Control Hired and Owned Plant Across Every Contract
Equipbase is plant management software for UK construction teams. Manage hired-in and owned plant from order and allocation through to off-hire, transfer, cost reporting and client recharge.
When plant is hard to track, costs are hard to control
As the workload grows, plant records spread across spreadsheets, emails, phone calls and WhatsApp. Hire can run on after work has finished, owned plant becomes difficult to trace between contracts, and contract costs become harder to reconcile.
Plant tracked in too many places
Spreadsheets, emails, calls and WhatsApp threads each hold a piece of the picture. No one holds all of it.
Sites don't know what's coming
Site teams can't see what's been ordered, what's on hire or what's been collected without ringing the office.
Missed off-hires increase hire costs
When off-hire requests and collections are not tracked, avoidable hire days and disputed charges become harder to control.
Owned plant becomes hard to trace
Informal moves between contracts and depots can lead to double-bookings, idle time and missing records.
Supplier rates are hard to control
Without agreed rates in one place, checking supplier invoices and transport charges is guesswork.
Costs are difficult to check and recharge
Finance needs contract records, agreed rates and hire periods to compare supplier invoices and prepare client recharges.
One system for hired plant, owned plant and everything they cost
Hired Plant Management
Order hired plant against contracts and suppliers, track delivery and on-site status, and manage everything through to off-hire and collection.
Owned Plant Management
Keep an owned plant register with availability, location, servicing, documents and history across every contract and depot.
Owned Plant Transfers
Move owned plant between contracts and depots with requests, approvals and a clear movement history for every asset.
Owned Plant Delivery Documents
Generate driver delivery documents for owned-plant movements and keep them linked to the asset, movement and contract.
Cost Reporting & Client Recharges
See hired and owned plant costs by contract, supplier and asset, then build client recharge invoices from the underlying records.
Site User Access
Give site teams their own access to see what's on site, request plant and collections, and report faults, damage or theft.
Everything plant, from order to recharge
See how your plant workflows look in Equipbase
Order hired plant against contracts and suppliers
Raise an order by choosing the plant, supplier and contract. Everyone from the site to the office sees the same order, status and dates.
See every item of plant on a contract
One current operational view of hired and owned plant by contract and status: what's on hire, what's owned, what's due off and its recorded cost.
Keep servicing and inspections on schedule
Service history and upcoming inspection dates sit against each asset, keeping due dates visible and records together when you need them.
Built for the people who deal with plant every day
Plant Managers
- Hired and owned plant in one place
- Track plant by contract, supplier, depot and status
- Manage off-hires, collections and supplier rates
Site Teams
- See what's on site without ringing the office
- Request plant and collections from site
- Report damage, faults or theft as they happen
Finance Teams
- Plant costs by contract
- Compare supplier invoices with recorded rates and periods
- Generate client-facing invoices and recharges
Directors & Operations
- Standardised plant processes across every site
- Less wasted hire and lost plant
- Clear plant cost picture across the business
Why Equipbase fits construction plant workflows
Built for construction plant workflows
Orders, off-hires, transfers, delivery documents: the workflows plant departments actually run, not a generic asset system.
Handles hired and owned plant together
One register, one cost picture, whether the plant came from a supplier or your own yard.
Works for office and site
Office users manage plant and costs; site users get a focused view for requests, off-hires and problem reporting.
Helps reduce wasted hire
Off-hire requests and collection tracking help teams act sooner and identify long-running hires.
Gives real visibility of plant and costs
Every item, movement, document and cost is against the right contract, supplier and asset, and all of it is reportable.
Helps recover costs through recharging
Turn hired and owned plant usage into client-facing invoices and recharges instead of absorbed cost.
Common questions
Does Equipbase handle both hired and owned plant?
Yes. Hired plant is managed from order to off-hire with suppliers and rates; owned plant has its own register with availability, transfers, servicing and costs. Both feed the same cost reporting and recharging.
Is Equipbase for companies that hire plant out?
No. Equipbase is for construction companies that hire plant in from suppliers and manage their own fleet. It manages the plant you use, not a hire fleet you rent to customers.
Can site teams use it, or is it office-only?
Site users get browser-based access to view plant, raise requests and report faults, damage or theft. Access is controlled by role; ask us to demonstrate the current access model for your intended users.
How does Equipbase reduce wasted hire?
Every hired item has a clear on-hire status, and off-hire requests and collections are tracked rather than living in someone's inbox. You can see what's still on hire on every site and act before the next invoice lands.
Can we recharge plant costs to our clients?
Yes. Equipbase builds client-facing recharge invoices for hired and owned plant from the recorded hire periods, movements and client rates, giving each line a clear supporting record.
How much does Equipbase cost?
Pricing is based on your company, users, contracts and workflows. Request a demo and we'll provide a proposal based on your requirements.