Rental and hire billing software for water cooler operators
Stop tracking rental contracts in spreadsheets. Bill every asset, every consumable and every contract minimum, automatically, on the schedule your customers agreed to.
The problems with manual rental billing
Rental contracts tracked in spreadsheets
Asset numbers, start dates, contract terms and renewal dates live in separate spreadsheets that drift out of sync with what is actually installed on site.
Missed consumable charges
Bottles, filters, sanitisation visits and bottle deposits get delivered or performed but never make it onto an invoice.
Manual proration
Mid-term installs, removals, upgrades and downgrades mean working out part-period charges by hand for every affected contract.
Contract minimums that get overlooked
Minimum monthly charges and minimum term commitments are easy to forget when billing is done from memory or a rolling spreadsheet.
Chasing payments
Without a clear view of what is overdue and why, credit control becomes a manual, ad hoc process that eats admin time.
What ProWat does
Recurring rental and hire billing per asset
Each cooler, tap or boiler on site is a billable asset with its own rental rate, billing frequency and status, so charges follow the equipment automatically.
Contract terms and minimum charges
Set minimum term, minimum monthly charge and renewal rules once per contract, and ProWat applies them on every billing run without manual checks.
Consumables and bottle deposits
Bottle deliveries, filter changes, sanitisation visits and deposits are captured against the customer and rolled into the next invoice run.
Mid-term proration
Installs, removals, upgrades and downgrades mid-billing-period are automatically prorated so customers are charged for exactly what they had, for exactly how long.
Multi-site and framework billing rules
Group sites under one customer or framework agreement, apply consolidated or site-by-site billing rules, and keep pricing consistent across a national account.
Invoice runs
Generate invoices in scheduled batches across your whole customer base, review exceptions before they go out, and reduce billing to a routine rather than a scramble.
Accounting package integrations
Push invoices and payment status to Xero, Sage or QuickBooks, keeping your accounts up to date without re-keying data.
Payment collection
Connect payment collection so recurring rental charges can be taken automatically, reducing the manual chasing of overdue balances.
What this means for your business
- •Rental income that reflects what is actually installed, not what a spreadsheet says was installed months ago.
- •Fewer missed consumable and deposit charges, because they are captured at the point of delivery or service.
- •Billing runs that take minutes to review, not days to assemble.
- •Accounts that reconcile cleanly with your accounting package instead of needing manual adjustment.
- •Less time spent chasing payments and more time spent running the business.
Frequently asked questions
Can ProWat bill rental charges per individual cooler or asset?
Yes. Every cooler, tap or boiler is tracked as an individual asset with its own rental rate and billing status, so charges are tied to the equipment actually on site.
How does ProWat handle mid-month installs and removals?
ProWat automatically prorates charges for the exact period an asset was in service, so customers are billed accurately for partial periods without manual calculation.
Does ProWat support minimum contract charges and terms?
Yes. You can set minimum monthly charges and minimum contract terms against each agreement, and ProWat applies them consistently on every billing run.
Which accounting packages does ProWat integrate with?
ProWat integrates with accounting packages including Xero, Sage and QuickBooks, so invoices and payment status stay in sync with your accounts.
Can ProWat handle billing for multi-site or framework customers?
Yes. Sites can be grouped under a single customer or framework agreement, with consolidated or site-by-site billing rules applied consistently across every location.
See rental billing set up against your own contracts
Book a demo to see how ProWat handles your rental and hire billing, or explore the full product and features pages.
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