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Hire your kit out, bill it to date, and know what is out and where

For plant, tool and equipment hire: run each hire from quote to collection, book kit against what is free for the dates, scan it out and back in on the phone, and bill the hire to date against the customer’s PO whenever you choose. Available the moment you switch it on in Settings.

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The problem it solves

Kit promised to two jobs at once

A whiteboard or a spreadsheet cannot tell you what is free next week, so the clash only shows up on the morning the kit is needed.

Hire billing by hand

Working out whole weeks, part weeks and what has already been invoiced takes an afternoon, and a mistake costs you money or the customer’s trust.

Kit that never comes back

Without a record of what went out on which job, missing and damaged items turn up weeks later, when the customer says it was not them.

How it works

  1. 1

    Switch it on and set how you charge

    An admin switches on Equipment Hire in Settings and picks how hire is charged: weekly with extra days pro rata, a 3-day week, a 5-day week, or whole weeks only. Add a long-hire discount and a damage waiver if you offer them, then set up your hire products with a week rate, and a day rate if you want one, or import your kit sheet.

  2. 2

    Quote, confirm and scan it out

    Quote a hire from what is free for the dates, pencil kit in for a customer who has not confirmed yet, then confirm it. Drivers scan the kit out and back in on their phones from the hire’s delivery and collection jobs: each label decides its own direction, bulk kit is counted, and damaged items go to quarantine.

  3. 3

    Bill to date and see what each hire product earns

    Raise an invoice for the hire to date whenever you choose, against the customer’s PO. Loss and damage go on their own invoice, sub-hired kit is costed against the hire’s margin, and Hire returns shows when each hire product pays for itself.

What you get

  • One charging method per company: weekly pro rata, 3-day week, 5-day week or whole weeks only
  • A long-hire discount after the number of weeks you set, applied automatically
  • An optional damage waiver at the percentage you set
  • Bill to date against the hire’s PO, whenever you choose to raise it
  • Loss and damage billed on their own invoice
  • Sub-hire kit you are short of, costed against your margin
  • Kit scanned out and back in on the phone, with no clock-in
  • Availability that shows what is free for the dates, and asks for a reason before a hire is confirmed short
  • Hire returns: when each hire product pays for itself
  • Quote and confirmation PDFs, and a kit-sheet import for your products

Related features

Further reading

Plant Hire Billing Explained: Pro Rata, 5-Day and 3-Day Weeks: how a part week is charged on a 3-day week, a 5-day week or pro rata, with worked figures.

See Your Field Service Dashboard in Action

A single platform for your entire operation, from quoting to invoicing.

Field Forge: Dashboard

24

Active Jobs

12

Quotes Sent

£28.4k

Revenue (MTD)

7

Scheduled Today

Job Pipeline

Planned
6
Allocated
8
Attended
12
Completed
18

£1,185

Avg Job Value

+8%

32%

Profit Margin

+2%

£4,220

Outstanding

3 invoices

Recent Activity

Boiler service completed at 14 High St

12 min ago

Quote #Q-0047 sent to Apex Build Ltd

34 min ago

Invoice #INV-0093 paid: £1,820

1 hr ago

Equipment Hire: frequently asked questions

How is hire charged?
You choose one charging method for the company in Settings, Equipment Hire: weekly with extra days charged pro rata, a 3-day week, a 5-day week, or whole weeks only. Each hire product has a week rate and an optional day rate (without one, an extra day costs the week rate divided by the days in your charging week), and a part week never costs more than a week. You can add a long-hire discount, a percentage off every week after the number of weeks you set, and a damage waiver at the percentage you set. A hire keeps the rules and rates it was confirmed with, so a later change to your settings or prices never re-prices a running hire.
Can I bill part way through a hire?
Yes. Bill to date raises one invoice for what the hire has earned so far, less what earlier invoices on the same hire already billed, with the customer’s PO on it. Nothing is billed automatically: you choose when to raise it, and the invoice goes for approval like any other. Each line shows its own dates, so a hire billed several times still reads clearly.
Are loss and damage billed separately?
Yes. Loss and damage charges are entered by your office and always go on their own invoice, never on a hire invoice, so the customer sees the hire and any losses apart. When kit is missing, Field Forge offers a loss charge for what has not come back, less anything already charged for it.
Can I sub-hire kit I don’t own?
Yes. Add a sub-hired line for kit you hire in from a supplier. It goes on the customer’s hire like any other line, never counts against your own stock and is not scanned, and its cost to date comes off the hire’s margin, so you see what the job really made.
How does it handle double-booking?
Availability counts the kit your confirmed and running hires hold, and what pencilled quotes hold until their pencil date, at the busiest point of the dates you ask for. Kit held back after a return, such as a damaged item, is not counted as free. If confirming a hire would leave you short, Field Forge shows what is short and asks for a written reason before it confirms. While you build a hire, each line shows how many are free for its dates.
Do engineers need the desktop to book kit out?
No. Drivers scan kit out and back in on their phones, from the hire’s delivery or collection job in the field app, with no clock-in needed. Each label decides its own direction, bulk kit is counted, an item that comes back damaged goes to quarantine, and the phone refuses kit that belongs to another hire or has failed its PAT test. Scans save straight away, even with no signal once the job’s kit list has loaded. The office books the hire itself on the desktop.
How do I switch it on?
Equipment Hire is part of Field Forge at no extra cost, available the moment you switch it on. An admin or owner turns it on in Settings, Equipment Hire, which explains what it adds; until then its menus and pages stay hidden. It is for kit you hire out to customers. Plant you hire in from a supplier is recorded against your assets.
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£19.99/ month

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