One connected system for machines, hire contracts, workshop jobs and billing.
Handle equipment enquiries, availability, quotations, rental contracts, delivery and return checks, workshop jobs, deposits and invoices from a single set of records. A machine keeps its hire history, its meter readings and its service dates. A contract keeps its charges and dues. Drivers and yard staff work from a phone.
- Fleet list, attachments and rate cards keyed in as you hire them today
- Customers, contracts still running and balances owed brought across
- Rate and contract-term changes made by GullySystem staff on request
Plant hire firms and equipment rental companies keep enquiries, bookings, contracts, deliveries and returns in Equipment Rental Management Software, which GullySystem builds around their fleet. Hire history, meter readings, condition photographs and service dates stay with the machine. Rates, extensions, deposit and invoices stay with the contract. Yard staff and drivers record handovers from a phone.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
Someone rings, emails or walks up to the counter wanting a machine. The request is logged with the dates, the site, the class of equipment and any attachments wanted, such as a breaker or a trench box.
- 2
Availability and quotation
The counter checks what is free for those dates and builds a quotation from the rate card, with operator, transport, fuel and deposit lines where they apply.
- 3
Contract and dispatch
Once the quotation is accepted it turns into a rental contract naming every unit and attachment. A driver and a low-loader or truck are assigned for the delivery date.
- 4
On hire
Readings, extensions, swaps and site contacts are recorded while the machine is out. The office sees which contracts end this week and which units are due a greasing visit.
- 5
Return and inspection
The yard checks the machine against the delivery photographs, reads the meter, notes damage and fuel, and passes it to the workshop if it needs work. It is washed first.
- 6
Billing and release
The contract, its extensions and any charges feed the invoice. The deposit is settled. The machine goes back to the available list only when the workshop marks it ready.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Every enquiry is logged with its source, dates and site, so a request for a machine is followed up from the counter and not lost.
- Fixed Asset Register
Each excavator, lift or generator is held with its serial number, attachments, location and purchase details, and its hire history grows on the same record.
- Quote & Proposal Management
A quotation is priced from the rate card for the machine class and hire basis, with operator and transport lines added and every revision kept.
- Contract Management
Each contract holds its units, period, site, terms and extensions, so a dispute about what was agreed is settled from one document.
- Vehicle and Trip Management
Deliveries and pickups are grouped by site and given a driver and a vehicle, and the signed handover stays with the contract.
- Job Cards
A returned machine opens a job card for repairs, with spares and labour recorded against that unit and the status passed back to the counter.
- Service Reminders
Servicing intervals by hours or date use the reading taken at return, so the workshop knows which machines are due before they go out again.
- Invoice Management
Invoices come from the contract, with period charges, hours run, extensions and damage lines, and the deposit is set against the final balance.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
See machines on hire, idle days, earnings by machine and class, dues by customer and workshop cost beside income. Compare the dumper fleet with the generators.
For the rental counter
Check availability, prepare quotations and contracts, record extensions and answer customers who ask where a machine stands. Swap a failed unit for a like-for-like machine in one entry.
For yard and drivers
See the day’s deliveries and returns, add photographs and meter readings, and collect the customer’s signature from a phone. Note fuel level and cleaning at the gate.
For the workshop
Open job cards for returned machines, record spares and labour, and mark a unit ready for hire. Greasing, filters and hose checks are listed per class.
For accounts
Raise invoices from contracts, record deposits and receipts, and chase overdue balances oldest first.
The numbers the owner asks for.
- Utilisation and idle days by machine and class
- Earnings by machine, customer and branch
- Contracts due back and overdue returns
- Servicing due by hours or by date
- Repair, spares and attachment cost against each machine
- Deposits held and dues by customer
- Quotations won and lost
Who this is built for.
- Plant and construction equipment hire firms with excavators, dumpers, loaders, rollers and compactors
- Access equipment renters with scissor lifts, booms, telehandlers and scaffold towers
- Generator, compressor and power tool hire companies
- Event and temporary works suppliers who hire out staging, barriers, tower lights and fencing
- Dealers and contractors who keep a rental fleet beside their main business
When it is not the right choice.
- Someone who lends out one machine a handful of times a year gets by with a wall diary and a signed hire form.
- Dealers whose main work is selling and servicing machines will find Forklift Dealer Management Software or Garage Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting software export
- Telematics data import
Questions owners ask before a demo.
Can it manage several yards or branches?
Yes. Each machine belongs to a yard, and a move between yards is recorded. Availability can be read for one yard or across all of them, which helps when a customer wants a plate compactor today.
Can we bill by hours run as well as by days?
Yes. A contract can use a period rate, an hourly rate or both with an allowance. The meter readings at delivery and return drive the hours billed, so a machine run hard on a long shift is charged for it.
How are damage and missing parts handled?
Photographs and notes are taken at delivery and again at return. The difference sits on the contract, whether a dented bucket, a missing key or a short tank. The charge goes to the invoice.
Does it plan servicing?
Yes. Intervals are set by hours or by date for each machine class. The reading recorded at return shows what is due, and the workshop raises a job card from it for filters, grease and hoses.
Can customers extend a hire by phone?
Yes. The counter records the extension on the contract, and the extra days flow to the invoice. The change is dated and kept in the contract history, including standby days.
Does it track machines by GPS?
Not by itself. Position data from a telematics supplier can be imported where the supplier provides it. The scope of that link is settled once your telematics supplier is known.
Can open contracts and balances be moved?
Yes. We bring over customers, machines and contracts still running from your hire register or spreadsheet, and counter and yard staff proof the figures before the first live hire.
Who owns the data?
You do. The quotation states how fleet, contract and customer records are handed back to you.
What does it cost?
No price is published. Quotation size follows your user count and the hire functions you take, such as off-hire checks or workshop servicing. A demo with sample hire contracts and off-hire checks comes first. The figure follows in writing.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Equipment Rental Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
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