Running a construction rental business involves much more than simply generating invoices. Knowing where your equipment is, when it is due back, providing rental rates and billing options, and managing returns are just some of the activities that are key to driving efficiency and profitability. The Baseplan Enterprise system has been designed to provide process control from enquiry to quoting, to reservations, deliveries, pick-ups, stand downs, and payment processing.
Baseplan’s Rental Management capability includes:

  • The management of short and long term contracts as well as detailed planning calendar capabilities ensures you know what is available for hire, where your equipment is, and when it is due back.
  • Rental Rates by customer, site, and per equipment make and model allowing you to manage rental rates and billing options on an hourly, daily, weekly, and/or monthly basis. Underlying minimum charges ensure all rentals generate revenue.
  • Baseplan can integrate with your Telemetry provider, be it The Fleet Office or Komtrax for example, providing you with hour meter readings, and allowing you to manage minimum and maximum hours with associated excess hours billing where needed.
  • The ability to effectively manage pre and post hire inspection through the capture of, for example, photographs and hour metre readings. The ability to sign on glass documentation further supports ease of use and efficiency of process as does the returns management capability which seamlessly addresses fuel charges and return invoices.
  • Comprehensive sub hire management that manages equipment from customers, creates the agreed invoicing for the cross-hire and reports on sub hire utilisation to provide insight into purchasing decisions further expands your rental capability.

There are many other tools, such as dashboards and advanced analytics, that can guide your decision making and assist you in managing your construction equipment. There is extensive additional functionality to support your business, including managing attachment buckets, transport, cycling billing, CPI increases of contracts, and damage waivers and insurance charges.


Equipment and resources can be planned and allocated to hire contracts and billed based on time, engine hours, or employee-entered dockets. In addition, multi-line dockets deliver the capability to charge for multiple resources and types of work on a single invoice.

Planning calendars are available for both wet and dry hire. Through the use of the planning calendar, you will be able to match equipment availability and location with labour resources and operators, licensing, certifications and inductions. In the long term, the planning calendar will assist you in measuring equipment and labour productivity.

Labour/wet hire has the facility for docked baded billing. Billing timesheet entry is linked and integrated with both payroll and sub-contractors and saves the need for double entry, thus driving further efficiencies. Labour revenue and costs are accrued and match to the equipment hire.


Service Management is a complex business area. Baseplan has been built from the ground up to handle all of the processes of a Service department.

  • Breakdowns are managed from customer call logging, through prioritisation, planning and allocation to the technician and dispatching the job over the wire.
  • The Service module allows businesses to proactively manage the condition of their equipment through Service Scheduling, also known as Preventative Maintenance Plans.
  • Warranty and Preventative Maintenance are extensively covered with multiple scheduling and planning options and even the ability to manage OEM product recalls and field service bulletins (FSB’s).
  • Service Kits can be attached to a Service Schedule; each kit containing a list of activities required to complete the specific service. Estimated hours for labour can also be listed. (e.g., a 90-day service is estimated to usually take two hours).


Baseplan allows you to view extensive real-time utilisation calculations via a wide range of dashboards, graphs, tables and charts. Baseplan software provides the ability to view all time and financial based utilisation with the confidence that Baseplan Enterprise is an ARA Metrics certified software package.

Utilisation analysis is available through our financial contribution analysis system which allows the user to drill down to individual transactions and also to see ROI and full costs of ownership such as service costs and depreciation compared to income. Data can be easily exported to Excel as required.

Book, tax, and finance depreciation is held concurrently on each asset in the Asset Financial Management system. Assets can be joined or split as required. There is also an automatic disposal process allowing for the quick and efficient sale of an asset when required. The assets register integrates comprehensively with both the General Ledger, Equipment Ledger and Accounts Payable Ledger (in respect to finance leases). Extensive functionality includes the ability to have sub assets, the capability to put a “hold” on depreciation and also to revalue assets as required with full audit trails.


Increasing transparency and productivity, Baseplan’s Service Mobility and Transport Mobility apps keep drivers and mechanics connected at all times. The applications seamlessly communicate between mechanics and drivers in the field and allocators back in the office. Not only does this provide real-time, accurate communication around inspection, repair and transport details, it also provides up-to-date feedback on progress.

At the completion of a service or transport job, parts are scanned onto the job, labour details are entered, and the customer reviews the completed work order and signs directly on to the tablet or phone. All of those details (including any photos taken) are automatically sent back directly in to the service system for immediate review and billing. The mobility apps eliminate complex manual and paper-oriented procedures, allowing staff to engage more productively with customers. Complete, real-time, seamless communication with mechanics and drivers increases efficiency, reduces paperwork, eliminates errors, and improves cash flow.