How renting from EXI works

The rental period begins the day the instrument ships and ends the day it is received back at our facility in good condition. One clock, door to door.

Yes. Rates are charged by the calendar day, door to door, and weekend days count like any other. Many crews schedule weekend work to gain site access, and the daily rate already reflects that reality.

No. Every instrument rents by the day, with no minimum.

Rentals of 28 days or longer book automatically at the monthly rate, which prices a full month at roughly 22 days' cost. The estimate on each instrument page applies the discount for you.

A one-time charge per rental covering packing, checkout, and post-rental service, so every instrument arrives field-ready and is fully serviced on return.

Yes. One call extends the rental, subject to the schedule on that unit.

Rentals ship on your freight account in both directions. You keep control of the carrier, the service level, and any negotiated discounts, and the freight bill reaches you directly rather than being marked up on ours.

EXI supports rentals from both our Austin, Texas headquarters and our Eastern regional office in Harrisburg, Pennsylvania. Our team will typically coordinate your rental through the location closest to your shipping address or project site when possible, to help minimize shipping costs and transit time.

Shipping and return locations may vary based on equipment availability, scheduling, and the specific equipment being rented, as inventory regularly moves between our locations. Some equipment is primarily housed and supported by a specific office and may need to be returned there regardless of its original shipping location.

If you have a preferred location for shipping or local pickup, just let us know. We will always do our best to accommodate your preference based on equipment availability and scheduling. Local pickup is available from either office and can be a great option for clients looking to avoid shipping costs.

Yes. We regularly serve U.S. territories, including Puerto Rico and Guam, as well as Canada. Rentals ship on your own carrier account in both directions, so you can estimate freight ahead of time with the shipping weights and dimensions listed on each equipment page, or ask us and we will send them over.

Yes, at either office, with drive-up access in Harrisburg. Local pickup eliminates freight entirely.

Setting up an account with EXI is simple. New clients will need to complete our Master Rental Agreement, Company Information Form, and Credit Card Authorization Form, along with providing a current Certificate of Insurance that meets EXI’s rental requirements.

Once we receive your documents, our team will complete our standard client screening and onboarding process and confirm that all account and insurance requirements are in place. For new clients without an established payment or rental history with EXI, partial or full prepayment may be required for the initial rental.

Our team will guide you through the onboarding process and let you know if any additional information or requirements are needed before your first rental.

EXI requires clients to provide a current Certificate of Insurance (COI) showing General Liability and Property Coverage for rented equipment. Your COI must include:

• Exploration Instruments (EXI) as the Certificate Holder
• EXI as Additional Insured with regard to General Liability
• EXI as Loss Payee with regard to rented equipment
• Property coverage sufficient to cover the replacement value of the rented equipment

Rented equipment must also be protected while in transit to and from EXI. Clients can meet this requirement by using their own insurance coverage, declaring the full replacement value with the shipping carrier for both outbound and return shipments, or adding EXI’s transit coverage to the rental.

If using your own insurance for transit, your COI must clearly confirm that rented equipment is covered while in transit and show the applicable coverage limit.

Our team will review your COI during onboarding and let you know if any updates are needed before your rental.

Here is a sample COI (PDF) marked with what your agent needs to include.

EXI requires all clients to maintain a valid Credit Card Authorization Form on file as part of our standard account requirements. The card provides a financial safeguard for rented equipment and outstanding account obligations while helping us maintain a straightforward rental and billing process.

The card on file is not used for standard rental payments. Rentals are invoiced separately according to EXI’s standard payment terms, and clients may continue to pay invoices through their usual approved payment method.

The authorization allows EXI to charge the card on file when necessary for delinquent balances or other authorized charges in accordance with the terms agreed to in the Master Rental Agreement and Credit Card Authorization Form.

Right here: EXI W-9 (PDF). It’s also included with the rest of the account paperwork on the New Clients page.

Payment is due on receipt of invoice. Balances outstanding beyond 30 days accrue interest at 1.5% per month, and credit card payments carry a 3% service fee.

Yes. Provide it with your request, or any time before invoicing, and it appears on the ticket and the invoice.

Call us first. Our geophysicists support more than 100 different systems and resolve most field problems directly; when an issue needs the manufacturer, we bring them in immediately.

Every unit is tested to manufacturer specifications before and after each rental, including computerized cable testing, and ships with the cables, batteries, and manuals required to begin surveying on arrival.

On request, we provide a Certificate of Conformance documenting that the unit was tested to manufacturer specifications.

Inspect the equipment promptly on arrival and notify us within three business days. Risk of loss during shipping and your custody is carried by the renter's insurance.