Availability calendar
Live availability by item, category and depot on your website and counter screen.
Equipment hire software: availability, agreements & returns
Equipment hire: see it's free, sign online, pick it up. Hire more, chase less.
Availability gets checked by phone and a walk around the yard. Hire agreements are on paper, bonds are written on the back and returns are tracked loosely at best. We build availability, agreement, returns and servicing systems for equipment hire companies that all talk to each other. Then we host them and look after them.
Looking for equipment hire software that shows what's free, signs the paperwork and gets the gear back?
An equipment hire business is a yard, a workshop, a counter, a delivery fleet and an accounts department all at once. Most hire companies run it on a whiteboard, a booking diary, carbon-copy agreements and a phone that never stops. Somebody rings to ask if the mini excavator is free Saturday and someone else has to go out to the yard to check.
Wollopit builds custom equipment hire software around how your yard actually runs. Customers see live availability and book online. Agreements, licences and bonds are sorted before they arrive. Returns get reminded, off-hires get logged and every machine gets photographed out and back. Servicing runs on hours, not memory. 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 equipment hire companies
Does your equipment hire business have these problems? Here's how we'd fix them.
Most hire businesses we talk to have good gear and good people. The system holding it together is a whiteboard, a diary and whoever's on the counter remembering things.
- The problemAvailability checked by phone'Is the 1.7 tonne excavator free Saturday?' means a walk out to the yard, a look at the whiteboard and a call back that nobody makes.How we fix itLive availability by item and category on your website and the counter screen, with online booking requests that hold the gear.
- The problemDouble bookingsTwo people on the counter promise the same scissor lift for the same Monday. One builder gets an apology and goes elsewhere.How we fix itOne shared calendar for every item and depot. A booking holds the machine the second it's made.
- The problemPaper agreements slow pickupsSaturday 6:30am, a queue out the door while licences get photocopied and agreements get filled in by hand.How we fix itHire agreements signed online before pickup with licence and ID captured. The counter just checks it and hands over the keys.
- The problemDeposits and bonds done by handCard numbers scribbled on the agreement, bonds taken in cash and refunds forgotten for weeks.How we fix itBonds pre-authorised online and released on return, with deposits and balances paid by card or bank transfer.
- The problemLate returnsThe trailer due back Sunday at 5pm turns up Wednesday and the next customer has been waiting since Monday.How we fix itAutomatic SMS and email return reminders, online extension requests and late fees worked out for you.
- The problemDamage disputes'That dent was already there.' No photos, no record and a long argument at the counter.How we fix itTimestamped condition photos at checkout and return, attached to the agreement and sent to the customer.
- The problemOff-hires that get lostA builder rings to off-hire on Tuesday, nobody writes it down and they're billed for three extra days.How we fix itOnline off-hire requests with a reference number. Billing stops when they off-hire and the pickup goes on the run sheet.
- The problemServicing gets missedThe hours-based service slipped past and the machine breaks down on a customer's job site.How we fix itService scheduling by hours, dates or hire count. Items due for service get locked out of bookings until they're signed off.
- The problemTest and tag on a clipboardTag dates on a spreadsheet, electrical gear going out overdue and safety docs nobody can find.How we fix itTest and tag records per item, overdue alerts and operator manuals and safety sheets sent with every hire.
- The problemDelivery runs on paperDrivers get a printed list, customers aren't on site and nobody knows where the truck is.How we fix itDelivery and pickup runs planned on a map, SMS arrival windows and proof of delivery photos on the driver's phone.
- The problemTrade accounts are a messAccount customers ring for gear, PO numbers go missing and invoices get typed into Xero at month end.How we fix itA trade portal with site contacts, PO numbers, on-hire lists and monthly invoices straight into Xero or MYOB.
- The problemNo idea what gear earns its keepThe new compaction plate sits on the shelf while the old one is booked solid. Buying decisions are gut feel.How we fix itUtilisation and revenue reports per item and category, so you know what to buy more of and what to sell.
02What we build
Solutions
What we build for equipment hire companies. 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.
Online bookings & quotes
Customers book or request a quote online, with hire periods, delivery and add-ons priced automatically.
Online hire agreements
Terms, licence and ID captured and signed on a phone before pickup.
Deposits & bonds
Bonds pre-authorised by card and released on return. Deposits and balances paid online.
Return reminders & extensions
SMS and email reminders before it's due, with online extensions if the gear's free.
Off-hire requests
Customers off-hire online, get a reference number and billing stops on the spot.
Condition photos
Photos and notes at checkout and return, timestamped and attached to the agreement.
Service & maintenance scheduling
Services by engine hours, dates or hire count, with workshop jobs and parts used logged.
Test and tag & safety docs
Tag dates per item, overdue lockouts and safety sheets sent with every hire.
Delivery & pickup runs
Runs planned on Google Maps, SMS arrival windows and proof of delivery on the driver's phone.
Trade account portal
Account customers see what's on hire, add PO numbers, off-hire and pay monthly invoices.
Multi-depot stock & transfers
See gear across every depot and move it where the bookings are.
Utilisation reports
Revenue and days on hire per item, so buying and selling decisions stop being guesses.
A website that hires
Hand-built, quick on mobile, with live availability and built to rank for 'equipment hire near me'.
03The systems
The big ones
Your whole hire yard, on one system.
These are the systems hire companies ask us about most. Each one works on its own and they get properly clever when they're joined up.
Availability & bookings
Know what's free without walking the yard.
Every machine, tool and trailer on one live calendar. Customers check availability and book on your website, the counter sees the same thing and a booking holds the gear the moment it's made.
- Live availability by item and category
- Bookings hold the gear instantly
- Half day, daily, weekend and weekly rates
- Add-ons like buckets, fuel and PPE
- Delivery and pickup priced by distance
- Online quotes that turn into bookings
- Multi-depot stock and transfers
- Items in service blocked automatically
- Counter screen for walk-ins
Agreements & bonds
Signed, checked and paid before they get here.
Hire agreements go out with the booking confirmation. The customer signs on their phone, uploads their licence and pre-authorises the bond. At pickup the counter checks the face matches and hands over the keys.
- Online agreements signed on any phone
- Licence and ID captured upfront
- Your terms and conditions versioned
- Bond pre-authorisation by card
- Bonds released on return
- Deposits and balances paid online
- Damage waiver options
- Signed copy emailed to the customer
- Saturday queues that actually move
Returns & condition
Gear comes back on time. Damage comes with proof.
Customers get reminded before it's due and can extend online if nothing's booked behind them. Every item is photographed out and back, so a dent or a missing bucket is a photo, not an argument.
- SMS and email return reminders
- Online extension requests
- Late fees calculated automatically
- Online off-hire with reference numbers
- Condition photos out and back
- Fuel, hours and cleaning checks
- Damage and missing parts charges
- Overdue list for the counter
- Photos attached to the agreement
Servicing & compliance
Services on hours, not on memory.
Every item carries its own service schedule by engine hours, dates or number of hires. When something's due it gets locked out of bookings, a workshop job is raised and nothing goes back out until it's signed off.
- Service by hours, dates or hire count
- Hours logged at every return
- Automatic lockouts when due
- Workshop jobs and parts used
- Test and tag dates and alerts
- Plant registration and inspection dates
- Operator manuals sent with hires
- Service history per machine
- Repair cost against hire revenue
Delivery & trade accounts
Runs that make sense. Builders who sort themselves out.
Deliveries and pickups land on a run board planned on the map, with drivers getting their jobs on their phones. Trade customers log in to see what's on hire across every site, add PO numbers and off-hire without ringing.
- Delivery and pickup run board
- Routes planned on Google Maps
- SMS arrival windows for customers
- Proof of delivery photos and signatures
- Trade logins per company and site
- On-hire lists by job site
- PO numbers on every hire
- Monthly invoices into Xero or MYOB
- Credit limits and account holds
04How it changes
Before and after
A weekend hire rush, wolloped.
Here's how a busy Saturday morning could change. Every yard is different, so we map yours first.
Before
- Phone rings all Friday with 'is it free?'
- Someone walks the yard to check
- Queue at the counter while agreements get filled in
- Licences photocopied and bonds written on the back
- Trailer comes back Wednesday instead of Sunday
- 'That scratch was already there' at the counter
After
- Customers checked availability online and booked
- The calendar already held the gear
- Agreements signed on their phones the night before
- Licences on file and bonds pre-authorised
- Return reminder went out Sunday morning
- Checkout photos settle it in ten seconds
05Services
Everything under one roof
Software, websites and systems for equipment hire companies.
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 equipment hire companies
Built around how your equipment hire business actually runs: availability calendar, online bookings & quotes and the admin in between, in one system you own.
Websites for equipment hire companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Equipment hire 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 equipment hire companies
Online hire agreements and deposits & bonds: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your equipment hire 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 hire platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Square
- Tyro
- Point of Rental
- Booqable
- HireHop
- Teletrac Navman
- Geotab
- MTData
- Google Maps
- Twilio SMS
- DocuSign
- greenID
- CreditorWatch
- Microsoft 365
- Google Workspace
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 equipment hire 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 on the counter, in the yard and in the workshop on a busy morning, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your gear, rates, depots, agreements, bonds, services, trade accounts, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next long weekend rush.
- 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 equipment hire companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can trade customers hire on account?
Yes. Account customers can hire with terms, add PO numbers and site contacts, see what's on hire and get monthly invoices that flow into Xero or MYOB.
Can customers sign agreements and upload their licence before pickup?
Yes. The agreement goes out with the booking. They sign on their phone, upload their licence and pre-authorise the bond, so pickup takes a minute instead of ten.
Can servicing run off engine hours?
Yes. Hours get logged at each return or pulled from telematics like Teletrac Navman or Geotab if your machines have it. When a service is due the item gets locked out of bookings until it's signed off.
We run more than one depot. Does that work?
Yes. You see gear across every depot, take bookings for any location and move items between yards when the bookings call for it.
We already use hire software. Do we have to switch?
No. If Point of Rental or another platform is doing its job we build around it, adding online availability, agreements, reminders or a trade portal on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does an equipment hire 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?
Smaller jobs like an availability calendar or online agreements 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 equipment hire companies 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 equipment hire 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.