Know Your Numbers. In Real Time.

From individual job profitability to company-wide revenue, OpsReef gives you complete financial visibility without spreadsheets or manual data entry. Generate invoices from confirmed jobs in one click, accept payments through any major gateway, stay compliant with multi-jurisdiction tax rules, and keep your books in sync with QuickBooks Online. Equipment rental billing has never been this straightforward.

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Quote to Invoice in One Click

Every job in OpsReef is already a financial record. When you confirm a job, click one button to convert it into a numbered invoice. No re-keying line items, no copy-paste mistakes, no reconciliation headaches. Your rental invoicing software should move as fast as your sales team.

  • One-click job-to-invoice conversion Products, labor, delivery charges, and taxes carry over automatically. The invoice mirrors the job exactly as your client approved it.
  • Auto-numbering per company Each company gets its own independent invoice sequence. Custom prefixes available so your numbering matches legacy systems.
  • Multi-currency support Set your company currency and formatting preferences. Symbol position, thousands separators, and decimal styles are all configurable.
  • Flexible billing periods Bill by the day, week, or month. OpsReef calculates rental duration automatically and applies the correct rate for each billing period.
  • Payment terms and due dates Assign Net 15, Net 30, or custom payment terms per client. Due dates calculate automatically and drive your collections workflow.
opsreef.com/rental/dashboard
Revenue MTD
$184,320
12.4% vs last month
Outstanding
$47,850
6 invoices overdue
Active Jobs
34
8 confirmed today
Monthly Revenue

Accept Payments Any Way Your Clients Pay

Connect Stripe, Square, Authorize.net, or PayArc and start processing payments immediately. Store cards on file for repeat clients, send self-service payment links, and let OpsReef handle the reconciliation. Payment processing for rental companies should not require a separate system.

  • Four integrated payment gateways Stripe, Square, Authorize.net, and PayArc. Choose the gateway that gives you the best rates, or use multiple for different payment types.
  • Cards on file (PCI compliant) Securely tokenize client credit cards for future charges. Cards are stored at the gateway level, never in your database.
  • Public payment links Send your client a link. They pay online without creating an account. The payment records automatically against the correct invoice.
  • Every payment method covered Credit card, ACH, check, cash, wire transfer. Record any payment type and track it against the invoice balance.
  • Auto-activate jobs on payment Require a deposit before a job moves to confirmed status. Once payment clears, the job activates and inventory is reserved.
opsreef.com/rental/payments
Recent Payments Record Payment
Invoice Client Amount Method Status
INV-1047 Meridian Events $8,400.00 Stripe Completed
INV-1044 Brightline AV $3,250.00 ACH Completed
INV-1041 Summit Prod. $12,680.00 Square Completed
INV-1039 Cascade Corp. $5,100.00 Check Pending
INV-1036 Northgate Hotel $2,775.00 Card on File Completed

Tax Rules as Complex as Your Jurisdiction

Rental tax compliance is not a flat percentage. OpsReef handles separate rates for rentals, sales, labor, and shipping. It supports single-article tax caps, operator exemptions, combined tax regions, and discount-before-tax calculations. Stop manually adjusting invoices and let the system compute it correctly every time.

  • Independent tax rates by category Set different rates for rental items, sales items, labor, and shipping. Each category can have its own rate within the same tax region.
  • Single-article tax caps States like Tennessee cap tax on individual items above a threshold. OpsReef applies cap rules automatically per line item.
  • Operator exemption rules When you provide an operator with rented equipment, some jurisdictions reclassify the transaction as a service. OpsReef adjusts the tax treatment automatically.
  • Secondary and combined tax regions Layer county, city, and state taxes. Assign primary and secondary tax regions to a job and let OpsReef compute the combined total.
  • Product-level tax categorization Mark individual products as taxable or exempt. Assign tax categories so the right rules apply regardless of the job's tax region.
opsreef.com/rental/settings/tax-regions
Tax Regions Add Region
Region Rental Sales Labor Shipping Cap
Tennessee — Davidson County 9.25% 9.25% 0.00% 9.25% $1,600
Georgia — Fulton County 8.90% 8.90% 0.00% 0.00% —
Texas — Travis County 8.25% 8.25% 0.00% 8.25% —
California — Los Angeles 0.00% 9.50% 0.00% 0.00% —
Nevada — Clark County 8.375% 8.375% 0.00% 0.00% —

Pricing That Fits Every Deal

Not every client pays list price. OpsReef gives you tiered pricing, job-level overrides, discount management, and damage waiver configuration so your equipment rental billing reflects the actual deal your salesperson closed. No workarounds, no manual line-item edits.

  • Client-specific pricing tiers Assign price levels per client. When a salesperson builds a job for that client, their negotiated rates load automatically.
  • Job-level price overrides Override any line item price on a specific job without changing the master product price. The override applies only to that job.
  • Discount management Apply percentage or flat discounts at the line-item or job level. Discounts calculate before tax so your tax amounts stay accurate.
  • Damage waiver fees by job type Configure damage waiver percentages per job type. The fee calculates automatically based on the rental subtotal and appears as a separate line.
  • Daily, weekly, and monthly billing periods Set billing periods per product or per job. OpsReef calculates the rental duration and applies the matching rate from your pricing table.
opsreef.com/rental/jobs/1047/products
Job #1047 — Line Items Add Product
Product Qty Rate Days Total
Meyer Sound LEO 24 $185.00 3 $13,320.00
d&b E12 Monitor 8 $95.00 3 $2,280.00
DiGiCo SD12 Console 1 $1,200.00 3 $3,600.00
Shure ULXD Wireless 12 $55.00 3 $1,980.00
Subtotal $21,180.00

Stay on Top of Every Dollar Owed

Your accounts receivable rental workflow should not live in a spreadsheet. OpsReef tracks aging balances, sends automated reminders, monitors days sales outstanding, and gives your collections team a clear view of who owes what and how long it has been outstanding.

  • Aging analysis: current, 30, 60, 90+ days See outstanding balances bucketed by age. Drill into any bucket to view individual invoices and client details.
  • Automated dunning reminders Schedule email reminders at configurable intervals. Polite first notice, firmer follow-up, and final demand templates are all customizable.
  • Days Sales Outstanding (DSO) tracking Monitor your average collection time across the company or by salesperson. Spot trends before they become cash flow problems.
  • Client credit limits and balances Set a credit ceiling per client. OpsReef warns your sales team when a new job would push a client over their limit.
  • Credit balance and overpayment tracking When a client overpays, OpsReef holds the balance as a credit and can apply it automatically to their next invoice.
opsreef.com/rental/reports/aging
Receivables Aging Summary Export
Current
$24,150
31–60 Days
$12,400
90+ Days
$5,820
Client Current 1–30 31–60 61–90 90+
Cascade Corp. $5,100 — $3,200 — $2,800
Summit Prod. $12,680 $4,500 — — —
Northgate Hotel $6,370 — $9,200 $3,020 —

QuickBooks Integration & E-Signatures

Keep your accounting team happy and your contracts moving. OpsReef syncs invoices, payments, and customer records with QuickBooks Online in both directions, and lets you send documents for electronic signature without leaving the platform.

  • Two-way QuickBooks Online sync
  • Invoices push to QBO automatically
  • Payments sync back in real time
  • Customer records stay in sync
  • GL account mapping per category
  • Full audit trail on every sync
  • Send documents for e-signature
  • Signed docs auto-confirm jobs
  • Multiple signers per document

Stop Chasing Invoices. Start Collecting Faster.

OpsReef handles quoting, invoicing, payments, tax compliance, and accounting sync so your team can focus on delivering great events. Start your free 14-day trial and see the difference real rental invoicing software makes.

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