Tool-Hire
Everything you need to run your hire business — from first call to final invoice.
Hire Lifecycle Management
Manage every stage of an equipment hire from a single platform. Create hires, allocate equipment, schedule deliveries and collections, process returns, and generate invoices — all connected in one seamless workflow.
- Full status tracking from pending through to completion
- Flexible hire durations with daily and weekly billing
- Customer reference and off-hire number tracking
- Equipment allocation with real-time availability checking
Customer & Contact Management
Keep a complete picture of every customer relationship. Store multiple contacts, delivery addresses, billing preferences, and account settings in one place.
- Multiple contacts per customer with full detail tracking
- Unlimited delivery addresses with geocoded locations
- Configurable billing modes: daily, weekly, or percentage-based
- Customer-level delivery and collection charge defaults
Equipment Tracking
Track your entire fleet with detailed equipment records. Know where every item is, what condition it's in, and when it's due back.
- Fleet numbers, serial numbers, and categorisation
- Equipment dimensions, weight, and specifications
- Status tracking: ready, in use, service, repair
- Location history with timestamped equipment moves during hire
Delivery & Collection
Streamline your logistics with digital delivery and collection notes. Capture signatures, take photos, and email documents — all from a mobile device.
- Auto-generated delivery and collection note PDFs
- Digital signature capture optimised for mobile and touch
- Photo uploads for evidence and condition recording
- Driver assignment for logistics planning
- Mid-hire equipment swaps with full audit trail
Servicing & Maintenance
A complete workshop management system built into the platform. Track jobs from arrival through to completion with full parts, quoting, and ordering workflows.
- Job sheets with photos, priority levels, and status tracking
- Worksheets for documenting parts and labour requirements
- Quote generation with approval tracking
- Work orders with assignment, completion tracking, and digital sign-off
- Smart parts learning — remembers parts used with each equipment model
Invoicing & Billing
Flexible pricing that adapts to how your business charges. Generate professional invoices and push them straight to your accounting system.
- Configurable billing modes: percentage-based, flat daily, or weekly with overage
- 5-day or 7-day working week support
- Per-equipment custom daily and weekly rates
- Invoice status tracking: draft, sent, paid, overdue
- Delivery and collection charge management
Accounting Integration
Two-way integration with Sage and Xero keeps your accounts in sync without double entry.
- Customer, stock item, and invoice synchronisation
- Automatic creation and updates in your accounting system
- Full API call logging and transaction auditing
- OAuth2 authentication with automatic token management
Certifications & Compliance
Stay on top of equipment certifications and never miss an expiry date.
- Certificate tracking with issue and expiry dates
- Status indicators: valid, expiring soon, expired, revoked
- Document attachment storage
- Full audit trail
Document Management
Design and generate professional documents tailored to your business.
- Visual document template designer
- Dynamic field mapping
- PDF generation for hire-specific documents
Custom Fields
Adapt the system to your business without waiting for development. Add custom fields to capture the data that matters to you.
- Multiple field types: text, number, date, checkbox, select
- Control visibility on delivery and collection notes
- Set defaults, ordering, and required status
User Permissions
Control who can access what with flexible role-based permissions.
- Role-based access control
- Feature flags for stock, servicing, advice notes, suppliers, and more
- Per-user accounting system access
Dashboard & Reporting
See what needs attention at a glance. Your dashboard surfaces hires needing allocation, upcoming deliveries, and pending collections.
- Hires awaiting allocation
- Upcoming delivery and collection schedules
- Configurable display density
- Real-time status updates
Built for the Field
Tool-Hire is designed for equipment rental companies that need professional hire management, mobile delivery workflows, workshop tracking, and accounting integration — all in one platform.