Handi-Ramp YR Rental — Zoho YR Rental Tracking Model

Initial Order

Master Rental Record

Created once per rental engagement — holds all forecasting data

YR Equipment — lookup to physical ramp record
Rental Start Date — BOL ramp delivery date
Estimated Rental Months — rep's forecast at booking
Notification of Contract End — date customer notifies return; flips ramp to Available
Rental Pickup Requested Date — scheduled pickup date; triggers Rental Order Completed
Estimated Return Date — calculated Start Date + Est. Months (handles fractional months)
Remaining Rental Days — calculated, goes negative in overtime Est. Days − Days Elapsed (freezes when pickup date is set)
Rental Status — auto-calculated category Long-Term Remaining · Nearing End · Extended Past Estimate · Available – Pending Return · Rental Order Completed

Monthly Rental Charge

Billing Entry

Cloned each month by Sales Management — YR3 auto-links the original order and ramp

YR Equipment — auto-copied from Original Order by YR3
Original Order — links back to the Initial Order SO
Account / Contact — carries over from clone
Amount — monthly charge billed
Rental Order Type — set to "Monthly Rental Charge"

How it flows to Genius

Sales Management clones last month's SO in Zoho, sets Order Type = Monthly Rental Charge → YR3 auto-populates YR Equipment + Original Order → Customer Service re-enters in Genius as monthly invoice.

Revenue Visibility

Monthly Rental Revenue & Fleet Utilization

What revenue did each month generate, and how many ramps were on rent? Two views in one.

Illustrative — sourced from Monthly Charge SOs grouped by billing month

$35k

$26k

$18k

$9k

2025-03

2025-04

2025-05

2025-06

2025-07

2025-08

2025-09

2025-10

2025-11

2025-12

2026-01

2026-02

2026-03

Monthly Rental Revenue (left axis)

Units on Rent (right axis)

Current month

← REVENUE ($)

UNITS ON RENT →

Source: Monthly Charge SOs grouped by billing month (revenue) · Count of active Initial Order SOs per month (units). Illustrative — replace with live Zoho report data.

Fleet Planning

Anticipated Returns by Month

How many ramps are estimated to come off rental in the coming months? Directional — overtime rentals are common and expected.

Illustrative — populated from Estimated Return Date on active SOs

—

Mar

Apr

May

Jun

Jul

Aug+

⚠️ Overtime is normal. Many rentals extend past their estimate. This report is a directional planning tool — actual returns will trail these numbers.

💡 Complement with: "Available – Pending Return" ramps — those are confirmed near-term, not estimated.

Source: Estimated Return Date on all active Initial Order SOs, grouped by month

Sales Team

Active Fleet Status

Every ramp currently checked out — customer, rep, days remaining, live status. Replaces the Google Sheet.

Sales Team

Available – Pending Return

All ramps with Notification of Contract End. Current location shown — find the next nearby customer before the ramp moves.

Sales Team

Extended Rentals

All overtime rentals ranked by days past estimate. Track your overtime earners and manage customer expectations.

Management

Fleet MRR Trend

Monthly revenue run rate over time. Watch it grow as fleet utilization improves.

Management

Actual vs. Estimated Duration

For completed rentals: did reality match the forecast? Calibrate rep estimates and improve the Return Forecast over time.

Accounting

Revenue by Ramp

Total billing per serial number across all Monthly Charge SOs. Which ramps generate the most? Which are underutilized?

Accounting

Revenue by Rep

All rental charges grouped by salesperson. Serial number ensures accurate attribution on multi-ramp accounts.

Accounting

Rental History by Customer

Every SO — Initial + Monthly — for any account. Full billing trail with serial numbers for dispute resolution.

In Zoho, salespeople can view available ramps in two ways: a list report filtered by Rental Status, and a map view plotting ramp locations by the Ship-To address on the linked Initial Order SO. The example below uses 3/10/26 Google Sheet data to illustrate what this looks like in practice.

🚛

The Freight Equation — Why Location Is Everything

Every rental contract includes a 30-day window after cancellation notification to move the ramp. In that window, the ramp is still at the customer's location — and that's the sales opportunity.

✓ Best Case — Direct Re-Rental

New customer found near current location. Ramp moves Customer A → Customer B. One freight leg. Maximum margin.

⚠ Fallback — Hub Return

No nearby customer found. Ramp returns to Kenosha · Denton · Glendale. Two freight legs. Margin hit — especially painful on short rentals.

Ramps on the map at hub locations (Kenosha WI · Denton NC · Glendale AZ) have already returned. All others represent live re-rental opportunities — clock is ticking.

Available (21)

Checked Out (33)

Available Ramps — 3/10/26 Snapshot

Serial #	Current Location	State	Rep	Days to Hub Deadline	Notes
DB-HDC6060 001	Kenosha, WI	WI	Bill D	At Hub	NEW
ITZ20-25113890	Yorkville, WI	WI	Bill	At Hub	Chicago IL → New Stock
ITZ20-23081529	Yorkville, WI	WI	Bill	At Hub	Imlay City MI → New Stock
MST20-84-30NU	Yorkville, WI	WI	—	At Hub	—
MST20-24070016	Denton, NC	NC	—	At Hub	Via Floral Park NY, Schaefferstown PA
BRS20-25101057	Rio Vista, TX	TX	—	At Hub	Framework Events → Bulverde TX
BRS20-25111060	Rio Vista, TX	TX	—	At Hub	Pryor OK → New Stock
ITZBZ20-2110	Rio Vista, TX	TX	—	At Hub	Pryor OK → Houston TX
Q20-U8434NU01	Glendale, AZ	AZ	—	At Hub	—
FT20-24080005	Glendale, AZ	AZ	—	At Hub	New Ramp
BRS20-U2571049	Glendale, AZ	AZ	—	At Hub	Hyrox NA → Carrollton TX
FT20-24120014	Glendale, AZ	AZ	—	At Hub	Hyrox NA → Santa Fe NM
FT20-25070026	Glendale, AZ	AZ	—	At Hub	Hyrox NA → Las Vegas NV
FT20-25070025	Glendale, AZ	AZ	—	At Hub	Glendale AZ → Las Vegas NV
PSL-503654-Rental	Platte, SD	SD	Bill	24 days	Lift Rental — 10+ months
MST20-23070002	Cookeville, TN	TN	—	21 days	Denton NC → Atlanta GA
MST20-24100020	Kingsport, TN	TN	—	14 days	→ Statesville NC
ITZ20-24121577	Ormond Beach, FL	FL	—	11 days	Denton NC → Ashland OH
ITZ20-24121575	Siloam Springs, AR	AR	—	6 days	Locust Grove OK
MST20-25070028	Carrollton, TX	TX	—	19 days	96" Wide — Sturtevant WI → Mt Clemens MI
ITZ20-U250301	McKinney, TX	TX	—	17 days	Rio Vista TX → Houston TX

20+ days Comfortable window

10–19 days Act soon

<10 days Urgent — round-trip likely

At Hub Already home — ship direct

Days to Hub Deadline = 30 − (Today − Notification of Contract End). In Zoho, this is a calculated field on the Initial Order SO, visible in the Equipment module related list. Days countdown only applies to ramps still at customer locations — highlighted rows above.

Google Sheet Column

Zoho Module · Field

Ramp ID (Col A — e.g. BRS20-25101057)

→

Equipment Serial Number (primary key)

Rep

→

Initial SO Sales Order Owner

Status (Checked Out / Available)

→

Equipment Rental Status (auto via workflow)

Check In Due On

→

Initial SO Estimated Return Date (calculated)

Pictures (ramp type description)

→

Equipment Item / Model

Location / City / State / Zip

→

Initial SO Ship-To Address / City / State / Zip

Location Note

→

Initial SO Description / Notes

Rental Amount (monthly rate)

→

Initial SO Line Item — Grand Total (already on SO)

How Long Expected on Rent

→

Initial SO Estimated Rental Months

Ramp Age (times rented)

→

Equipment Related SOs count (derived from history)

NOTES

→

Initial SO Notes

— (no Google Sheet equivalent)

→

Initial SO Notification of Contract End ★ new field

Key improvement over the Google Sheet: Location is always accurate because it comes directly from the SO Ship-To address — no manual updates. Status is always current because it's driven by workflow automation, not a rep remembering to change a cell.

Zoho YR Rental Tracking Model

Master Rental Record

Billing Entry

YR Equipment Lookup — The Connecting Thread