Equipment Hire Contracts

Introduction

The Advanced Equipment Hire Contracts Module builds on the core hire functionality to give you greater financial control and visibility across your equipment rentals. Alongside standard contract creation, invoicing, and on-hire tracking, the Advanced module strengthens how you manage the financial lifecycle of your hire assets.

With dedicated tools for cross hire management and asset depreciation, you can accurately track externally sourced equipment, maintain clear cost visibility, protect margins, and ensure asset values remain up to date. This enables more reliable reporting, improved audit confidence, and stronger commercial decision-making.

This guide will walk you through cross hire and depreciation capabilities, enabling you to strengthen financial oversight and maintain clearer control across your hire operations.

If you are looking for guidance on the standard version of Equipment Hire, you can access the guide here.

Cross Hire

The Cross Hire feature allows you to hire equipment from a supplier and then supply it to your customer through a standard Hire Contract.

This is useful when the required asset isn’t available in your own fleet, while still allowing you to track the equipment and maintain visibility of costs and margins.

Adding a Hire Supplier

Before creating Cross Hire Purchase Orders, the supplier must be marked as a Hire Supplier in the system.

Navigate to Settings > Library > Suppliers

To mark an existing supplier as a Hire Supplier, click the Supplier Name to open the record.
Click edit, tick the Is Hire Supplier checkbox and save.

Alternatively, if the supplier does not already exist in the system, click the Add Supplier button.
Enter the supplier details as required and tick the Is Hire Supplier checkbox before saving.

Creating a Hire PO

A Hire PO is used to request equipment from a Hire Supplier for a specific Hire Contract.

To create a Hire PO, navigate to Hire Contracts > All Hire Contracts

Open the relevant Hire Contract, then select the Hire PO tab at the top of the page.

Click Add Hire PO to begin.

Enter the Supplier and Delivery Address information.
Use the Show Hire Supplier Only checkbox to filter your list.

Additional fields can be completed if required but are not mandatory.

Add Hire PO Items

Once the Hire PO has been created, you can add the equipment that will be hired from the supplier.

Select the Hire PO Items tab and click Add Items.

Select the required equipment from the dropdown list and complete any additional fields as needed.

Entering the Hire Rate (Cost) and Markup will automatically calculate the Cross Hire Rate (Price).

Mark the Equipment as Delivered

Once the supplier delivers the equipment, the item must be marked as delivered within the Hire PO.

Click the 3 dots next to the item, and then select Deliver.

Confirm or amend the delivery details, then click Save.

Once an item is delivered, the system automatically creates a Cross Hired Asset, which can then be added to the Hire Contract.

Add a Cross Hired Asset to a Hire Contract

To add a Cross Hired Asset to a contract, navigate to Hire Contracts > All Hire Contracts

Open the relevant Hire Contract, then select the Hire Items tab.

Click Add Hire Items.

Tick the checkbox Show Cross Hire Assets Only to filter the list and display only assets that have been received through Cross Hire Purchase Orders.

Select the required Cross Hired Asset from the list and complete any additional details if required.

Click Save to add the asset to the Hire Contract.

Important Notes

Only delivered items from a Hire PO will appear in the Cross Hire Asset list.
Cross Hired Assets are linked to their supplier and Hire Purchase Order for full traceability.
The Cross Hire Rate (Price) applied to the contract is based on the cost and markup defined when the item was added to the Hire PO.

Hire Assets on Jobs & PPM

Hire assets can be assigned directly to Reactive Jobs and PPM Contracts, providing visibility and control when managing equipment alongside maintenance activities.

This ensures that you can clearly see which assets are in use, their current hire status, and the associated hire contract within the context of the job or contract.

Assigning Hire Assets

Hire assets can be assigned in the same way as standard assets across the system.

Reactive Jobs
Navigate to Jobs > All Jobs > select Job Number > Assets tab

PPM Contracts and Visits
Navigate to PPM > All PPM Contracts > select PPM No > Visits tab > Add/Edit your visit > Assets

Within the Assets tab, hire assets are displayed alongside standard assets, and you can filter the asset list using the available options:

Active Assets
Suspended Assets
On Hire Assets
Off Hire Assets

For each hire asset, the following information is available:

Current hire status
A clickable Hire Contract reference, allowing you to quickly open the associated contract

Filters

Filtering options are available across key areas of the system to improve visibility between hire activity and operational work.

On the All Jobs and All PPM Contracts pages, you can filter records by Hire Contract (under Show Advanced)

This allows you to quickly identify jobs and PPM contracts associated with specific hire agreements.

On the Hire Contracts page, you can also filter by Job Number, making it easier to trace which hire contracts are linked to specific jobs.

Managing Off-Hire Assets

Marking an asset as Off-Hire

To mark an asset as Off Hire, navigate to Hire Contracts > All Hire Contracts and select the relevant contract.

Next, open the Hire Items tab and click the 3 dots next to the relevant asset, then select Mark as Off Hire.

A confirmation pop-up will be displayed showing the impacted jobs, including any affected Job and Visit details.

You will also have the option to redeploy any related incomplete visits.

Click Confirm to proceed.

Job and Visit Rules

When an asset is marked as Off Hire, the system automatically manages its relationship with linked jobs and visits to ensure scheduling accuracy and data integrity.

The following rules apply:

Assets linked to jobs in New Job status are automatically removed.
Assets linked to completed visits remain recorded for historical purposes but are disabled for future use.
Off Hire assets are no longer available for selection on active or future visits.

Redeployment of Visits

As mentioned above, where incomplete visits are impacted, you can choose to redeploy them during the Off Hire confirmation process. This allows scheduling to be updated without manual recreation of visits.

Audit Trail

All automatic removals and updates triggered by Off Hire actions are recorded in the system audit trail for full traceability.

Depreciation

Depreciation allows you to track the reduction in value of your tenant-owned hire assets (My Assets) over time.

Using the straight-line method, the system reduces the asset’s value evenly across its useful life and automatically updates the Book Value, helping maintain accurate asset records and reliable financial reporting.

How to enable Depreciation on a Hire Asset

Navigate to Hire Contracts > Hire Assets or Create Hire Asset

Within the asset record toggle the Depreciation button to enable the feature.

Complete the required depreciation fields.
Click Save once you are happy with the asset details.

Pause / Resume Depreciation

In some cases, you may need to temporarily stop depreciation on an asset. For example, if the asset is taken out of use, under review, or requires financial adjustment.

To do this, open the relevant asset within Hire Contracts > Hire Assets

Click Pause Depreciation in the top right.

Confirm the action.

Your asset is now paused and you can resume if required.