Fleet register & availability
Every unit by make, model, serial, capacity, fuel type, mast and attachments, with live status and location.
Forklift hire software: fleet, servicing & compliance
Forklift hire: fleet on hire, services on time. Lift more, chase less.
The fleet lives on a whiteboard. Services get missed because nobody read the hours meter. Pre-start checks are on paper in the cab and breakdowns come in by phone to whoever picks up. We build hire, service and compliance systems for forklift hire businesses that keep machines working and keep you covered, then we host them and look after them.
Looking for forklift hire software that handles the fleet, the workshop and the compliance?
A forklift hire business is a rental company, a service workshop, a transport operator and often a used machine dealer all in one yard. Every unit needs to be in the right place, serviced on hours, inspected and documented, while customers ring for extra machines the week before Christmas and breakdowns land at 6am. Most places hold it together with a whiteboard, a job card book and a lot of phone calls.
Wollopit builds custom forklift hire software around how your yard actually runs. One fleet register knows where every machine is, how many hours it's done and when it's due. Contracts get signed online, pre-starts are logged by QR on the operator's phone and techs get breakdowns on their phone with the machine's full history. 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 forklift hire businesses
Does your forklift hire business have these problems? Here's how we'd fix them.
Most forklift hire operators we talk to know every machine in the fleet by heart. The trouble starts when the fleet grows, the techs are out on the road and the person who knows is on holidays.
- The problemThe fleet lives on a whiteboardA customer asks for a 2.5 tonne LPG with a container mast for Thursday. Someone walks the yard, checks the board and rings the workshop before anyone can say yes.How we fix itA live fleet board by capacity, fuel type, mast and attachment showing what's on hire, in the yard, in service or booked.
- The problemHours-based services get missedHours meters only get read when someone remembers. A long-term unit runs 400 hours past its service and nobody knows until it breaks.How we fix itHours logged at every visit or pulled from telematics, with services triggered by hours or date, whichever comes first.
- The problemPre-start checks on paperOperators tick a sheet that ends up in the door pocket or the bin. When there's an incident nobody can prove the checks were done.How we fix itA QR code on every machine. Operators do the pre-start on their phone with photos and failed checks alert you straight away.
- The problemHire contracts by email and printerContracts get printed, signed, scanned and emailed back. Half go missing and the terms nobody read become a fight later.How we fix itOnline hire contracts with your terms, licence details and e-signature, stored against the machine and the customer.
- The problemBreakdowns on a sticky noteThe customer rings the office, the message goes on a sticky note and the nearest tech is already on the other side of town.How we fix itBreakdown logging with the machine's history, the nearest tech dispatched to their phone and the customer kept updated by SMS.
- The problemHours overruns never billedThe hire allows a single shift but the customer runs it day and night. Nobody checks the meter so the overrun never gets charged.How we fix itOverrun charges calculated from meter readings against the hire allowance and added to the next invoice automatically.
- The problemDamage turns into an argumentForks come back bent and tyres chunked. There are no photos from delivery so it's your word against theirs.How we fix itPhoto condition reports at delivery and return with hours, damage marked on the machine and the customer's signature.
- The problemLong-term rentals billed by handEvery month someone goes through the hire list and types invoices into Xero, working out part-months on a calculator.How we fix itRecurring billing per machine with pro-rata off-hires, rate changes and invoices pushed straight into Xero or MYOB.
- The problemOff-hires go missingA customer says they rang to off-hire three weeks ago. Nobody wrote it down and now the invoice is disputed.How we fix itOff-hire requests in a customer portal with a timestamp, a reference number and the pickup booked on the spot.
- The problemThe truck gets double-bookedDeliveries and pickups are juggled on a whiteboard. The tilt tray ends up promised to two sites at 7am.How we fix itA delivery and pickup calendar with truck and driver allocation, run planning on Google Maps and SMS ETAs to site.
- The problemParts and labour slip throughTechs grab parts from the van, the job card gets lost and the repair never makes it onto an invoice.How we fix itJob cards on the tech's phone with parts, labour, photos and sign-off, invoiced the same day.
- The problemCustomers want records for auditsA big customer's safety team asks for every service and inspection on six machines. Someone spends a day digging through folders.How we fix itA customer portal with service history, inspection records and certificates ready to download any time.
02What we build
Solutions
What we build for forklift hire businesses. 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.
Hire quotes & bookings
Quotes built from your rate cards, turned into bookings in one click with machine allocation and clash checks.
Online hire contracts
Your terms, customer details, operator licence checks and e-signatures, stored against every hire.
Delivery & pickup scheduling
Truck and driver calendar, run planning by area and SMS ETAs so sites know when to expect you.
Condition reports
Photos, hours and damage marked at delivery and return, signed on site and kept forever.
Pre-start checks by QR
Scan the machine, run through the checklist on any phone and flag faults with photos before anyone lifts a pallet.
Service scheduling
Services triggered by hours or date, booked around the hire and assigned to the right tech.
Technician app & job cards
Jobs, machine history, parts, labour, photos and customer sign-off on the tech's phone.
Breakdown dispatch
Callouts logged in seconds, nearest tech assigned and the customer updated by SMS.
Long-term rental billing
Monthly billing per machine, hours overruns, pro-rata off-hires and invoices into Xero or MYOB.
Customer portal
Customers see their machines, book extras, request off-hires, report breakdowns and download records.
Telematics hookup
Hours, impacts and operator logins pulled from your telematics so services and overruns run themselves.
Parts & workshop stock
Parts on the shelf and in each van, reorder alerts and parts costed to every job.
Used machine sales
Ex-hire stock listed with photos, hours and service history, with enquiries landing in one place.
A website that books
Fast on phones, with your fleet, hire enquiries and service bookings, built to rank for 'forklift hire near me'.
03The systems
The big ones
Your whole yard, on one system.
These are the systems forklift hire businesses ask us about most. Each one works on its own and they get properly clever when they're joined up.
Fleet & hire
Know what's free before the phone stops ringing.
One fleet register shows every machine, where it is and what it's doing. Quote, book, contract and schedule delivery from the same screen without walking the yard or ringing the workshop.
- Live status: on hire, in yard, in service
- Search by capacity, fuel, mast and attachments
- Quotes from your rate cards
- Booking clash checks
- Online contracts with e-signature
- Short-term and long-term hires
- Swap-outs and replacement units
- Delivery and pickup booked with the hire
- Utilisation per machine and model
- Rate history per customer
Service scheduling
Services on hours, not on memory.
Every machine carries its service plan. Hours come in from tech visits or telematics and the system books the service before it's overdue, planned around the hire so the customer isn't left short.
- Services by hours or date
- Hours from visits or telematics
- Due and overdue lists
- Services planned around hire dates
- Service checklists by make and model
- Parts kits per service type
- Tech assignment by area
- Customer notified before the visit
- Full service history per machine
- Warranty and manufacturer intervals
Compliance & pre-starts
Every check logged. Every record findable.
Operators scan a QR code on the machine and run the pre-start on their phone. Faults come with photos, failed checks alert you straight away and every inspection is stored against the machine for when the safety auditor asks.
- QR pre-starts on any phone
- Checklists per machine type
- Photo evidence for faults
- Instant alerts on failed checks
- Machine tagged out until fixed
- Periodic safety inspections logged
- Operator licence details recorded
- Inspection history per machine
- Audit-ready reports by customer site
- Overdue inspection reminders
Breakdowns & techs
Breakdown at 6am. Tech on the way by 6.05.
Breakdowns get logged with the machine, the site and the fault, then sent to the nearest available tech. The tech sees the whole history on their phone and closes the job with parts, labour, photos and a signature.
- Breakdowns logged in seconds
- Nearest tech by location
- Machine history on the tech's phone
- Customer updates by SMS
- Swap-out units dispatched if needed
- Parts and labour on the job card
- Photos and customer sign-off
- Damage vs wear flagged for billing
- Invoiced the same day
- Repeat fault reporting
Billing & customer portal
Every hour on hire, billed. Every record, shared.
Long-term rentals bill themselves each month with overruns, pro-rata off-hires and damage added automatically. Customers log in to see their machines, book extras, off-hire and pull service records without ringing you.
- Recurring monthly billing
- Hours overrun charges
- Pro-rata on and off-hires
- Damage and repairs on the invoice
- Invoices into Xero or MYOB
- Card or direct debit payments
- Customer logins per site
- Off-hire requests with timestamps
- Service and inspection downloads
- Extra machines booked online
04How it changes
Before and after
A warehouse peak season, wolloped.
Here's how a pre-Christmas rush request could change. Every yard is different, so we map yours first.
Before
- Customer rings needing three extra 2.5 tonners for the Christmas rush
- Walk the yard and check the whiteboard for what's free
- Ring the workshop to see which ones are due a service
- Type up a contract, email it and chase the signature
- Book the truck on the whiteboard and hope it's free
- Delivery photos on the driver's phone, if he remembered
After
- Customer books three 2.5 tonne units in their portal
- Fleet board shows what's free, serviced and ready
- Services due during the hire are flagged before it goes out
- Contract signed on their phone in two minutes
- Truck run booked and the driver gets the job
- Condition photos and hours logged at drop-off
05Services
Everything under one roof
Software, websites and systems for forklift hire businesses.
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 forklift hire businesses
Built around how your forklift hire business actually runs: fleet register & availability, hire quotes & bookings and the admin in between, in one system you own.
Websites for forklift hire businesses
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Forklift 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 forklift hire businesses
Online hire contracts and delivery & pickup scheduling: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your forklift 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 the job and telematics platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks
- Stripe
- GoCardless
- ServiceM8
- Simpro
- Toyota I_Site
- Crown InfoLink
- Linde connect
- Teletrac Navman
- Google Maps
- Twilio SMS
- DocuSign
- 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 forklift 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 in the yard, the workshop and the office, ride along with a tech and work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your fleet, rate cards, service plans, checklists, billing, 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 peak season.
- 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 forklift hire businesses ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can we track hours meters?
Yes. Hours can be logged by techs at each visit, entered by customers during pre-starts or synced from telematics to trigger services and overrun charges automatically.
Can it connect to our forklift telematics?
Usually. If your telematics platform shares its data we can pull hours, impacts and operator logins into your system. We'll check what yours offers before we promise anything.
Will pre-start checks on a phone stand up for compliance?
Every check is timestamped, tied to the machine and the operator and can include photos. That gives you a far better record than a paper sheet in the door pocket. We'll set the checklists up to match your machines and your safety advice.
Can customers off-hire and report breakdowns themselves?
Yes. The customer portal lets them off-hire with a timestamp, report a breakdown, book extra machines and download service records without ringing the office.
We already use ServiceM8 or Simpro. Do we have to switch?
No. If your job management or accounting is doing its job we build around it and connect the fleet, hire and compliance side on top. If something is holding you back we'll show you what replacing it would involve before anything changes.
Can it handle our used forklift sales too?
Yes. Ex-hire machines can move into sales stock with their hours and full service history, listed on your website with enquiries landing in one place.
How much does a forklift 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 QR pre-starts or a service schedule 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 forklift hire businesses 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 a forklift 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.