PortaPottyBossPro Blog — Billing & Rental Invoices

Pricing Deluxe, ADA, Hand Wash and Restroom Trailer Units on the Invoice

A Standard unit and a Restroom Trailer are both "porta potties" to a customer, but they are very different products to you. They cost different amounts to buy, to deliver, to service and to repair. Your invoice should reflect that, line by line.

Different Units, Different Costs

Billing Event Porta Potty Rentals: Short Rentals, Upfront Payment, Clean Closeouts covers billing short event rentals. Events are also where the widest mix of unit types tends to show up on one invoice.

PortaPottyBossPro tracks the unit type on every job: Standard, Deluxe Flushing, ADA Accessible, High-Rise / Crane, Hand Wash Station and Restroom Trailer. Along with the type, each job carries the quantity, the unit numbers and placement notes. That is the information both the driver and the invoice work from.

Standard Units

The Standard unit is the base of your price list. Most contractor accounts and many events use nothing else. Set the rental and service price for a Standard first, then price the other unit types relative to it. That keeps your pricing logical and easy to explain.

Deluxe Flushing Units

Deluxe Flushing units have a flushing mechanism and often a sink, which means more water to fill, more parts to maintain and a longer service visit. Price both the rental and the service higher than a Standard. On the invoice, name the unit clearly — "Deluxe Flushing unit rental" — so the customer sees why it costs more.

ADA Accessible Units

ADA Accessible units are larger, heavier and take more room on the truck. Many sites are required to have one, so customers expect to pay for it. Give the ADA unit its own rental and service price and its own line on the invoice. Do not bundle it into a Standard line, or customers will question why their "Standard" charge went up.

High-Rise and Crane Units

High-Rise or crane-lifted units serve upper floors on construction projects. Servicing them may require coordination with the site's crane schedule or extra handling. Price for that extra work, and note any special access requirements on the job so the driver and the invoice both reflect it.

Hand Wash Stations

A Hand Wash Station is serviced differently from a toilet: water refills, soap and towels instead of a pump-out. Price its service separately and show it on its own line. Customers often add a hand wash station to a site later, so a clear separate charge makes that easy to bill without reworking the rest of the invoice.

Restroom Trailers

Restroom Trailers are your highest-value units. Rental rates are higher, delivery may need a different truck and setup, and service takes much longer. Many companies collect a larger deposit and have specific damage terms for trailers. On the invoice, list the trailer rental, its delivery and setup, any service visits and its pickup on separate lines. See Deposits and Prepayment for Porta Potty Rentals for setting deposits.

Putting It Together on One Invoice

An event invoice with a mix of units might look like this:

• 6 × Standard unit rental, 10/18–10/20
• 1 × ADA Accessible unit rental, 10/18–10/20
• 2 × Hand Wash Station rental, 10/18–10/20
• Delivery, 10/17
• Service, 10/19
• Pickup, 10/21

Every unit type has its own line, so the customer can see exactly what they rented and what each piece cost.

Mixed Sites on Construction Accounts

Construction accounts mix unit types too. A large site might have six Standards, an ADA unit near the office trailer, a Hand Wash Station by the break area and a High-Rise unit on the upper floors. On a monthly statement, each of those carries its own line with the site address, so the contractor can see the cost of each piece. When the job winds down and units come off one at a time, the lines change with them and the statement still makes sense.

Keep the Price List Honest

Review your unit pricing at least once a year. Fuel, labor, chemicals and parts all change, and the gap between a Standard and a Deluxe or a Trailer may need adjusting. When you change prices, change them on the service list so every new quote and invoice picks them up, and tell existing customers before their next bill reflects it. A price change announced in advance is a business decision. A price change discovered on an invoice is a complaint.

Price the Units You Actually Run

Each unit type costs you something different to own and service. Price each one separately and let the invoice show it. Set up your unit types and prices on the PortaPottyBossPro porta potty billing software page.