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- Heavy equipment
- Cranes & lifting
- Oil & gas rigs
- Multi-branch
Industry solution
Equipment Rental & Maintenance ERP
Effortless equipment rental and maintenance — from enquiry and quotation through dispatch, on-hire billing, backload and workshop service, with equipment-wise profit and loss on every unit you own.
The problem
What equipment businesses actually struggle with
Not a shortage of software — a shortage of one place where the asset, the contract and the cost meet.
Lack of real-time data
Decisions delayed or made on numbers that are already stale.
Unplanned downtime
Breakdowns are hard to predict, and they happen mid-contract.
Paper dependency
Manual logs, registers and follow-ups nobody can audit.
Rising operating cost
Unchecked expenses and no control over service cost per unit.
Staff dependency
Too much reliance on individuals holding data in their heads.
No fleet P&L
No breakdown of revenue, cost or the impact of idle time on profitability.
Rental operations
Digitise the whole rental cycle
Every stage writes to the same record, so the invoice reflects what actually happened on site.
Rental enquiry & quote
Capture the enquiry, apply the tariff, issue the quotation and convert to order without re-keying.
Equipment rental order
Contract terms, rates, duration, site and customer conditions held against the order.
Dispatch to site
Gated release with pre-dispatch checks, delivery documentation and transport detail.
On-hire operation
Operator logs, fuel entries, machine timesheets and idle-time tracking per unit.
Rescheduling & returns
Extensions, off-hire, backload and return inspection against the dispatch record.
Invoice generation
Day-based or month-based invoicing generated from actual hours and contract terms.
Multi-party billing
Split profit and loss by equipment where several parties share a contract.
Service & work orders
Auto-triggered service requests, labour and parts, external vendor and inspection.
Component tracking
Serial-level inward and outward logs, refurbishment and component movement history.
End-to-end equipment lifecycle control
Each unit is tracked by serial number, location, operating hours and status. Preventive and full service schedules fire automatic alerts. Maintenance logs carry cost and technician detail. Auto-invoicing links back to the rental agreement and the hours actually run.
Because the service order and the rental invoice schedule are connected, a unit that goes down mid-contract does not quietly keep billing — and the cost of putting it right lands against the asset that incurred it.
Equipment-wise P&L
Revenue, cost and margin for every unit and every equipment type.
Rental status overview
What is on hire, on site, demobilised, down at workshop, or idle on the yard.
Top revenue generators
Which units earn, and which are quietly costing more than they return.
Upcoming services
Preventive schedules and expiring documents surfaced before they lapse.
Overdue PDC cheques
Post-dated cheque tracking with escalation.
Breakdown analysis
Failure patterns by equipment type, model and component.
Reporting
The reports operators actually run
| Report | What it answers |
|---|---|
| Equipment-wise profit & loss | Which units make money, and which have crossed the point of replacement. |
| Maintenance plan sheet | What is due, when, and whether it clashes with a booked hire. |
| Parts & sundry issue logs | What was consumed on which job, and whether it was billed. |
| Rental calendar vs actuals | Where planned utilisation and reality diverged, and why. |
| Complaint summary & history | Recurring faults by unit, model and customer site. |
| Document expiry & compliance | Registrations, certificates and insurance approaching lapse. |
| Invoicing delays & missed services | Revenue and maintenance falling through the cracks. |
| Component movement logs | Every component in, out, refurbished or retired, by serial. |
The AI layer
FleetMind AI for equipment operations
FleetMind is the AI layer built specifically for equipment rental and service operations. Sixteen modules read the ERP and turn it into prediction: which unit is trending toward failure, which job went out un-billed, which asset has become a money pit, and which idle unit matches an open enquiry.
Questions
Frequently asked questions
What types of equipment does the rental ERP handle?
It is used for heavy equipment and machinery, cranes and lifting gear, oil and gas rig rental, tents and event equipment, and general plant hire. Equipment is tracked by serial number, type, location, operating hours and status, so any asset class with a lifecycle and a hire rate can be managed.
Can it invoice by day, month and operating hour?
Yes. Invoicing can be generated on a day basis, a month basis, or from actual operating hours recorded through machine timesheets and operator logs. Multi-party billing is supported where several parties share a contract, with profit and loss split by equipment.
Does it cover our own fleet and equipment we service for customers?
Both. Self-fleet maintenance is treated as a cost to protect utilisation, while third-party billable service is treated as revenue with a margin to defend. They share the same job-card structure but report separately, so workshop spend on your own fleet is never mixed into the profitability of your service line.
How does preventive maintenance scheduling work?
Schedules trigger from calendar dates, operating hours, or meter readings, whichever comes first. Alerts fire ahead of the due point, and the scheduler takes account of booked hires so a service is not planned during peak rental demand.
Can we track components at serial level?
Yes. Component-wise tracking maintains inward and outward logs per serial, through fitting, removal, refurbishment and retirement, with full history retained against both the component and the parent unit.
See it with your own data
A walkthrough using your workflows rather than a generic demo dataset.