Off-Hire Management Software
Manage plant off-hire requests, collections and status updates to reduce wasted hire days and improve site-to-office visibility.
Forgotten off-hires create avoidable hire days
The work finishes on Friday. The digger sits there over the weekend, through the next week, sometimes through the next month. Still on hire, still charging. Someone on site assumed the office knew; the office assumed the site would ring the supplier; the supplier, reasonably, kept invoicing.
Avoidable hire days often begin with an unclear handover between site and office. Chasing off-hires from a spreadsheet makes it harder to spot items that are still recorded as on hire while action can still be taken.
Off-hire requests and collections, tracked to the end
In Equipbase, an off-hire is a request with a status, raised by the site team or by the office. The request sits against the specific items on the hire order and moves from Off-hire Requested to Awaiting Collection and Off Hired as the workflow progresses.
With a visible status against each live hire, teams can review what is still recorded as on hire for a contract and follow up on items awaiting collection.
What you can do with off-hire management
Off-hire requests from site
Site users can request off-hire directly against the items that have finished.
Partial off-hires
Off-hire two breakers and keep the excavator. Requests work at item level, like real hires end.
Collection tracking
Track collection status after the request, so plant awaiting collection doesn't quietly stay on hire.
Dated off-hire record
The record shows when off-hire was requested and when collection happened. This gives finance a clearer basis for invoice queries.
Still-on-hire visibility
Review plant currently recorded as on hire by contract, with the relevant dates.
Cost impact, visible
Hire costs accrue by date, so the price of leaving something on hire is visible in the contract's numbers.
Who off-hire management helps
Site teams
- Request off-hire directly from site
- See the recorded status after the request
Plant managers
- Everything awaiting collection in one view
- Requests tracked to completion
Finance teams
- Evidence of hire end dates for invoice checks
- A clearer basis for querying unexpected charges
Frequently asked questions
Who can request an off-hire?
Site users can request off-hire for plant on their contracts, and office users can raise them for the contracts they manage. Either way the request is recorded against the specific items with a date and status.
Can we off-hire part of an order?
Yes. Off-hires are item-level. What's finished comes off; the rest of the order stays on hire with its own status.
Does an off-hire request end the hire cost?
Not necessarily. Equipbase records the request and collection separately, giving you dated information to apply the agreed supplier terms and query charges where needed.
How does this reduce wasted hire in practice?
Site teams can request off-hire directly against the relevant items, and the office can review plant that remains On Site or Awaiting Collection. That makes possible long-running hires easier to identify and follow up.