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Generators, excavators, lab equipment, AV gear, medical devices. Each one earns every day it is working and loses every day it is not. The trouble is, the register that says which one is on which site is usually a notebook that only one person can read.
Asset register, hire contracts, deposits, idle days and hire invoicing — one system.
Last week's dispatch happened, the invoice is pending, and nobody can say if the generator is still on site or has come back. One line per contract, with location and expected return, answers it before the phone call.
Day counts, extensions, half-days. Two people calculate it differently and the customer argues the number on delivery day. The hire invoice comes from the contract and the actual out-and-back dates, so there is one number and it is the same one you quote.
It happens quietly — a small deduction here, an adjustment there, and the deposit account no longer means anything. Tracking the deposit against the contract means you always know what you are holding, and for which asset.
Every asset with its serial number, purchase date, rate and current location, taken from your list and a physical count. If the count and the register disagree, the system should know before you go live.
Customer terms, hourly or monthly rates, security deposit expectations and the site contact. New customers then take two minutes instead of a phone call.
One hire contract per asset per period, with dispatch and pickup recorded along with condition notes and photographs where the asset is costly.
Hire invoices, deposits, penalties and receivables ageing prepared from the same data, and your own GST return comes out of it.
Serial number, capacity or specification, purchase details, rate and current status — on hire, in the workshop, or idle at the yard.
Rate per hour, day or month, minimum hire period, start and expected return. A new contract takes a couple of minutes.
Movement out and back recorded with dates, so the hire period is never a guess, plus condition notes at both ends.
Servicing logged against the asset, downtime visible, and ageing analysis on machines that earn less than they used to.
Rent calculated from the contract and the actual period, with extensions and extra days picked up without a manual calculation.
Deposit received, held and released per contract, so the deposit register always balances against the customer balance.
Deductions and extra charges raised on the invoice instead of settled informally, with the approval recorded.
GST on rental services prepared from hire invoices, purchase matching against GSTR-2B, and receivables ageing every month.
Something else? WhatsApp us and a member of the team will reply.
Yes. The rate is set per hour, day or week on the contract, and the hire invoice is calculated from the actual period the asset was out. Where you charge a minimum hire period, that is applied first, so short hires still price correctly.
It can, cleanly. Hired assets and sold items are separate stock in the system, so rental income and sales show on different lines in the P&L and GST is applied to each at the right rate. This matters when a customer buys a machine they had on hire.
Hire invoices carry GST at the rate that applies to your rental service, and the data for your return comes from those invoices. Where e-invoicing applies above your turnover, bills are generated with the required details so the accountant is not retyping anything.
Yes. Operator and driver wages can be entered against the same contract, so you can see the margin on each machine rather than only the total for the month. That one report usually changes which machines you buy next year.
Tell us what you hire out, how you track assets today, and how often you find out about a return or a deposit late. We'll show you what changes.