Online availability & bookings
Machines, attachments and dates shown live on your website, with bookings that land straight in the system.
Plant hire software: bookings, fleet, contracts & servicing
Plant hire: know where every machine is and what it's earning. More hours on hire, less time on the phone.
Availability lives on a whiteboard, contracts get signed on the bonnet of a ute and the 500-hour service gets missed until the excavator dies on someone's site. We build fleet, hire contract, servicing and float scheduling systems for plant hire companies that all talk to each other. Then we host them and look after them.
Looking for plant and equipment hire software that actually fits your yard?
Plant hire comes down to utilisation. A machine sitting in the yard costs you money. A machine broken down on hire costs you money and a customer. Most hire businesses juggle a whiteboard, a booking diary, paper contracts, a workshop spreadsheet and the float driver's phone. Then someone spends Friday afternoon working out who's still on hire and what to bill them.
Wollopit builds custom plant hire software around how your yard really runs. Customers see what's free and book online. Contracts are signed at booking. Every machine goes out and comes back with photos, hours and fuel recorded. Services get booked off the hour meter before they're due and floats get planned on a map. We connect your telematics and accounting, work around the tools you like and host and look after the lot.
01The problems
What we hear from plant hire companies
Does your plant hire business have these problems? Here's how we'd fix them.
Most plant hire businesses we talk to know their machines inside out. The trouble is everything around them: the bookings, the paperwork, the servicing and the billing.
- The problemAvailability on a whiteboardCustomers ring to ask if the 5 tonner is free Tuesday. Someone walks out to the board, then rings back.How we fix itLive availability by machine and date, online for customers and on every phone in the office.
- The problemContracts on paperHire agreements get signed in the yard, on the tailgate or not at all. Half the carbon copies go missing.How we fix itDigital hire contracts with your terms, signed on a phone at booking and stored against the job.
- The problemDamage arguments on returnA cracked bucket tooth or a torn seat comes back and nobody can prove it wasn't like that when it left.How we fix itPhoto check-out and check-in with hours, fuel and condition notes the customer signs off on.
- The problemServices missedThe 250-hour service slips past because the hours are on the machine, not in the office. Then it breaks down mid-hire.How we fix itService schedules by hours and calendar, fed from telematics or check-in readings, with the workshop booked before it's due.
- The problemOff-hires lost in the phoneA customer says they rang to off-hire last Wednesday. Nobody wrote it down and now the invoice is in dispute.How we fix itOff-hire requests logged with a time stamp and reference number, confirmed by SMS and dropped straight onto the pickup list.
- The problemFloat runs planned by phoneDeliveries and collections booked by calling the driver. Two jobs land at opposite ends of the coast at 7am.How we fix itDelivery and collection scheduling on a map with float capacity, permits and the driver's run on their phone.
- The problemFuel, cleaning and extras not chargedMachines come back empty and filthy. The attachments, fuel and damage waiver never make it onto the invoice.How we fix itFuel, cleaning, attachments, waivers and transport added at check-in so the invoice is right first time.
- The problemBilling is a Friday nightmareSomeone works through every open hire to count days, weekends and minimum hours, then retypes it into Xero.How we fix itHire periods, minimum charges and weekly or monthly billing calculated automatically and pushed to Xero or MYOB.
- The problemUtilisation is a guessYou know the excavators are busy but not which machine earns its keep and which should be sold.How we fix itUtilisation, revenue and downtime per machine and per category so buying and selling decisions stack up.
- The problemNew accounts take daysCredit applications are PDFs that come back half filled. Builders want the machine today.How we fix itOnline credit applications with ID, ABN checks and approvals so new accounts are hiring the same day.
- The problemWet hire paperwork everywhereOperator timesheets, tickets and dockets come back crumpled on a Monday morning, if they come back at all.How we fix itOperator dockets signed on site by phone, tickets and inductions tracked and hours flowing straight to billing.
- The problemCross-hire you can't seeYou hire in a roller from another yard to cover a job and forget to off-hire it for a fortnight.How we fix itCross-hire tracking with supplier, dates and cost against the job, plus reminders to send it back.
02What we build
Solutions
What we build for plant 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.
Digital hire contracts
Your terms, damage waiver and site details signed on a phone at booking. No more carbon copies.
Online credit applications
New accounts apply online with ABN, ID and trade references, then get approved without the paper chase.
Photo check-out & check-in
Photos, hour meter, fuel level and condition notes at both ends of every hire.
Service & workshop scheduling
Services by hours and dates, workshop job cards, parts used and machines held back until they pass.
Telematics connection
Hours, locations and fault codes pulled from your telematics into each machine's record.
Float & delivery scheduling
Deliveries and collections on a map, float capacity, oversize permits and driver runs on their phones.
Off-hire requests
Customers off-hire online or by SMS with a reference number and the pickup lands on tomorrow's run.
Automatic hire billing
Daily, weekly and monthly rates, minimums, fuel and extras calculated and sent to Xero or MYOB.
Wet hire & operator dockets
Operator allocation, tickets and inductions, with daily dockets signed on site.
Cross-hire tracking
Machines hired in from other suppliers tracked against the job so you don't pay for them longer than you need.
Customer portal
Builders and civil crews see what's on hire, request off-hires, download dockets and pay invoices.
Utilisation reporting
Revenue, days on hire and downtime per machine, category and branch.
Asset register & compliance
Rego, plant registrations, inspections and certificates for every machine with expiry reminders.
A website that books hires
Hand-built and quick on mobile, with your fleet and live availability, built to rank for 'plant hire near me'.
03The systems
The big ones
Your whole hire yard, on one system.
These are the systems plant hire companies ask us about most. Each one works on its own. Join them up and the whiteboard can finally retire.
Fleet & availability
Every machine, every date, on one screen.
See what's in the yard, what's out, what's in the workshop and what's booked next week. Customers check availability and book online. The office stops walking out to the whiteboard.
- Live availability by machine and date
- Online bookings on your website
- Attachments and buckets booked with the machine
- Holds, quotes and confirmed hires
- Workshop and breakdown status shown
- Telematics hours and location per machine
- Multi-branch and multi-yard views
- Clash warnings before you double book
- Substitute machine suggestions
Contracts & accounts
Signed before it leaves the yard.
Hire contracts are created at booking with your terms, rates and damage waiver, then signed on a phone. New customers apply for credit online. You know who's approved before the float's loaded.
- Digital contracts with your terms
- E-signatures on any phone
- Damage waiver and insurance options
- Online credit applications
- ABN and ID checks
- Credit limits and account holds
- Site contacts and delivery details
- Contract copies emailed automatically
- Full history per customer
Condition & servicing
Services done before it breaks down on site.
Every machine goes out and comes back with photos, hours and fuel recorded. Those hours drive the service schedule, so the workshop knows what's due before the customer finds out the hard way.
- Photo check-out and check-in
- Hour meter and fuel readings
- Damage notes signed by the customer
- Services by hours and calendar
- Hours fed from telematics
- Workshop job cards and parts used
- Breakdown and repair history
- Machines held until service is signed off
- Inspection and plant rego reminders
- Cost per machine over its life
Floats & logistics
Deliveries and collections that make sense on a map.
Every delivery, pickup and swap-over shows on a map with the float it needs. Drivers get their run on their phone. Off-hires drop onto the collection list the moment a customer requests them.
- Delivery and collection board
- Runs planned on Google Maps
- Float and truck capacity
- Oversize and permit notes
- Driver run sheets on their phones
- Proof of delivery with photos
- Off-hire pickups added automatically
- SMS when the float is on its way
- Transport charges added to the invoice
Billing & utilisation
Bill every hour. Know what every machine earns.
Hire periods, minimums, fuel, cleaning and transport are calculated for you and pushed to Xero or MYOB. Then the reports show which machines are earning and which are just taking up yard space.
- Daily, weekly and monthly rates
- Minimum hire and weekend rules
- Fuel, cleaning and extras at check-in
- Wet hire hours from operator dockets
- Off-hire time stamps on every invoice
- Invoices to Xero or MYOB
- Card payments through Stripe
- Utilisation per machine and category
- Revenue against service and repair cost
04How it changes
Before and after
A busy hire week, wolloped.
Here's how a typical week could change. Every yard runs differently, so we map yours first.
Before
- Customers ring to check what's free
- Paper contract signed on the tailgate
- Float runs sorted by phone at 6am
- Damage argued over when it comes back
- Machine breaks down mid-hire, service overdue
- Friday spent counting hire days for invoices
After
- Customers see availability and book online
- Contract signed on a phone at booking
- Driver's run is on his phone the night before
- Photos and hours at check-out and return
- Service booked off the hour meter before it's due
- Invoices calculated and sent to Xero automatically
05Services
Everything under one roof
Software, websites and systems for plant 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 plant hire companies
Built around how your plant hire business actually runs: online availability & bookings, digital hire contracts and the admin in between, in one system you own.
Websites for plant hire companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Plant 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 plant hire companies
Online credit applications and photo check-out & check-in: 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 plant hire business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to your accounting and telematics, work alongside hire platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Microsoft 365
- Google Workspace
- Dropbox
- Deputy
- Twilio SMS
- Google Maps
- Procore
- Teletrac Navman
- Trackunit
- Cat Product Link
- Komatsu Komtrax
- John Deere JDLink
- Volvo CareTrack
- SafetyCulture
- DocuSign
- Point of Rental
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 plant 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, the office and the float cab, then work out where hire days and money are leaking.
- 02
Archi-tech
We plan it before writing code: your fleet, rates, contracts, servicing, floats, telematics, accounting, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like availability or billing, so you get a win quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you ring the people who built it.
08Questions
FAQ
Things plant hire companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it include telematics data?
Often, yes. We can pull hours, locations and fault codes from common telematics systems like Teletrac Navman, Trackunit and the manufacturer platforms into each machine's record. Services then get scheduled off real hours.
Can customers check availability and book online?
Yes. Your website can show live availability by machine and date. Customers request or confirm a hire, sign the contract and it lands in the system with no retyping.
Can it handle wet hire and operators?
Yes. We can allocate operators to jobs, track their tickets and inductions and have daily dockets signed on site. Those hours flow straight into billing.
How do off-hires work?
Customers off-hire through a portal, by SMS or by phone. Each one gets a time stamp and reference number so there's no argument later. The pickup goes straight onto the float schedule.
We already use hire software. Do we have to switch?
No. If your current platform is doing its job, we build around it with the website bookings, check-in photos, telematics, float scheduling or reporting it's missing. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does plant hire software 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 pieces like online availability or photo check-in can be quick. Bigger systems are built 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 plant 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 a plant 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.