Equipment hire and asset management, on the docket
Some of what you own goes out to a customer's site and stays there for a while: a skip bin, an IBC, a generator, a light tower, a crane. Core Docket records it on a drop-off docket, keeps it on hire at that site and charges it on the collection docket, priced from your price list. The saws, rigs, utes and plant your crew use every day sit in the asset register, with pre-starts, faults, meters and services. All of it is included at no extra cost.
Free for a month, no credit card. Every feature included: no tiers, no add-ons, free updates.
How equipment hire works
Hire is for things that come back. Things that get used up are stock.
- 01
Price it once
Hire prices live in your price list like every other price, per day, per week or per month, and as Equipment only or With operator, each with its own rate. Setting up hire prices for a type of equipment is one button. Customer price groups and per-customer prices apply to hire too.
- 02
Drop it off
The crew fill in a drop-off docket that records what was left at the site, and the customer signs for it. That signature is your proof of the start date.
- 03
Know what is out
The On hire screen lists everything out, by customer and site: what it is, how many, since when, and how many periods so far.
- 04
Book the collection
When you book a collection, the booking form shows what is on hire at that customer's site, so you know how many to collect before the truck goes.
- 05
Charge it at collection
The collection docket records what came back. The days on hire are counted from drop-off to collection, both days included, and rounded up to started periods, so 10 days on a weekly rate is 2 weeks. The hire line goes on the collection docket and its invoice like any other priced line.
A hire charge, worked through
Three IBCs dropped off at a builder's site on 14 September and collected on 2 October, on a weekly rate. At collection the crew answer "How many are full?" with 2.
| Line | How it is worked out | Example price | Line total |
|---|---|---|---|
| Days on hire | 14 September to 2 October, both days counted | 19 days | |
| Weeks charged | 19 days is 2 weeks and 5 days, rounded up to started weeks | 3 weeks | |
| IBC hire, Equipment only, weekly | 3 IBCs × 3 weeks | $40 per IBC per week | $360.00 |
| Disposal, full IBC | 2 full at collection | $75 per full IBC | $150.00 |
| Collection docket total (ex GST) | $510.00 |
Example prices only. Your hire rates, and any customer prices, come from your own price list.
Hire the way your yard runs
- Numbered or counted: give each crane its own record (Crane #2), or keep one record holding a count, such as 40 IBCs nobody numbers.
- A question at collection can add a charge, for example "How many are full?" adding a disposal charge for each full one.
- Equipment that was already out before you started on Core Docket can be recorded as on hire from its real start date.
- The office can mark something as back.
- A hire booked against the wrong site can be moved to the right one without restarting its hire period.
What the customer sees
The customer's copy of a drop-off or collection docket shows what was dropped off or collected, signed on site. It never shows prices. The charge arrives on the invoice, which goes to your accounting suite with the rest of the docket's lines after you have checked it.
Hire is charged once, on the collection docket, for every started period since drop-off. When a builder asks why they were charged for three weeks, the signed drop-off docket shows the start date and the collection docket shows the end.
The asset register
Saws, rigs, utes and plant: everything your business owns and relies on, in one register.
Documents with expiry dates
Registration, plant risk assessments, insurance and manuals are kept against each asset, each with its expiry date, so you can see what runs out next.
Who has it now
Each asset is assigned to a person or sits in the yard, so you can see who has the 350 mm saw today. The register shows who has it now, not a history of every hand-over.
Fault and service history
Every fault raised and every service done stays on the asset, so you know what has been wrong with it before you send it out again.
Pre-starts, faults, meters and services
- 01
Pre-starts on the phone
Each asset has its own daily or weekly pre-start, done on the crew's phone. The office sees what is due and what was missed. More on this on the SWMS and pre-starts page.
- 02
A failed item raises a fault
A failed check becomes a fault with its photo, on the faults list, so the office knows which asset needs attention before the next job.
- 03
Meters come in from pre-starts
Hours and kilometres are entered as part of the pre-start, so the meter on each asset stays up to date without a separate log book.
- 04
Services fall due
A service falls due on a meter reading or on a date, whichever you set for that asset, and is recorded against it when it is done.
Included at no extra cost
Equipment hire, the asset register, pre-starts, faults, meters and services are part of Core Docket, the same as dockets, pricing, scheduling and invoicing. There is one plan with every feature included, no tiers and no add-ons, and new features arrive as soon as they are ready with updates at no charge.
It works the same for one person with a trailer of equipment or a business with a yard full of plant and a crew of any size.
Questions
How is equipment hire charged in Core Docket?
Hire is charged on the collection docket. The days from drop-off to collection are counted, both days included, and rounded up to started periods at your daily, weekly or monthly rate from the price list.
Is hire invoiced while the equipment is still out?
No. Hire is charged once, at collection, for every started period since drop-off. The On hire screen shows what is out and how many periods have run so far.
Can different customers pay different hire rates?
Yes. Hire prices sit in the price list, so customer price groups and per-customer prices apply to hire the same way they apply to any other work.
Can I hire out items that are not numbered, like IBCs?
Yes. Each type of equipment can be numbered, with one record per item, or counted, with one record holding how many you have.
Do hire and the asset register cost extra?
No. Equipment hire, the asset register, pre-starts, faults, meters and services are included in the one Core Docket plan at no extra cost. There are no tiers and no add-ons.
Read next
- SWMS and pre-startsSWMS, Take 5, toolbox talks and equipment pre-starts signed on the crew's phones, included in Core Docket at no extra cost.
- Rate card and pricingThe Core Docket rate card for trade businesses: work priced the way it is measured, by the hour, item, metre, hole or load, with minimums, callout fees, after-hours loadings and customer price groups.
- Accounting integrationHow Core Docket turns a finished docket into a draft invoice and sends it to your accounting suite with your account and GST codes, after the office has checked it.
- Trade businessesJob docket and invoicing software for trade businesses whose crew do the work on site while the office invoices the customer, from one person to a crew of any size, built in Australia.
Try it free. We'll help you roll it out.
Send us your price list and logo. We set up your rate card, build your docket and letterhead, and get your first crew running. Free for a month, no credit card.