The most important number in this business isn't monthly revenue — it's payback per machine: how many months until a unit has earned back what you paid for it, including repairs. Machines past payback are pure margin. Machines that never get there are lessons.
You can't know which is which without tracking every unit individually, and that's what this spreadsheet does. It's the tracker we ran our own fleet on before DrumFleet existed.
What each column does
- Unit ID / serials
- One row per machine, because "the white Whirlpool" stops working as a system at machine #6.
- Source & purchase date
- Marketplace, estate sale, scratch-and-dent. Over time this tells you which sourcing channel produces your best cost-per-reliable-machine.
- Purchase cost + repair costs
- All-in cost per unit. A $150 washer that needed a $120 pump isn't a $150 washer.
- Status
- In stock / rented / in repair / retired. Your Saturday morning at a glance.
- Renter & monthly rate
- Who has it, what it earns.
- Payback progress
- Months rented × rate minus all-in cost. The column that tells you when a machine starts printing.
Email me the spreadsheet
The honest outro
This spreadsheet comfortably runs a fleet of about 5 sets. Past that, the parts it can't do — charging cards, chasing declines, storing signed contracts — start eating your weekends. That's the exact point DrumFleet was built for, and importing this spreadsheet into it takes about two minutes.
DrumFleet is free for 14 days with no card, so you can move the tracker over before you're ready to pay for anything. See how it works →