Rental operations and lessor accounting in one ledger
Availability, contracts and cycle billing alongside ASC 842 lessor classification and disclosure, on the assets you already hold. Ask and we will walk you through the rental and lease deck.
The Lessor Gap
Companies that rent or lease out assets on NetSuite run the most important part of the business outside it. There is no rental item type, no availability calendar and no check-out or check-in, and native Fixed Assets Management covers the lessee side only. So the lessor stitches together a standalone rental system, a spreadsheet for the lease schedules, and a monthly set of manual journal entries.
That gap costs in four places. Revenue leaks, because off-rent dates, extensions, damage and fuel charges are captured late or not at all when the contract lives outside the billing system. Fleet is under-utilised, because without one availability view across locations you either over-buy assets or turn away rentals you could have filled. The close carries risk, because lessor classification, net-investment schedules and the required disclosures are built in Excel. And everything is keyed twice, then reconciled.
The market splits the problem the same way the software does. Rental-operations apps handle the yard and not the accounting. Lease-accounting tools handle the lessee and not the fleet. Very little sits in both, which is exactly where a lessor lives.
What's in the scope
- A rentable asset register linked to the fixed asset record
- An availability calendar with conflict checking by asset, class, location and date
- Quote to reservation to rental contract, built on native transactions
- Check-out and check-in with meter reading and condition capture
- A rate engine — hourly, daily, weekly, four-week and monthly, with minimums, best-rate calculation and customer price levels
- Recurring rental billing in advance or arrears, pro-rata, billed to date on return
- Meter and usage billing, with overage above allowance
- Extensions, swaps, partial and early returns, re-rated automatically
- Return charges, security deposits and an optional damage waiver
- Maintenance and inspection holds that block a booking while an asset is in the shop
- Multi-location and subsidiary transfers
- Kits, bundles and bulk quantity availability for non-serialised pools
- Lessor lease classification under ASC 842 and IFRS 16 — operating, sales-type and direct financing
- Sales-type and direct financing accounting: derecognition, net investment in the lease, selling profit and the interest income schedule
- Straight-line operating lease income, with fleet depreciation continuing on the asset
- Residual value tracking and impairment review at lease end
- A lessor disclosure pack — maturity analysis, lease income by type, net investment roll-forward
- A utilisation and fleet ROI dashboard, with payback per asset
- Rental tax sourced by jobsite, and rental surcharges on rental lines
- Customer insurance certificates with expiry tracking, and a credit hold before check-out
- A portfolio import for assets, open contracts and existing leases
Who it's for, and what it doesn't do
Who this is for
Equipment and fleet lessors on NetSuite running rental in a system the ledger never sees. Controllers and lease accountants keeping lessor schedules in Excel. Fleet managers without a single availability view across branches.
Parallel IFRS 16 books come later
Lease classification under IFRS 16 is in scope. Running parallel IFRS 16 lessor schedules in a second book is Phase 2.
Not a property rent roll
Index escalation, tenant self-service and common-area cost reconciliation are a different product, and one that is well served elsewhere.
Signature and telematics are integrations
We connect to electronic signature and telematics feeds rather than rebuild them.
Dispatch, mobile and the customer portal are Phase 2
Sub-rental, rent-to-own, delivery and pickup dispatch, a mobile scan-and-photo app and a customer portal all come after the first release. Demand-based price suggestions are not planned.
How to start the conversation
Tell us roughly how many assets you rent out, how many branches they move between, and where the lessor schedules live today. If rental runs in a separate system, tell us which one.
Related applications
Fixed Assets and Lease
The lessee side of the same standard. This page is the lessor's half. For the assets you lease in rather than out — right-of-use assets, lease liabilities and remeasurement, with the fixed asset register alongside — that is the companion application.
Start with your number
Send us the line item you want to replace: the vendor, the annual number and what it is priced on. We will tell you plainly whether we can replace it, and quote it in two lines: the license, and any services you choose to add.
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Runs natively in your NetSuite account.
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