A roll-off CRM that knows where every can is, how long it has sat and what the scale said.
A rental is not a job with a start and an end. It is a container that leaves the yard, sits on someone's property for days, maybe gets swapped, comes back over a scale and produces a bill that is not final until the ticket is read. Field software built for service calls cannot see any of that. We build the record around the container.
Generic field software does not know what a container is
A plumber's app has a customer, a visit and an invoice. A roll-off rental has an asset. The container is what limits revenue: if every twenty-yard is sitting on a job, no amount of phone answering produces another rental until one comes back. Dispatch needs to know, for each size, how many are in the yard, how many are out, which addresses they are at, how many days each has been there, and which are due back tomorrow. When that list lives on a whiteboard or in the dispatcher's head, the office promises boxes it does not have and the driver finds out at the yard.
The money is also shaped differently. The rental's price has a base, a weight allowance and a set of lines that only appear after the pull: tons over the allowance from the scale ticket, extra days, a surcharge for the mattress that turned up under the drywall, a dry run when the driveway was blocked. On the cost side sits the facility's tipping fee, set by someone else and changed with little notice. Margin per rental is the difference, and a generic app cannot show it because it never saw the ticket.
Our own service companies ran on an off-the-shelf field app until we replaced it with a CRM of our own, and that is what we now build for other trades. For a roll-off operator we model four things: the container, the truck's day, the rental and the account.
What a roll-off CRM has to track
Anything on this list kept on paper or in a spreadsheet beside the software means the software is not doing its job.
Every container by number, with where it is right now
Size, condition, current address or yard spot, the date it arrived there, and its next scheduled event. Containers at the shop for a door repair or a repaint are visible too, so dispatch does not count them as available.
The truck's day as an ordered sequence
Drops, swaps, pulls and runs to the facility, in route order, with the facility's hours and scale closing time beside them. When a contractor calls for a same-day swap, the dispatcher sees which truck can fit it and what moves to make room.
The ticket, the tons and the overage line
The driver photographs the scale ticket at the facility. The CRM reads the net weight, compares it with the rental's allowance, applies the per-ton rate for that facility and debris type, and adds the line to the invoice with the ticket image attached.
Days on site and the rental clock
Each container's days are counted from the drop. Before the included period ends, the renter gets a text asking whether to pull or extend, and either answer becomes a dispatch event or a billed extension under the terms they agreed to.
Placement photos and permit dates
A photo of the driveway before the drop and after the pull, the exact spot, the boards used, gate codes, and for a street drop the permit number and the date it expires, so the pull is scheduled before the permit runs out.
Accounts with job sites, purchase orders and statements
A roofer with many addresses is one account with many rentals. Each rental carries its job site and PO number, the account gets a monthly statement, and the owner sees which accounts rent every week and which have gone quiet.
How we build it for a roll-off operator
The system runs in accounts you own, on a server you pay for directly, with no per-user fee and nothing that locks you in.
Import the can list and the open rentals first
Before anything else, every container you own goes in with its number, size and current location, and every rental currently out is loaded with its drop date and terms. The first day on the system starts with a true picture.
A driver app for drops, swaps and pulls
The driver sees the day's stops in order, takes the placement photo, captures a signature where you want one, photographs the ticket at the scale and marks the next stop, and it keeps working without signal at a rural landfill.
A dispatch board by truck and by day
Drag a stop from one truck to another, move a pull to tomorrow, and see a warning when a drop is scheduled for a size that will not be back in time.
Pricing rules you can change yourself
Zones, sizes, included days and tons, overage rates by facility and debris type, surcharge items, dry-run and trip fees, and account-specific pricing for your biggest contractors, all editable without a developer.
Facility reconciliation
The facility's monthly invoice is matched against the tickets logged on rentals. A load with no ticket, or a ticket with no rental, shows up as a line to fix instead of a margin leak nobody notices.
Utilization and margin reports
Days on rent versus days idle by size, margin by debris type and by account, overage recovered versus overage absorbed, and rentals by lead source, so the next container you buy is the size that actually runs out.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Custom CRM for dumpster rental, answered.
Can it stop dispatch from promising a size that is out?
Yes. Availability on any date comes from the container records and the scheduled pulls, so an order for a size with nothing coming back by then is flagged before it is confirmed.
How does it bill tons over the allowance?
From the ticket photo. The net weight is compared with the allowance on that rental, the overage is priced at the rate you set for that facility and debris type, and the invoice goes out with the ticket attached so the renter sees the same number you did.
Does it handle contractor accounts with terms?
Yes. An account can be card on file, pay on pull, or the terms you set, with statements, aging and a hold rule you choose, such as no new drops while an invoice is past a certain age.
Can drivers use it without signal at the landfill?
Yes. The app stores photos and ticket captures on the phone and syncs when the truck is back in coverage, which matters at transfer stations and county landfills with poor service.
Will it work with our accounting software?
Invoices, payments and statements can post to the accounting package your bookkeeper uses. We set that connection up during the build and test it against a month of real rentals.
Custom CRM for dumpster rental. Owned by you.
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