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Equipment hire software · Now in New Zealand
Every machine. Every contract. Every dollar.
HireFlow runs your counter, yard, drivers, workshop and debtors in one system. It works out the cheapest rate on every contract and stops money walking out the door.
Drag to turn the yard. Click a machine to see its card.
Example yard
$299a month, Starter plan
Freedrivers on every plan
14 daysfree, on your own data
AIincluded, no extra fee
Free leak check
How much is your yard losing?
Nine quick questions about how your branch runs. You get a score and a rough dollar figure straight away, and a free report on where to look first.
- Takes about 2 minutes
- See your result before you give any details
- Built from what goes wrong at real hire counters
How it works
From quote to statement, in one place
Each step feeds the next. Nothing is typed twice, and every machine, rand and signature is on record.
01
Quote
Pick machines from live availability. Turn the quote into a contract in one click.
02
Contract
Credit limit and on-stop checks first. Safety checklist, deposit and signature on screen.
03
Delivery
The driver gets the job on the phone, routed. The customer signs and the note is emailed on site.
04
Off-hire
Return with hours, fuel and damage captured. The machine goes back to the yard or the workshop.
05
Invoice
Interim or month-end, at the cheapest rate, with weekends and public holidays handled.
06
Statement
Statements to every debtor in one run. Export to Xero, Sage, Pastel or QuickBooks.
The rate engine
The cheapest rate, worked out every time
Your counter staff shouldn't have to work out whether 13 days is two weeks and three days, or a month. HireFlow checks every mix of day, week and month rates and charges the lowest. Try it.
- Saturdays, Sundays and public holidays charged or not, per contract
- Down days and half days come off automatically
- Discounts over your limit need a manager's approval
HireFlow charges
$0
Example TLB rates. A week counts as 5 charged days and a month as 20; each company sets its own.
Everything in one system
Built around how a hire branch really works
Designed by someone who has worked a hire counter for years. The screens follow the job, not the other way round.
Job cards and services
Your fleet and customers' machines. Labour, parts from stock, quotes and sign-off. Service and inspection reminders by hours or date.
Stock takes and yard counts
Blind counts with the variance in rand, and yard counts that find missing machines before the customer does.
Online credit applications
Customers apply and sign on their phone with ID and bank letter uploaded, Privacy Act consent included. Approve with a limit.
Invoices and credit notes
Invoices by email or WhatsApp with a view-online link. Credit notes with their own numbering, always against the invoice.
Utilisation and payback
Revenue, utilisation and payback per machine, and a plant-on-site report per customer and per site.
Control
Stop money walking out the door
Most hire losses aren't break-ins. They're a quiet discount, a back-dated off-hire, a credit note nobody checked. HireFlow closes those gaps.
- Approvals: big discounts, credits, refunds and back-dated off-hires need a manager
- Daily cash-up per person, with shortfalls flagged
- Roles: drivers never see money; only the owner manages admins
- Every change logged, with two-step sign-in and nightly backups
Example · sent at 06:00What to check from yesterday: 4 itemsTo: the owner
Credit note CN-00031, $290.00INV-00412 · machine broke down on site
ApprovedDiscount of 18% asked on HC-00988Limit is 10% · waiting for you
PendingOff-hire back-dated 3 daysHC-00971 · declined by manager
DeclinedCash-up short $25.00Counter 2 · note added
Check
AI assistant
Ask your yard a question
The assistant reads your live data and answers in plain words: who owes you, what's free tomorrow, what's due for a service. It drafts quotes and payment reminders for you to check.
Answers come from your own records and show what was looked up. Included in the monthly price.
Example conversation
Switching
Up and running in an afternoon
No installs and no licence per PC. It runs in the browser on any computer, tablet or phone.
Bring your data over
Customers with opening balances, fleet, stock and machines out on hire, from a spreadsheet. Everything is checked before anything is saved.
Train every role
Short courses for counter, accounts, workshop and drivers, with hands-on tasks, quizzes and an AI tutor.
Practise safely
A practice company to learn in, so nobody learns on a real customer. A help button on every screen.
Pricing
Pick the size of your yard. Drivers are free on every plan.
Starter
$299NZD per month, no GST
- Up to 30 machines
- 3 office users
- Drivers free
- Driver app
- AI assistant
- Accounting export
- Theft controls
- Support
Business · Most popular
$499NZD per month, no GST
- Up to 150 machines
- 10 office users
- Drivers free
- Everything in Starter
- Year-end audit pack
- Read-only auditor login
- Sealed activity log
- Frozen PDF of every invoice
Enterprise
$799NZD per month, no GST
- Unlimited machines
- Unlimited users
- Several branches
- Everything in Business
- Priority support
- On-site staff training
| Setup | NZ$600 to NZ$1,200 once-off: we import your customers, fleet and balances and train your staff |
|---|---|
| Pay yearly | 12 months for the price of 10 |
| Trial | 14 days free on your own data, no card needed |
| Leaving | No long contract. Download all your data at any time |