A single operating system for container rentals

Red Rovers rents 8ft and 16ft storage containers. Today the work spans a CRM, a spreadsheet, a whiteboard and a phone. This platform consolidates all of it: leads land from the website (imported from HubSpot during the transition), agents quote and book, the yard tracks every serialized unit, dispatch builds and optimizes daily routes, and the back office bills, collects and runs payroll from the same records.

HubSpot is a stepping stone, not a dependency. The platform is the system of record; the HubSpot sync exists to pull existing leads over, with optional two-way push available if it is ever needed, so HubSpot can be retired without losing anything.

One record chain — lead → customer → rental → container → job → invoice → payment — means no re-keying, no lost units, and a live picture of revenue and utilization at any moment.

A working build of everything described here is live. Use Open the platform to walk the real screens with demo data during this presentation.

• Leads arrive from Gravity Forms into HubSpot and are worked by hand, so response time varies.
• Container location and condition live in a spreadsheet that goes stale within a day.
• Routes are planned from memory, adding empty miles and missed delivery windows.
• Invoicing is reconstructed monthly from notes, delaying cash and hiding aging receivables.
• Payroll hours are collected separately from the jobs that generated them.

A single Postgres database backs the entire operation, with row-level security enforcing what each role can read and write. The application is a server-rendered React app. The HubSpot sync runs as server functions that pull contacts in today, with push-back available as an option — a bridge during migration, not a permanent part of the stack.

Gravity Forms → Leads → Rentals → Jobs/Routes → Invoices → Payments
(HubSpot → Leads, import bridge only)
Containers ↔ Rentals ↔ Jobs · Employees → Timesheets → Payroll

Every inbound request becomes a lead with source, size requested, quantity, delivery address and needed-by date. Agents quote from the active rate card, log notes, and convert a won lead into a customer, a rental agreement and a delivery job in one action. While HubSpot is still in place, stage changes can be pushed back to it; once forms post straight into the platform, that sync can be turned off entirely.

Red Rovers stocks two sizes, numbered 8-219 and 16-5422 style. Each unit carries condition (new, wind & water tight, cargo worthy, as-is, damaged), status (available, reserved, on rent, in transit, maintenance, retired), yard slot or current site address, acquisition cost and last inspection date. Availability by size is what sales quotes against, so the yard and the sales floor never disagree.

Dispatch sees every active driver, their truck, and their sequenced stops for the day. Unassigned jobs sit in a pool for quick assignment. Route optimization reorders stops by geographic proximity and writes back total planned miles. Dispatching a route moves the route and all of its jobs to dispatched in one step, and a per-job chat thread keeps the driver, warehouse and agent on the same conversation.

Rentals bill monthly on their billing day with delivery, pickup and deposit lines. Invoices track status and amount paid so aging receivables surface automatically. Truck fuel and repair spend is charged to the unit that incurred it. Timesheets roll into pay runs with gross, taxes, deductions and net per employee — all visible only to admins.

• Admin — full access to every area including billing, payroll and staff access.
• Agent — leads, customers, rentals, inventory and dispatch visibility; no financial back office.
• Dispatch — routes, jobs, fleet, drivers and inventory.
• Warehouse — yard inventory, job readiness and fleet condition.

Every role shares the messaging layer, so field, yard and office can reach each other without leaving the platform.

The dashboard reports open leads, monthly recurring revenue from active rentals, fleet and container utilization, jobs scheduled today, and outstanding accounts receivable. These are computed from live records rather than reported by hand.

• Driver mobile view with photo proof of delivery and e-signature.
• Automatic monthly invoice generation and card-on-file collection.
• Live GPS traces against the planned route.
• Maintenance scheduling and inspection reminders per container and truck.
• Customer self-service portal for statements and pickup requests.