Digital dockets
Machine, hours, loads, attachments and notes captured on the operator's phone, even out of range.
Earthmoving docket software: machine hours & invoices
Earthmovers: dockets done in the cab, invoices out by dinner. Machine hours that turn into money.
Paper dockets on the dash, hours added up on Friday arvo and invoices that go out a week late. Meanwhile the float's booked by text and the 20-tonner is overdue for a service. We build docket, scheduling, costing and servicing systems for earthmoving businesses, then we host them and look after them.
Looking for earthmoving docket software that actually gets used in the cab?
Earthmoving runs on machine hours. Every hour that doesn't make it onto a docket is money you've already spent on fuel, wear and wages but will never bill. Most outfits still run on carbon-copy docket books, a whiteboard in the shed, a group chat for tomorrow's jobs and someone keying it all into Xero at the kitchen table at night.
Wollopit builds custom earthmoving software around how your crew actually works. Operators log hours, loads and photos on their phone and get the client to sign before they leave site. Dockets total themselves per job and turn into invoices that night. The schedule knows which machine is where, when the float is booked and which excavator is due for its 250-hour service. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from earthmovers
Does your earthmoving business have these problems? Here's how we'd fix them.
Most earthmovers we talk to are flat out on the tools and doing the books after dark. The work's good. The paperwork is where the money leaks.
- The problemDockets go missingCarbon copies get soaked, blown out the window or left on the dash of a ute someone else took home.How we fix itDigital dockets on the operator's phone that save with no signal and sync once they're back in range.
- The problemFriday arvo spent adding up hoursSomeone's wading through a week of scrawled dockets with a calculator, guessing at half the handwriting.How we fix itHours, loads and extras totalled per job and per client automatically as each docket comes in.
- The problemClients dispute the hoursThe builder reckons the bobcat was only there for six hours and there's no signature to prove otherwise.How we fix itClient sign-off on the phone before the operator leaves, with start and finish times, photos and location stamped on the docket.
- The problemInvoices go out weeks lateWork done on the 3rd gets invoiced on the 20th and paid sometime next quarter.How we fix itApproved dockets become draft invoices in Xero or MYOB that night, with the signed docket attached.
- The problemNobody knows who's on what tomorrowThe schedule lives on the shed whiteboard and in a group chat. Operators ring at 6pm asking where they're headed.How we fix itA drag and drop schedule of machines, operators and floats. Each operator gets tomorrow's job, address and site contact by SMS.
- The problemFloat bookings by textThe low-loader gets double-booked and an excavator sits in the yard while the job waits.How we fix itFloat moves on the same schedule as the machines, with float charges added to the job automatically.
- The problemServices get missedNobody's watching the hour meters, so the 500-hour service turns into an 800-hour service and a blown hydraulic hose.How we fix itService reminders driven by hours off the dockets or your telematics, with a full service history per machine.
- The problemPrestarts on paperPrestart books live in the cab half filled in. A defect noted on Tuesday never reaches whoever's fixing it.How we fix itPhone prestarts per machine with photos. A failed item flags the machine and alerts the workshop straight away.
- The problemJob costs are a guessFuel, floats, tip fees and hired-in gear never get tied back to the job, so you can't tell which jobs made money.How we fix itFuel, floats, tip fees, hire and labour logged against each job, with quoted versus actual as it happens.
- The problemQuoting from memoryRates for a 5-tonner, a 20-tonner with operator and a tipper get worked out from scratch every time.How we fix itQuotes built from your rate cards with operator, float and minimum hire rules baked in.
- The problemTickets expire at the site gateOperator tickets, white cards, inductions and machine rego lapse and you find out when the supervisor asks.How we fix itTickets, inductions, SWMS and rego in one place with expiry reminders and documents ready to show on site.
02What we build
Solutions
What we build for earthmovers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Client sign-off
Signatures, photos and start and finish times captured on site before the operator leaves.
Docket to invoice
Signed dockets roll up into invoices in Xero or MYOB, each one with its dockets attached.
Machine & operator schedule
Who's on what machine, where and when, with tomorrow's job sent to each operator by SMS.
Float bookings
Low-loader moves planned alongside the machines, with float charges added to the job.
Plant servicing
Service reminders by hours run, service history and parts costs per machine.
Prestart checks
Daily prestarts on the phone with photos, defect alerts and machines tagged out until fixed.
Job costing
Fuel, floats, tip fees, hire-ins and labour per job, with quoted versus actual.
Rate card quoting
Machines, operators, floats and minimum hire priced fast from your own rate cards.
Truck loads & tip dockets
Load counts, tip docket photos and tip fees logged per truck and per job.
Tickets & compliance
Operator tickets, inductions, SWMS, Before You Dig records and rego with expiry alerts.
Client portal
Builders and civil clients see their signed dockets, hours and invoices in one login.
A website that digs
Quick on phones, shows your fleet and services and is built to rank for 'earthmoving near me'.
03The systems
The big ones
Your whole earthmoving business, on one system.
These are the systems earthmovers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Machine dockets
Dockets done in the cab. Invoices out by dinner.
Operators tap start and stop, add loads and notes, snap a photo and hand the phone over for a signature. The docket lands in the office before the machine is back on the float. Approved dockets turn into invoices in Xero or MYOB that night.
- Start and stop timer or manual hours
- Machine, attachment and operator per docket
- Loads, materials and extras
- Photos and notes from site
- Client signature on the phone
- Works with no signal
- Hours totalled per job and client
- Office approves in one tap
- Invoices to Xero or MYOB
- Signed docket PDF on every invoice
Scheduling & floats
Every machine, operator and float on one board.
Drag a machine onto a job and the operator, the float and the client all know about it. No more whiteboard photos in the group chat or 6pm phone calls asking where to go tomorrow.
- Drag and drop day and week view
- Machines, operators and floats together
- Clash warnings for double bookings
- Tomorrow's job sent by SMS
- Site address with Google Maps link
- Site contact and induction notes
- Float moves and charges per job
- Wet weather reshuffles in minutes
- Hired-in machines on the same board
Job costing & quotes
Know which jobs actually made money.
Quotes come straight off your rate cards. Once the job starts, docket hours, fuel, floats, tip fees and hire-ins land against it automatically, so you see quoted versus actual while there's still time to do something about it.
- Rate cards for machines and operators
- Float and minimum hire rules
- Quotes sent as tidy PDFs
- Accepted quotes become jobs
- Docket hours costed automatically
- Fuel and tip fees per job
- Hired-in gear and subbies
- Variations and day works tracked
- Quoted versus actual as you go
- Margin per job, client and machine
Plant & servicing
Services on time. Defects fixed before they bite.
Hours off the dockets or your telematics drive service reminders for every machine. Prestarts happen on the phone and a failed check flags the machine before it's sent to the next job.
- Service intervals by hours run
- Hours from dockets or telematics
- Service history per machine
- Parts and repair costs logged
- Phone prestarts with photos
- Defect alerts to the workshop
- Machines tagged out until fixed
- Rego and insurance reminders
- Cost per hour for every machine
Tickets & compliance
Every ticket and form ready at the site gate.
Operator tickets, white cards, inductions, SWMS and machine paperwork live in one place with expiry reminders. When a supervisor asks, the operator pulls it up on their phone.
- Operator tickets and white cards
- Site inductions per client
- SWMS signed on the phone
- Before You Dig records per job
- Machine rego and insurance
- Expiry reminders by email and SMS
- Documents on the operator's phone
- Incident and near miss reports
04How it changes
Before and after
A week on the excavator, wolloped.
Here's how a normal week could change. Every earthmoving business is different, so we map yours first.
Before
- Carbon-copy dockets on the dash all week
- Half of them missing or unreadable by Friday
- Hours added up with a calculator on Friday arvo
- Builder disputes the hours with no signature to check
- Invoices typed into Xero the following week
- The 500-hour service quietly blows past
After
- Docket filled in on the operator's phone
- Signed by the client before leaving site
- Hours totalled per job automatically
- Signed docket attached to every invoice
- Invoice sent from Xero that night
- Service reminder pops up from the hours run
05Services
Everything under one roof
Software, websites and systems for earthmovers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for earthmovers
Built around how your earthmoving business actually runs: digital dockets, client sign-off and the admin in between, in one system you own.
Websites for earthmovers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Earthmoving business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for earthmovers
Docket to invoice and machine & operator schedule: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks Online so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your earthmoving business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks Online
- Microsoft 365
- Google Workspace
- Dropbox
- Deputy
- Stripe
- Twilio SMS
- Google Maps
- Procore
- Assignar
- SafetyCulture
- Teletrac Navman
- Cat VisionLink
- Komatsu Komtrax
- Trimble
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your earthmoving business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the yard, on site and in the office, then work out where hours and money are slipping through the cracks.
- 02
Archi-tech
We plan it before writing code: your machines, rate cards, dockets, floats, servicing, accounting, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually dockets first, so you're invoicing faster within weeks.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things earthmovers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is it simple enough for operators?
Yes. Operators tap start and stop, add loads and notes, take a photo and get a signature. That's it. If they can send a text they can fill in a docket.
What happens when there's no phone signal on site?
Dockets and prestarts save on the phone and sync once the operator is back in range. Nothing gets lost.
Can it pull machine hours from our telematics?
Often yes. If your machines report hours through Cat VisionLink, Komatsu Komtrax or a tracking system like Teletrac Navman we can usually pull them in to drive services and check docket hours.
Can clients sign off on site?
Yes. The client signs on the operator's phone with the times, loads and photos right there. They get a copy by email and it's attached to the invoice.
Do we have to switch from Xero, MYOB or our current systems?
No. We build around what's working. Dockets turn into invoices in your existing accounting software and we connect to the platforms you already use. If something's holding you back, we'll show you what replacing it would involve first.
How much does an earthmoving system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Digital dockets and invoicing can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most earthmovers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an earthmoving business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.