsoft Dynamics 365 Business Central, SAP and Chargebee, or works from an aging report export from your rental system. Multi-entity teams keep each subsidiary or branch company separate, and Abivo works with customers in over 50 countries and in any currency. It does not replace your accounting system, invoicing, payment processing or cash application, so your rental software keeps writing contracts and invoices.

As proof with field-heavy B2B customers, "OFS Group, a fire protection contractor, collected $842,518 in its first four months with Abivo" (case study). For more on rental workflows, see our guide to collections software for equipment rental companies.

Choose it when: your counter and AR staff cannot keep up with follow-up across hundreds of contractor accounts, and you want consistent calls, texts and emails without replacing your rental software.

Point of Rental

Point of Rental says its Elite product is "ideal for equipment, event, general, and specialty rental companies of all sizes," aimed at large, complex operations. Elite includes tokenized card processing across locations, a customer portal where "preferred customers see items on rent, balances, and due amounts" and can pay invoices and statements online, and native connections with QuickBooks, Sage, Xero and Microsoft Dynamics. Its heavy equipment page notes built-in credit, debit and ACH processing and portal-based off-rent requests. Its help documentation describes an Accounts Receivable Manager with aging buckets, filters by jobsite and sales rep, next call dates, A/R notes, assigned operators and call logs for staff working collections.

Choose it when: you run Point of Rental and want your staff to work collections calls from the same system, with customers paying through the portal.

InTempo

InTempo describes Enterprise as "an all-in-one ERP solution for your rental business," and offers Core for companies that use QuickBooks. Enterprise supports cycle billing on daily, weekly or monthly rental cycles, demand billing, partial and lockbox payment posting, credit applications, approvals, holds and late charges, and tools to "manage your collections process." It processes cards on file for recurring rentals. The accounting page does not mention automated payment reminders or customer statements.

Choose it when: you want billing, credit control and accounting in one rental ERP and are comfortable running collections with your own staff.

Wynne Systems RentalMan

Wynne describes RentalMan as software "built specifically for commercial construction and heavy equipment rental companies," with flexible rental billing and advanced billing cycles, and says it "reduces DSO with rapid, accurate billing and invoicing features." For AR, Wynne offers a Billtrust integration in which RentalMan sends customer, outstanding AR and contact data to Billtrust and receives payment remittance back. If you are weighing that route, see our Billtrust alternative page.

Choose it when: you are an enterprise heavy equipment or crane rental company that needs a rental ERP and plans to pair it with Billtrust for AR and payments.

Versapay

Versapay describes an AR automation platform covering invoicing through reconciliation, with automated follow-up, risk prioritization, a self-service portal where customers can pay or resolve disputes, ACH, card and wire payments, and AI cash application. It lists native connections to NetSuite, Sage Intacct and Microsoft Dynamics 365 and positions itself for midmarket finance teams. See our Versapay alternative page.

Choose it when: your rental group's finance team runs one of those ERPs and wants to replace invoice delivery, payments and cash application in one project.

Chaser

Chaser markets accounts receivable and credit management software that automates payment reminders by email, SMS, automated phone call and letter, with a customer payment portal and integrations with QuickBooks, Xero, Sage, Business Central and SAP. It also offers outsourced credit control specialists. See our Chaser alternative page.

Choose it when: you are a smaller rental company on QuickBooks or Xero that wants templated reminders and the option of outsourced credit control.

How to choose collections software for an equipment rental company

Rental AR breaks in predictable places. Check each tool against your own aging report.

• Ancillary charge volume: Count your small invoices for damage, fuel, cleaning, delivery and pickup. They are usually most of your invoice count and the ones nobody calls on. Ask whether the tool follows up on every one.

• Cycle and close-out invoices: Long rentals bill on 28-day or monthly cycles, and returns trigger a close-out. Customers often hold cycle invoices until the job pays them, so these need a steady cadence and a named owner on large accounts.

• Damage and off-rent disputes: "We called it off rent on the 12th" and "that damage was already there" need photos, check-in records and a person. The tool should route these to your team with history and pause that invoice. Our guide to resolving invoice disputes covers the process.

• Jobsite and PO matching: Contractors' AP teams match rentals to jobs. Reminders should carry the jobsite, PO and contract number, and invoices without a PO should be fixed at the counter.

• Account consolidation: A contractor with machines on several jobs should get one message listing all open invoices.

• Credit holds: Tie collections to your counter. When an account stays past due, staff need to know before the next machine goes out. See our credit hold policy guide.

• Branches and entities: Multi-branch or multi-company rental groups should keep each entity's AR separate.

• System fit: Confirm the tool reads from your rental system's ledger, or from an aging report export if it cannot connect directly.

• Phone follow-up: Contractor offices often answer calls faster than emails. Decide whether you want software that makes AI collections calls for you or a call list for your staff.

To see how Abivo would handle your contractor accounts, book a 30-minute demo on your own aging report.

Frequently Asked Questions

What is the best collections software for an equipment rental company?

If your rental software handles billing and payments but follow-up falls behind, an AI collections agent like Abivo adds calls, texts and emails on every overdue invoice and sends disputes to your team. If you want everything in your rental system, Point of Rental, InTempo and RentalMan each include AR or collections tools for staff, and RentalMan integrates with Billtrust.

How do rental companies collect on damage and fuel charges?

Bill them quickly with photos and check-in records attached, include the contract, jobsite and PO, and group them with the customer's other open invoices in one message. When the customer disputes a charge, route it to a person and pause that invoice instead of sending more reminders.

Does Point of Rental have collections features?

Point of Rental's help documentation describes an Accounts Receivable Manager with aging buckets, next call dates, A/R notes, assigned operators and call logs, and its Elite product includes a customer portal for paying invoices and statements. Those tools support staff doing the follow-up.

Can collections software work with my rental software?

Yes, usually through your accounting system or an export. Abivo connects with QuickBooks, Xero, NetSuite, Sage Intacct, Business Central, SAP and Chargebee, or uses an aging report export, so it can work alongside Point of Rental, InTempo, RentalMan or other rental platforms.

Will automated collections calls upset my contractor customers?

You stay in control. With Abivo you set the cadence per account or segment, pause any invoice, and flag key accounts for a named owner. Any request to speak with a person goes to your team with the full history.