Integrated hire & rental software solutions

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1 Integrated hire & rental software solutions Hiremate brochure

2 Why choose Hiremate? UK s leading hire management provider Over 30 years experience Manage all aspects of your hire operation from one integrated system Designed to suit your business size and industry Modular and scalable to grow with you Flexible and easy-to-use Excellent return on investment (ROI) keep costly assets in circulation Graphical, friendly interface for ease of use User access rights and security 2

3 Introducing Hiremate Integrated hire management solutions Hiremate is a highly flexible, user-friendly solution which makes running your hire or rental business simple. Comprehensive yet simple to use, it is the ideal solution for businesses operating in hire and rental and for organisations needing to keep track of their assets or hired-in equipment. It enables hirers to increase their efficiency, maximise asset utilisation and keep outgoings low, whilst still investing in the latest equipment to expand their business and deliver winning service to meet their clients growing demands. Designed with you in mind Hiremate s range of trusted software solutions helps hire companies become more profitable by reducing costs and improving their utilisation of expensive assets. At the same time, it empowers hire businesses to deliver the responsive and flexible service that their loyal customers depend on. Hiremate is modular and scalable, designed specifically to suit both your business processes and your budget. So, as your business grows, Hiremate will easily grow with you. Knowledge at your fingertips Choosing an integrated solution which will not only look after the management of your commercial assets, but also provide a powerful back-office accounting system designed to drive efficiency throughout your organisation, is absolutely key in today s hire industry. The powerful control inherent within Hiremate will allow you to manage your business professionally and the user friendly nature of the system gives you the confidence that your business is in safe hands. Comprehensive asset management Hiremate is a robust hire solution with full asset management, multi-depot stock control, contract hire and invoicing as standard. It holds details of all equipment for hire or sale including main assets, hire accessories, stock and consumables, service items, cross-hires and kit lists. Users can perform multiple tasks such as contract creation, customer enquiry, stock level and price enquiries, all from the same workstation, while reporting functions provide management with comprehensive and valuable information. Seamless customer service Hiremate also maintains details of every contract created with full history recorded for any length of time. Individual or groups of customers can also be created with their own discount or pricing structures, allowing for quick creation of correctly priced contracts without reference to manual lists. Suppliers can be viewed and purchase orders placed, either for stock or non-stock items. Multi-depot issues and requisitions can also be processed, updating levels and retrieving current pricing immediately. 3

4 The right choice for your business Access detailed tracking information and utilisation for each of the unique assets you hold Track and record every asset transaction from point of purchase, right through to sale Locate your equipment and cross hires at the click of a button, for greater control over your assets and depots Automate the generation of timely invoices save hours and ensure timely, accurate billing See what contracts you have running and how much your equipment is costing, including on-going maintenance and repair costs Get unprecedented insight access critical management information and understand which assets and customers are driving your bottom line Eliminate paperwork streamline administration processes, deliver winning customer service and save your team substantial time to concentrate on your core business 4

5 Industry solutions Hiremate s rental software solutions are used by businesses across the UK covering a wide range of industry sectors. Tailored to the unique needs of your industry, we will work closely with you to ensure we understand the unique challenges facing your business and provide a hire management solution that delivers what matters most to you. Industry sectors include: AV equipment rental Comms/radio equipment Construction Fork lift trucks Generator hire Lifting gear Plant hire Portable accommodation Powered access Pump hire Scaffolding Survey equipment Tool hire Vehicle rental And many more Key features at-a-glance Flexible, modular design Single or multi-depot Complete equipment register and asset classification Automated customer account processing Advanced booking and contract production Continuation invoicing Extensive management reports Historical analysis of all workshop costs Extensive customer/asset/contract history Customer price and discount matrix Employee timesheet postings User definable charging/documents Accounts system independent Extensive memo pad on assets and customers Comprehensive diary Stock control Associated item templates Extensive drill-down facilities Web-integration 5

6 We like the way you can start off with the core system then add modules as your business grows or requirements change. 6

7 Hiremate a system that evolves with your business One of the many features that distinguishes Hiremate from other hire software solutions is the power to extend its scope across your rental operations. You can start today with core modules, such as Asset Management, Customer Maintenance and Contract Maintenance, and simply add new modules as and when you need them. Furthermore, our comprehensive range of optional add-on modules, from Test Certificates and Operated Plant, to Business Alerts and Web Integration, are available to suit your business s every need. Hiremate is designed to work the way you do. And as your business grows, we ll grow with you. Expand from single depot to multi-depot? No problem. Need your hire management system to integrate with an accounts system? No problem. Whatever challenges you face, we ll work closely with you to ensure you have one solution in place to meet your every need. Hiremate core modules Additional modules ASSET MANAGEMENT ADVANCED BOOKING CONTRACT MAINTENANCE ANALYTICS CUSTOMER MAINTENANCE BARCODE /EBUSINESS INTEGRATION BUSINESS ALERTS HISTORY MULTI-DEPOT INVOICING OPERATED PLANT INTEGRATED ACCOUNTS SALES & PURCHASE ORDER PROCESSING REPORTS TEST CERTIFICATES REPORT WRITER WEB INTEGRATION WORKSHOP 7

8 Hiremate can be tailored to suit the way you work. We like the way documents can be designed to your own specification. 8

9 Hiremate Core Modules Hiremate s range of core modules puts you firmly in control of your rental operation, giving you the power to manage your assets, customers, suppliers and business. They will soon become the backbone of your hire business, giving you all the time and cost saving tools needed to automate your day-to-day processes and free up your team to focus on growing your core business and deliver winning service to your customers. Asset Management Hiremate s Asset Management module takes the hassle out of monitoring the movements of your expensive assets, giving you all the information you need to understand the value and utilisation of your hire equipment: Your main hub for managing all assets, hire accessories, stock and consumables, service items and cross-hires Monitor multi-depot stock levels and accessory items Specify composite items Automatically calculates depreciation, profits and usage for every asset Depreciation can be set to straight line or reducing balance Schedule maintenance for each asset Contract Maintenance If you need to store all individual contract information in one centralised location for full visibility across your organisation, then Hiremate s Contract Maintenance module has all the functionality you will ever need: Create, manage and store contracts at point of hire or from the back office Easily amend for additions, exchanges and off-hires Record multiple addresses, site manager ID, notes, despatch and collection dates Quickly and efficiently produce user-defined contract documentation Maintain holiday tables and suspension periods Automatically prompt for accessories and top up sales at point of hire Customer Maintenance Sophisticated customer intelligence is at your fingertips with Hiremate s Customer Maintenance module, providing you with all the tools you need to access powerful, accurate information on your customers: Create individual or groups of customers with their own discount structures and pricing methods Maintain details of all customers and their sites as well as an unlimited number of contacts within each organisation Drill-down access to information for full history of all client contract activity Access customer s and websites Process credit, cash and delivery address accounts /eBusiness Integration Hiremate s ebusiness and Integration modules help rental organisations streamline existing business processes to increase efficiency and provide a prompt service to your customers: Automatically invoices and supporting documentation to your customers Eliminate postage and printing costs Reduce paperwork and storage space Reproduce invoices direct to Allows trading between external systems such as Tradex 9

10 Saves so much time at month-end. The invoice routine takes all the information from the contracts so no further input is required for the monthly invoice run. 10

11 History With Hiremate History you can quickly retrieve information and gain all-important visibility of your assets, so you can identify at all times any high areas of spend and levels of depreciation: Record and keep a full history of every contract, equipment and customer for as long as required Keep track of all assets and stock, including historical movements View historical data at-a-glance and drill-down to underlying transactions Instant access to details of every hire including onand off-hire dates, hire rates and invoice analysis Integrated Accounts Covering much more than core accounting ledgers, or cost centre and departmental budgeting, Hiremate Accounts provides wide-ranging automation and powerful in-depth reporting and analysis for tight control over your financials: Integrates with 3 rd party accounts systems, including the award-winning Exchequer accounting software, giving you a choice of which preferred accounting software you want to use Manage all transactional activity from a single system, no need to re-key data Includes general ledger, sales and purchase ledgers, live links to Microsoft Excel, Visual Report Writer, Paperless and Payroll With Hiremate we ve been able to improve our operational efficiency right across our organisation. Invoicing With Hiremate you can automate your invoice entry and approval procedures, significantly increasing the productivity and efficiency of your back office, whilst keeping a tight hold on your all-important cashflow: Seamlessly produce invoices at point of hire, in advance, or when items are returned Hire, sales and continuation invoices, complete with analysis and VAT breakdowns, automatically update sales ledgers Update account balances and display on-stop indicators when creating contracts View suppliers, purchase orders placed for stock or non-stock items, process multi-depot issues and requisitions, update levels and retrieve up-to-date pricing Special price lists and agreed discounts Cash reconciliation to report on deposits received and cash taken Reports Hiremate Reports equips your decision makers with solid, easy to understand management information, giving you unprecedented insight into your key performance indicators (KPIs): Monitor costs, performance and efficiency of all aspects of your hire operation Quickly display hire and sales data in a variety of report formats Range of standard management reports available, including: Equipment Utilisation; Equipment Status List; Asset Register; Equipment Profitability; Work in Progress; Contract Summary; Invoice History and Invoice Analysis Report Writer Hiremate s Report Writer tool makes it easy to create customised reports, much more quickly than using traditional 3 rd party applications, saving your users substantial time whilst pulling out the information they need, in the format they need it: Fast, flexible tool for creating your own custom analysis reports User-definable to meet your specific management reporting needs Create documents for any type of printer 11

12 The Hiremate team has always been on hand to help they really know us and our business well. 12

13 Hiremate Additional Modules With Hiremate s range of optional add-on modules you can tailor your hire management solution to meet the exact needs of your business. We ll work with you to assess your individual requirements and ensure you have all the essential features you need. And as your business grows, simply add new modules as and when you need them! Advanced Booking Gain full visibility over your bookings with Hiremate Advanced Booking: Pre-book either groups of equipment or individual fleet items Convert bookings to live contracts Forward Planner shows future availability of equipment Analytics Hiremate Analytics is the ultimate business intelligence tool, giving decision makers across your organisation ready-access to key information in easy-to-understand formats: Browser-based dashboard for full visibility of your KPIs Analyse at a detailed or top level view all your core data including assets, customers, stock and financials Full drill-down with interactive filtering Barcode With Hiremate s Barcode module you can gain maximum control of your expensive asset movements: Business Alerts Make manual monitoring of your KPIs a thing of the past with Hiremate Business Alerts, informing the right people, with the right information, at the right time: Send automatic alerts (i.e. if a stock level drops too low, a credit limit is exceeded, a collection is overdue or even a service is due on an item of equipment) Pre-define your business rules via a user-friendly wizard Receive alarm notifications when rules are broken Multi-Depot Take advantage of Hiremate s Multi-Depot facility to centrally track the location of your assets from all your depots: Full multi-depot support Ultimate visibility of all your depots assets and stock levels Grow your business with the confidence that your software will grow with you Support and integration with barcode scanners Functional, durable and easy to use Track and record asset movements 13

14 Hiremate gives us the visibility we need which is crucial as we work on a real-time basis. 14

15 Operated Plant You can rely on Hiremate to increase profitability and improve customer service of your Operated Plant: Store details of all operators and drivers Record names, addresses, skill sets, etc. Post employee timesheets Automatically update contracts Sales & Purchase Order Processing Take care of time consuming administration and manage all your transactional activity with Hiremate s Sales & Purchase Order Processing module: Quickly and efficiently raise sales and purchase orders Easily replenish stock and purchase capital items Access real-time stock availability Test Certificates Hiremate takes all the hassle out of producing your Test Certificates: Create and record details of various tests and results Tailor your test certificates to meet your business needs Print out test certificates Web Integration Give your customers and remote workers the power to self-serve with instant, secure access to their business critical information with Hiremate Web Integration: Users login to gain access to their own contracts via the web Calculate work-in-progress value, view equipment prices and more View existing contracts and equipment details and request contract movements Link to and Internet at the touch of a button View current hires and reprint invoices Workshop With Hiremate Workshop, you can minimise downtime and manage your repairs with ease: Access information on your equipment costs and maintenance including job cards and invoicing Record work performed on either the users own assets or their customers assets Scheduled Maintenance Planner Take in new work, reschedule repairs and monitor job progress Record scheduled maintenance events and meter readings Produce invoices for chargeable repairs and servicing Given that we now have over 5,000 items, our old system would have proved impossible to manage. Hiremate was our first hire system and we re still using it 20 years on. I think that speaks for itself! 15

16 Helping you get the very best from your solution, right from day one We understand how important it is to maximise the benefits of your solution and gain a rapid ROI for your business. Attention to customer care is our highest priority. That s why we aim to get your teams up to speed as quickly and efficiently as possible with minimum disruption. Dedicated training Every step is taken to ensure a trouble-free installation. As a client, you will be assigned your own project manager to discuss your individual requirements and to advise and guide you and your team through the whole implementation process. Comprehensive training is a cornerstone of the Hiremate experience. We will take the time to ensure that you are confident as well as fully competent before go-live for a smooth transition. A wide range of professional training sessions, refresher courses and bespoke services are available, delivered either online or onsite, to ensure your users get the very best from your system. Bespoke training services can also be held onsite, tailored to help you solve the individual challenges that your business faces. Support you can rely on Our experienced, dedicated support team are on hand to answer any questions you may have. Available by telephone, or online, we aim to have any queries resolved as soon as possible. To help you get even more from your investment, we can also offer assistance to help you to integrate your Hiremate solution into 3 rd party systems, streamline your data and define management reports that work for your business. Our staff have been using the system from the moment it was installed. Find out more today For more information and to discover how Hiremate could benefit your business, please call , or visit Advanced Business Solutions and Advanced Computer Software Group plc. All rights reserved.

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