Complete Rental Operations

Inquiry, quotation, contract, dispatch, on-hire, and off-hire in one flow. Full document traceability from first contact to final invoice.

Hourly to Long-Term Rental Billing

Hourly, daily, weekly, monthly, yearly, long-term, and custom date rental. Automatic billable quantity on every line.

Equipment Utilization Tracking

Rented vs idle time, downtime, workshop time, and utilization percentage. Identify under-used fleet and improve planning.

Field Expense Management

Operators record site expenses with approval, receipts, and reimbursement. Customer-chargeable costs tracked for margin analysis.

Equipment Procurement Workflow

Purchase requests, vendor comparison, approval, receipt, and asset creation. Grow your fleet with full purchase history.

Dispatch and Off-Hire Control

Dispatch preparation, delivery tracking, return processing, and damage charges. Equipment status updated at every step.

Inspection, Certificate & Sticker Tracking

Internal and third-party inspections, certificates, stickers, and expiry alerts. Keep your fleet compliant and dispatch-ready.

Workshop and Maintenance Management

Preventive maintenance, workshop jobs, breakdown tickets, and repair cost tracking. Minimize downtime and protect margins.

Operator Training & Certification

Operator profiles, roles, competencies, certifications, and expiry tracking. Wet-hire allocation with qualification checks.

Profitability and Cost Analysis

Machine-wise revenue, cost, and profit. Cost responsibility rules separate customer and vendor borne expenses.

Interactive Dashboard Filters

Today, This Week, This Month, Last Quarter, This Year, and custom ranges. Snapshot and period KPIs with clickable drill-down.

Professional PDF Reports

Quotations, contracts, dispatch notes, off-hire returns, job cards, inspection reports, expense claims, and utilization reports.

Real-time Operations Command Center with fleet, rental, maintenance, and profitability KPIs at a glance.
Summary cards show Total Fleet, Available, On Rent, Active Contracts, Open Jobs, Revenue, Cost, and Net Profit.
Alerts for overdue PM, due inspections, expiring certificates, and machines waiting inspection keep compliance visible.

Dashboard with date range selector (Today, This Week, This Month, Last Quarter, custom) for filtered analytics.
Charts include Fleet Status donut, Most Rented Equipment, Revenue vs Cost Trend, and Top Profitable Equipment.
Quick navigation to Rental Operations, Fleet & Assets, Inspections, and Operators from the top menu.

Rental Profitability Dashboard with period filters: Today, This Week, This Month, Last Month, Last Quarter, This Year, and Custom Date Range.
Snapshot KPIs show current fleet status; period KPIs update for revenue, utilization, procurement, and field expenses.
Clickable cards open related quotations, contracts, equipment, and expense records.

List view of rental quotations with customer, reference, validity, and state columns.
Filter and search by customer, date, or status; sort to prioritize draft, sent, or confirmed quotations.
Quick access to convert to contract or edit quotation lines for equipment and pricing.

Kanban view of quotations grouped by state: Draft, Sent, Confirmed, Cancelled.
Drag and drop cards to progress quotations through workflow stages.
Visual summary of customer, dates, and equipment count on each card.

Quotation form header and main fields: customer, validity date, terms, and state.
Equipment lines with quantity, rates, and duration for each requested item.
Convert to contract button for confirmed quotations.

Quotation form details and terms: site, contact person, notes, and payment terms.
Optional delivery and return date estimates for customer planning.
Chatter and attachments for internal notes and documents.

Quotation equipment lines with rental basis: hourly, daily, weekly, monthly, yearly, long-term, or custom dates.
Start and end date/time on each line; billable quantity calculated automatically for accurate subtotals.
Header rental basis as default; line basis controls actual billing calculation.

List of rental contracts with customer, dates, state, and linked quotation reference.
Filter by active, draft, or ended contracts; see start and end dates and contract value.
Open contract to manage lines, dispatch, and billing.

Kanban of contracts grouped by state: Draft, Active, Ended, Cancelled.
Drag cards between columns as contracts start or end.
Customer name, dates, and equipment count on each card for quick scanning.

Contract form with customer, site, dates, and contract lines per equipment.
Create dispatch and off-hire requests from contract; track current status of each line.
Workflow actions: Confirm, Start, End contract with state updates.

Dispatch orders list showing contract, equipment, customer, site, and dispatch state.
Filter by Draft, Ready, Dispatched to plan and execute handovers.
Link to contract and equipment for full context before dispatch.

Dispatch Kanban by state: Draft, Ready, Dispatched for visual workflow management.
Drag dispatch orders through stages as trucks leave and equipment is handed over.
Equipment and customer info on cards for quick dispatcher review.

Dispatch form: link to contract, equipment, customer, site, and optional operator assignment.
Record dispatch date and notes for handover documentation.
Confirm dispatch to update equipment status to On Rent.

Off-hire requests list: contract, equipment, return date, and state (draft, requested, completed).
Plan returns and schedule pickup; filter by pending returns.
Link to contract for customer and site details.

Off-hire Kanban grouped by state: Draft, Requested, Completed for return workflow.
Move cards as returns are scheduled and equipment is received back.
Optional return inspection before releasing equipment to Available.

Off-hire form: contract, equipment, actual return date, and condition notes.
Complete off-hire to release equipment back to Available or send to Workshop if needed.
Usage summary and billing data available for invoicing.

Field Expense Claim — operators submit site expenses linked to rented equipment and contracts.
Supports fuel, toll, parking, transport, meals, minor repairs, permits, and other chargeable costs.
Approval, receipt upload, reimbursement, and customer-chargeable flag for profitability tracking.

Equipment list with fleet number, name, category, status, current customer, and location.
Filter by Available, On Rent, Workshop, Inspection Hold, or any status for quick fleet review.
Sort and group by category, status, or site for operational planning.

Equipment Kanban grouped by status: Available, Reserved, On Rent, Workshop, Inspection Hold, etc.
Visual pipeline for fleet availability; drag equipment between columns when status changes.
Cards show fleet number, category, and current assignment for quick scanning.

Equipment form: fleet number, name, category, subcategory, machine type, make, model, year.
Classification (heavy/light), ownership type (owned/leased), and identification details.
Link to components, current contract, operator, and site for full asset context.

Equipment meter (hour/odometer), current reading, and status pipeline.
Current customer, site, contract, and operator when on rent; location/yard when available.
Next inspection due date and PM schedule visibility on the form.

Equipment categories: Cranes, Excavators, Boom Lifts, Generators, etc., with hierarchy.
Configure categories for your fleet mix; subcategories for finer classification.
Link to pricing rules and inspection types per category.

Equipment subcategories under each main category for detailed fleet classification.
Used in equipment forms and reporting for granular analysis.
Supports multiple levels for complex fleet structures.

Components and attachments list: slings, hooks, outriggers, etc., linked to parent equipment.
Filter by equipment or component type; track inspection and certificate status per component.
Used for compliance when components have separate inspection schedules.

Components Kanban grouped by parent equipment or status.
Visual overview of attachments and their inspection/certificate state.
Quick access to component form for last/next inspection and certificate expiry.

Component form: name, type, parent equipment, and inspection schedule.
Last and next inspection dates, linked certificates and stickers.
Separate inspection lifecycle for components (slings, hooks) with own due dates.

Sites and projects: customer job sites or internal project locations.
Link contracts and equipment to sites for location-based reporting.
Used in dispatch, off-hire, and profitability analysis by project.

Locations and yards: depots, warehouses, or storage areas for fleet at rest.
Track where available equipment is stored; useful for multi-yard operations.
Filter equipment by location for pickup planning and yard management.

Equipment purchase information: vendor, purchase cost, warranty, and purchase order reference on each asset.
Full purchase history for fleet valuation and procurement audit.
Links purchased equipment to procurement requests and vendor records.

Equipment Utilization Report on each asset: rented hours/days, idle time, downtime, workshop time, and utilization percentage.
Identify low-utilized machines and improve fleet rental performance decisions.
Supports utilization logs, summaries, and dashboard KPIs.

Equipment Purchase Request — request new rental equipment with justification, budget, and approval workflow.
Track status from draft through approval, vendor selection, and receipt.
Purchased equipment can be routed to initial inspection before becoming available for rent.

Vendor Selection — compare supplier quotes, select preferred vendor, and link to purchase orders.
Record vendor contact, pricing, delivery terms, and selection notes for audit.
Professional Equipment Procurement Management for fleet expansion.

Vendor Comparison Analysis — side-by-side comparison of vendor quotes for informed purchasing decisions.
Evaluate price, delivery, warranty, and terms before approving the purchase request.
Vendor Comparison Report available for management review.

Inspections list: equipment/component, type, scheduled date, next due, and result (scheduled, done, overdue, failed).
Filter by overdue, due soon, internal vs third-party, or by equipment for compliance review.
Link to equipment and inspection form for checklist and evidence attachments.

Inspections Kanban grouped by state: Scheduled, Done, Overdue, Failed for workflow visibility.
Drag inspections through stages as they are completed; identify overdue items at a glance.
Equipment and due date on each card for prioritization.

Inspection form: equipment/component, inspection type, scheduled and actual date, result (pass/fail/NA).
Checklist items with pass/fail/NA; attach evidence documents or photos.
Create certificate or sticker from passed inspection; set next due date for recurring inspections.

Certificates list: equipment/component, type (internal/third party), issue and expiry dates, state.
Filter by expiring soon, expired, or valid for compliance dashboards.
Link to inspection and issuing authority for audit trail.

Certificates Kanban by state: Valid, Expiring Soon, Expired for quick compliance overview.
Visual grouping helps plan renewals and avoid dispatch of equipment with expired certs.
Document attachment and reference fields on each certificate.

Certificate form: type, issuing authority, issue/expiry dates, equipment/component link.
Internal vs third-party; document attachment for scanned certificates.
State computed from expiry (valid, expiring_soon, expired); renewal reminders available.

Stickers list: equipment/component, issue and expiry dates, color (green/yellow/red), status.
Filter by active, expired, or replaced; link to inspection and certificate.
Replacement history for sticker traceability and compliance audit.

Stickers Kanban by status: Active, Expired, Replaced for visual compliance overview.
Sticker color (green/yellow/red) for quick status at a glance on cards.
Use for site or yard compliance checks and renewal planning.

Sticker form: equipment/component, issue and expiry dates, color, and status.
Link to inspection and certificate; record replacement when sticker is renewed.
Used for physical compliance visibility on each asset.

Preventive maintenance list: equipment, PM type, due date, next due, and state (scheduled, done, overdue, suspended).
Filter by overdue or due soon; schedule PM based on hour meter or calendar cycle.
Link to equipment and create workshop job when PM is performed.

PM Kanban grouped by state: Scheduled, Done, Overdue, Suspended for maintenance planning.
Drag cards as PM is completed; identify overdue PM at a glance for workshop scheduling.
Equipment and due date on each card for prioritization.

PM form: equipment, PM type, cycle (days or hours), due and next due dates.
Suspension option when equipment is decommissioned or stored; completion notes.
Create workshop job from PM for repair tracking and cost capture.

Workshop jobs list: equipment, job type (corrective, from inspection, from PM), source, and state.
Filter by open, in progress, or completed; track internal vs external repair.
Link to breakdown ticket or inspection; record cost and downtime for profitability.

Workshop jobs Kanban by state: Draft, In Progress, Done, Cancelled for workshop pipeline visibility.
Drag jobs through stages; assign to technician or external vendor.
Equipment and description on cards for workshop floor management.

Workshop job form: equipment, type, source (breakdown, inspection, PM), description, and state.
Record cost, parts usage, downtime; link to profitability for repair cost analysis.
Internal workshop vs external vendor; completion date and notes.

Breakdown tickets list: equipment, description, priority, date, and state.
Log emergency breakdowns quickly; filter by open or closed for reactive maintenance.
Create workshop job from breakdown for repair workflow and cost tracking.

Breakdown tickets Kanban by state: Open, In Progress, Resolved for emergency repair visibility.
Prioritize by equipment and severity; move to Resolved when repair is complete.
Equipment status automatically set to Workshop when breakdown is logged.

Breakdown ticket form: equipment, description, priority, date, and optional link to workshop job.
Record downtime start/end; attach photos or documents for repair reference.
Used for reactive maintenance tracking and machine reliability analysis.

Operators list: employee code, name, role, current equipment, site, and certification status.
Filter by available, assigned, or expiring certifications for wet-hire planning.
Link to competencies and certifications; see current assignment at a glance.

Operators Kanban grouped by available vs assigned, or by role (operator, helper, rigger).
Visual overview for shift planning and operator allocation to equipment.
Certification status (valid/expiring) on cards for qualification checks before assignment.

Operator form: employee code, name, role, contact, photo, and current equipment/site assignment.
Competencies and certifications with expiry; documents and chatter for records.
Used for wet-hire dispatch and qualification verification before assigning to equipment.

Competencies list: operator, competency type, date, result, and notes.
Track what each operator is qualified for (crane, forklift, rigging, etc.).
Filter by operator or type for training and assignment planning.

Competencies Kanban grouped by operator or competency type.
Visual matrix of who is qualified for what; useful for wet-hire allocation.
Date and result on each card; link to operator for full profile.

Competency form: operator, competency type, date, result, and optional expiry.
Record internal training or external certification; attach evidence document.
Used to verify operator qualification before assignment to equipment.

Operator certifications list: operator, cert type, issue/expiry dates, state (valid, expiring_soon, expired).
Filter by expiring or expired for renewal reminders and assignment blocking.
Licenses and third-party certs (e.g. crane license) with document attachment.

Operator certifications Kanban by state: Valid, Expiring Soon, Expired for compliance overview.
Prevent assignment of operators with expired certs; plan renewals in advance.
Operator name and cert type on each card.

Operator certification form: cert type, issue/expiry dates, issuing authority, document.
State computed from expiry; renewal reminders; link to operator.
Block operator assignment when required cert is expired.

Usage logs list: equipment, date, hours used, contract/site, and optional reading.
Record runtime for billing (hourly rentals) and maintenance triggers (PM by hours).
Filter by equipment, contract, or date range; export for invoicing and reports.

Fuel logs list: equipment, date, quantity, cost, and optional contract/site.
Track fuel consumption per machine for cost allocation and profitability analysis.
Separate customer-borne vs vendor-borne fuel via cost responsibility rules.

Telematics and location logs: equipment, date, location, site, or GPS coordinates.
Structure ready for telematics/GPS integration; record site transfers and runtime from devices.
Use for location-based reporting and future IoT/telematics connectivity.

Field Operator Expense Logs — list of site expenses by equipment, operator, contract, and date.
Filter by expense type, approval status, or customer-chargeable flag.
Operator Expense Tracking integrated with rental profitability and reimbursement.

Profitability entries list: equipment, contract, customer, date, category (revenue, repair, fuel, operator), amount.
Revenue and cost entries feed machine-wise and contract-wise profit analysis.
Filter by equipment, customer, date, or category; link to source document.

Profitability pivot: group by equipment, contract, customer, site, or date for multi-dimensional analysis.
Sum revenue, cost, and profit; drill down to identify top earners and high-cost machines.
Customer-borne vs vendor-borne cost breakdown via cost responsibility.

Profitability graph: visualize revenue, cost, and profit trends over time by equipment or customer.
Chart types: bar, line, or pie for quick executive insight.
Date range and group-by selectors for flexible reporting.

Equipment categories configuration: define fleet types (Cranes, Excavators, Boom Lifts, etc.) with hierarchy.
Link to subcategories, pricing rules, and inspection types per category.
Used across equipment forms, quotations, and reports.

Inspection types: Pre-dispatch, Routine, Six-month, Annual, Third-party, Load Test, Return, etc.
Cycle days and applies-to (equipment, component, or both) for scheduling.
Internal vs third-party flag for compliance reporting.

Machine names: configurable list (e.g. Mobile Crane, Tower Crane, Telehandler) for equipment classification.
Used in equipment forms and fleet reporting for standardized naming.
Combine with categories for granular fleet structure.

Component names: Slings, Hooks, Outriggers, etc., for attachments and lift equipment.
Each component type can have its own inspection schedule and certificate requirements.
Used when components require separate compliance tracking.

Operator roles: Operator, Helper, Rigger, Signalman, etc., for wet-hire allocation.
Link roles to competency types and certifications for qualification checks.
Used in dispatch and operator assignment when machine requires operator.

Competency types: Crane, Forklift, Rigging, Signalman, etc., for operator qualification tracking.
Record competencies per operator with date and result for training records.
Used to verify operator can operate specific equipment types.

Cost responsibility rules: define which costs are customer recoverable vs vendor absorbed.
Apply by cost category (repair, fuel, operator, damage) for profitability accuracy.
Separate customer-borne and vendor-borne totals in reports and dashboards.

Pricing rules: default rates by equipment category, duration (hourly, daily, weekly), or customer.
Apply automatically in quotations and contracts for consistent pricing.
Override at line level when needed for special rates.

User access rights: Rental User, Rental Manager, Dispatcher, Administrator groups.
Control menu visibility and read/write per module (quotes, contracts, fleet, workshop, etc.).
Ensure dispatchers and workshop see relevant data; managers see full access.