Construction equipment & plant hire
Rental software for construction equipment and plant hire
Rentablez is rental management software for plant hire businesses. Track every machine from on-hire to off-hire, bill the hours it actually ran, stop a unit going out when its service is due, and settle damage with photos taken on site.
- On-hire / off-hire tracking
- Meter-hour billing
- Servicing blocks hire
- GST / VAT invoices
Revenue — year to date
Confirmed onlyUtilisation — on hire days
Inside the product
Know what is on hire, where it is, and when it comes back
One availability board across every yard, so the hire desk never promises the same machine to two sites.
Booking conflict
Excavator 3T — CAT 303 is overbooked across confirmed and pending orders. View orders
12
In stock
2
Set aside
10
Available
| Used | Left | |
|---|---|---|
| Confirmed | 60 | 30 |
| Pending | 60 | −30 |
- City Ideas Festival (#6716383) 60
- Corporate offsite (#6714201) 9
- Weekend wedding (#6716343) 60
- Needed (shortage) 120 (-30)
Conflict detection
Stop promising the same machine to two sites
Confirmed hires and pending quotes draw from the same fleet. When the two together exceed what you own, the order screen flags the shortage and shows which jobs are competing for the unit — while there is still time to sub-hire.
- Confirmed and pending counted separately
- Shortages shown per day, not per order
- Sub-hire from a supplier to cover the gap
- Machines in the workshop excluded automatically
Excavator 3T — site package
28 Jun 2026 – 12 Jul 2026
- Excavator 3T — CAT 303 KIT Kit · includes operator handover 1 1,920.00 1,920.00
- Digging bucket 450 mm Attachment 1 85.00 85.00
- Hydraulic breaker Attachment · metered hours 1 340.00 340.00
- Transport — low loader Delivery and collection 2 110.00 220.00
19,595.96
Revenue this quarter
22.3% of earthmoving revenue
Kits & attachments
Hire the machine, its attachments and the transport as one line
Quote a site package once and Rentablez still reserves and returns each component on its own. When the low-loader comes back, the collection note lists the bucket that did not.
- Kits priced as one line, tracked per component
- Transport charged as part of the hire
- Consumables billed per use
- Revenue and utilisation reported per machine
What you put on hire
Earthmoving, lifting, compaction, power — and the tools that go with them
Serialised machines, bulk site supplies and consumables in one register, with the attachments, spares and transport that travel with them.
Earthmoving
Excavators, backhoe loaders, dozers and wheel loaders — serialised, metered and serviced.
Site & compaction
Rollers, compactors, dumpers and tippers, with transport charged on the hire.
Tools & small plant
Breakers, generators, pumps and power tools tracked in bulk with QR labels.
Spares & consumables
Filters, hoses, blades and fuel issued from the store straight onto a job card.
More than a hire desk
The whole business, not just the rental
A plant hire company is a workshop, a parts store and a finance office as well as a hire desk. Rentablez runs all of it against the same machine record, so a filter issued on Tuesday shows up in that unit’s cost by Friday.
Service & repair
Job cards per machine with parts, labour, transport and external costs. An open job blocks the unit from hire until it is closed.
Spares store
Spare parts, filters and consumables received, issued to a job, transferred between branches and audited, with weighted-average cost.
Procurement
Purchase requests, purchase orders, goods receipt and vendor bills, so what you bought and what you owe reconcile.
Expenses & P&L
Operating expenses, vendor payments and AP ageing on the money-out side, against hire revenue on the money-in side.
Depreciation
Monthly posting per unit on straight-line or written-down-value, India Schedule II defaults, and gain or loss on disposal.
Asset financing
Lender, financed amount, EMI and tenure recorded per machine, with an EMI ledger set against what the unit earns.
Multi-branch
Each yard holds its own stock, team and documents, with availability searched per yard or across all of them.
Inspections
Dispatch and collection checklists with photos, defects escalated straight into a maintenance job.
Reports
Utilisation and revenue per machine, overdue payments, rented-out register and availability, all exportable.
Workshop to invoice
A filter issued on Tuesday lands on Friday’s invoice
Parts issued from the store to a job card carry their cost onto the machine. If the work is chargeable, those costs are pulled onto the customer’s hire as an additional charge instead of being written off because nobody wrote them down.
- Parts issued from the store to a job card
- Labour, transport and external costs on the same job
- Chargeable work pulled onto the hire as a charge
- Cost per machine against what it earned
What plant hire businesses tell us
Six things that cost a hire company money every month
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Off-hire calls that go missing
A customer rings the yard to off-hire, nobody writes it down, and you bill three extra days you cannot defend. Off-hire is a timestamped request against the order, so the stop date is never in dispute.
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Hour meters copied off a clipboard
Readings taken at delivery and collection go straight into the order on the app. Metered billing charges the hours actually run, on top of the day, week or month rate you agreed.
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Servicing that slips between hires
A machine comes back Friday and goes out Monday, and the 500-hour service never happens. Schedule it once and Rentablez blocks the unit from hire until the job card is closed.
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Six-month hires invoiced by hand
Long hires bill themselves on the anchor date you choose, with proration when a machine goes off-hire mid-cycle, swaps, or comes back early — and a credit note when it needs one.
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Damage arguments at collection
The driver photographs the machine at delivery and again at collection, on a signed inspection. A new dent has a date, a photo and a name against it, and becomes a maintenance job and a charge.
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Attachments that never come home
Buckets, breakers and beam clamps go out with a machine and come back on somebody else. Kits track each attachment separately, so the collection note lists what is actually missing.
The yard
Every machine, attachment and consumable on one board
Serialised plant sits alongside bulk site supplies and kits, with categories, plant numbers, documents, warranty and service history against each unit. Availability search covers every yard at once.
- Plant numbers and serial tracking per unit
- Bulk quantities for props, boards and fencing
- Kits: machine plus attachments as one line
- Barcode and QR labels for the yard
Hire desk to site
From enquiry to off-hire without re-keying anything
Quote it, confirm it, load the low-loader, take the meter reading, extend it twice, swap the machine and off-hire it — all on the same order. The driver runs delivery and collection from the app.
- Hourly, daily, weekly, monthly and metered rates
- Delivery and collection routes for drivers
- Meter readings and photos captured on site
- Hire agreements signed with OTP verification
Hire HIR-2026-0412 · Excavator 3T
28 Jun – 12 Jul 2026
- Excavator 3T — CAT 303 HIRE Weekly rate × 2 1 1,920.00 3,840.00
- Hydraulic breaker Attachment · metered hours 1 340.00 340.00
- Transport — low loader Delivery and collection 2 110.00 220.00
- Damage — track pad Logged at collection 1 260.00 260.00
4,660.00
Invoice total
Off-hire prorated to 12 Jul
The office
Invoices that follow the hire, and books that reconcile
Tax is applied per order from the entity that is billing, so a job in another state or emirate is handled correctly. Damage, transport and fuel go on as additional charges rather than a note in an email.
- India GST (CGST/SGST or IGST), GCC VAT, custom profiles
- Additional charges for damage, transport and fuel
- Deposits held and released separately from rent
- Xero and Zoho Books, or Excel exports
FAQ
Plant hire software questions
What hire desks and yard managers ask before a demo.
Something else? or email sales@rentablez.com.
Does Rentablez track where a machine is?
Yes, for connected units. The IoT module integrates with TrackNerd trackers for live location and remote immobilisation of compatible machines. Tracking is an add-on that depends on the hardware fitted; on-hire status, site address and movement history are recorded for every unit without it.
Can I bill by meter hours as well as by day?
Yes. Set a day, week or month rate with an hour allowance, and Rentablez charges the metered hours run beyond it. Readings are captured on the mobile app at delivery and collection, so the hours on the invoice are the hours on the machine.
How does Rentablez stop a machine going out when it is due a service?
Maintenance jobs can be one-off or recurring, scheduled by date or triggered from a service interval. While a job is open the unit is blocked from hire, so the hire desk cannot allocate it. The job card records parts, labour, transport and external costs, which can be billed back to a customer or absorbed.
What happens when a customer off-hires?
The off-hire request is logged against the order with a timestamp, so the stop date is fixed and auditable. Collection is scheduled, the machine is inspected on return, and the invoice is prorated to the off-hire date rather than the original end date.
Can Rentablez handle hire agreements and damage waivers?
Yes. Hire agreements are generated from your own templates and clauses, signed with OTP verification, and stored with an audit trail of who signed, when and from where. Damage charges are raised against the order and appear on the customer statement.
Do you support attachments sold with a machine?
Kits bundle a base machine with its buckets, breakers and ancillaries as one order line while tracking each component separately, so the collection note shows exactly what is outstanding. Attachments can also be hired on their own.
Can I integrate with my accounting system?
Rentablez pushes invoices, bills and purchase orders to Xero and Zoho Books with contact and tax mapping. Everything else exports to Excel.
Is there a free trial?
Book a demo and start a 7-day free trial set up with your own fleet during the call. No setup fees, cancel anytime, and paid plans carry a 30-day money-back guarantee.
Industries
Built for whatever you rent out
Serialised units, bulk quantities and kits are all first-class — so the same system works for an excavator fleet, 400 chairs, or a camera body with six lenses.
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Construction equipment Heavy machinery, tools and site equipment -
Car & vehicle rental Fleets, self-drive and chauffeur hire -
EV rentals — India E-scooter, e-auto and EV fleets -
Camera & photography Bodies, lenses, lighting and kits -
Medical equipment Beds, oxygen, mobility and devices -
Event equipment AV, staging, tents and furniture -
Party supplies Décor, tableware and inflatables -
Furniture Home, office and staging furniture -
Costume & occasion wear Lehengas, gowns, sherwanis and costumes -
Tech & electronics Laptops, AV and IT equipment -
Jewellery Bridal, occasion and designer pieces -
Bicycles & scooters Micro-mobility and tour fleets
See Rentablez with your own fleet
Book a 30-minute demo. We load a sample of your machines during the call and your 7-day free trial starts right after.