Plant Cost Reporting and Recharge Software for Finance Teams
See plant costs by contract, compare supplier invoices with recorded orders, understand hired and owned plant costs, and generate client-facing invoices and recharges.
Finance pays for plant it can't verify
A plant hire invoice arrives: three machines, five weeks, a transport charge and a rate. Is any of it right? Without the operational record (what was ordered, at what agreed rate, when it was off-hired) finance can only check the arithmetic, not the facts. That makes it harder to code costs to the right contract or identify lines that need a supplier query.
On the income side it's worse: rechargeable plant costs the business has carried go unbilled because assembling the evidence takes longer than the margin is worth.
An operational record finance can reconcile against
Equipbase provides the operational record: each hire with its agreed rate, recorded period and off-hire date, and each owned-plant allocation with its internal rate and contract. Finance can compare supplier invoice lines with recorded orders, rates and periods, then raise and track invoice queries.
The same records can be used to build client recharge invoices with line-level traceability and paid or unpaid status.
What finance teams get from Equipbase
Supplier invoice checking
Compare invoice lines with recorded rates, periods and off-hire dates, then raise and track supplier invoice queries.
Costs by contract
Plant spend coded to contracts by the system that ordered it. See plant cost reporting.
Hired vs owned cost picture
Owned plant carries internal rates, so contract costs reflect all the plant, not just the invoiced kind.
Client invoices and recharges
Client-facing plant invoices generated from records, snapshotted at issue.
Payment tracking
Manually record payment details and see whether each issued client invoice is paid or unpaid.
Transport and extras visible
Transport and extras can be captured on orders, making expected costs visible and available for eligible recharges.
What changes at month end
Accounts payable
Trust, but verify quickly.
- Compare invoice lines with recorded rates and periods
- Identify discrepancies before invoice approval
- Support contract coding with operational records
Commercial finance
Recover what's recoverable.
- Recharges generated, not reconstructed
- Live plant spend per contract, while it's live
- Recovery status across all client invoices
Frequently asked questions
Does Equipbase replace our accounting system?
No. It sits alongside your accounting system as the operational plant record. Invoices still flow through your ledger; Equipbase provides the recorded order, rate and period for comparison and contract coding.
Can we export the cost data?
Yes. Cost reports export for use in commercial reporting and reconciliation workflows.
How do client recharges stay defensible?
Recharge lines are built from hire orders or owned-plant records, and issued invoices are snapshotted so the basis of each billed line is retained.
Who keeps the rates accurate?
The plant desk maintains supplier and client rates as part of the ordering and recharge workflows, giving finance a shared rate record to work from.