Run your whole hire fleet from one live board.
Schedule jobs, allocate machines and operators, capture signed dockets on site, and turn worklogs into invoices — in one cloud platform built for plant hire.
Web app · iOS & Android · $10 per user / month
INSIDE TRAKHIRE
The whole yard, on one screen
The weekly board shows every machine against every job. Worklogs come back signed. The summary tells you who and what is out today — and what needs a service.
Who works with Trakhire
- Earthmoving & civil
- Crane & access hire
- Equipment rental
- Multi-depot hire fleets
- Wet & dry hire
- Single-yard operators
WHY TRAKHIRE
Whiteboards and spreadsheets leak money
Here's what running a hire fleet by hand looks like — and what changes when every job lives in Trakhire.
THE PROBLEM
DONE BY HAND
WITH TRAKHIRE
Missed bills
✕ Worklogs sit in the ute or a pile on the desk — hours get worked and never invoiced.
✓ Every approved worklog flows straight into an invoice.
Time not tracked
✕ Hours are pieced together from memory and phone calls at the end of the week.
✓ The crew logs time in the app against the job, as it happens.
Overlapping equipment bookings
✕ The same machine gets promised to two jobs on the same day.
✓ One live calendar per machine — once it's allocated, it shows as busy to everyone.
Customer out of the loop
✕ The client rings for updates, and paper dockets get disputed weeks later.
✓ The customer signs the docket on site or by SMS, so they see the work as it's done.
No ownership
✕ Nobody is sure who's responsible for a job, so things fall between people.
✓ Every task has an assignee and a record of who did what, and when.
Four parts of the same day's work
People, plant, paperwork and cost — on one record, so nothing is typed twice.
Employees
Licences, tickets and onboarding. Expiring tickets are flagged before anyone steps on a machine they're not certified for.
Calendar
Crew and gear allocation in one view. Plan, allocate, approve and invoice from the same dashboard.
Dockets
Signed on site or by SMS the moment work is done. No paper to chase, nothing retyped.
Project tracking
Live job costing against the quote, while the plant is still on site. RELEASING IN 2027
HOW IT WORKS
From booking to invoice in four steps
One record follows the job the whole way — the office, the yard and the crew all work from it.
Schedule
Put the job on the calendar with its site, dates and the plant it needs.
Allocate
Assign machines and operators together — tickets and licences checked as you go.
Sign off
The crew completes the worklog in the app; the docket is signed on site or by SMS.
Invoice
Approve the worklog and invoice it, with job costing already attached.
THE ALLOCATION BOARD
One board for machines, sites and crews
No longer rely on one person to answer daily questions about where people or machines are, hours worked, timesheet approvals, and invoicing. Trakhire provides all this information in one centralised screen, giving everyone quick and easy access to the answers they need.
Which machine is where
Every item of plant is booked against a site and a date, so the yard sees what is out, what is due back and what is free tomorrow — without ringing three people.
What the job is costing
Live costs run against each job, so a site going over shows up while there is still time to act — not when the invoice lands. AVAILABLE IN NEXT RELEASE COMING IN 2027
Who is on it
Crew are allocated like the gear, with licences and tickets on the employee record and expiries flagged before they lapse.
Built for plant hire, at any size
From a single yard to a multi-depot fleet, the same questions come up every morning — and the same board answers them.
One yard
A handful of machines and a small crew. Trakhire replaces the whiteboard and the spreadsheet — allocations, tickets, dockets and invoicing in one place.
- Retire the whiteboard
- Invoice from signed dockets
Growing fleet
Keep track of which attachments are assigned to each machine to ensure nothing is left onsite or missed when charging.
- Nothing Losts
- Everything charged
Multi-depot
Machines moving between depots and sites. Every item and operator belongs to a location and a job, so moves are visible rather than guessed at.
- One board, every depot
- No double-booked plant
What customers are saying after the switch
From the people who run the board every morning.
We could never go to back to spreadsheets after switching to Trakhire, best move we ever made
So easy to use, from booking in jobs to getting the teams daily dockets nothing is missed.
We were scared to change from paper dockets but with the help of Trakhire it was made so easy. We now dont miss invoicing anything
Before you book a demo
No. Trakhire is cloud based — the office works in it from a browser, and there is nothing to fit to your plant.
On site, on the spot, or by SMS. Whichever way it is signed, the docket comes back attached to the job it belongs to instead of riding around in a truck.
No. The approved worklog and its job costing go through to the invoice, so the figures come from the same record the crew signed rather than being typed up again.
Each employee record holds their licences and tickets, and Trakhire alerts you automatically as they come up for expiry.
WEB + MOBILE
The office on the web. The crew in their pocket.
The hire desk runs the board on the web. The Trakhire app puts the day's jobs and machines on the operator's phone, takes the docket signature at the machine, and gets the signed work back to the office the same day.
- Today's jobs and machines on the operator's phone
- Dockets signed on the spot, or by SMS when the customer isn't there
- Signed work back in the office, ready to approve and invoice
Notes from the hire desk
All the posts
Job costing while the job is still running
If the first time you know a job went over is when you sit down to invoice it, the number is history. Here is what changes when cost moves with the job.
When the whiteboard stops working
At five machines a whiteboard is enough. At fifteen it starts lying to you — and by then the other two questions the hire desk needs answered are already out of reach.
Getting the worklog signed before the truck leaves the gate
The machine is off hire and the job is still un-invoiced, because the docket is in the truck. Here is what closes that gap without adding paperwork.
See it running on your own fleet
Book a demo and we will walk through your machines, your sites and your crews — or open the live chat in the corner and ask us anything first.