Dashboard
Fleet status, inspections, condition changes and service attention.
Fleet status
Current operational availability
Action required
Service and condition items needing attention
Recent activity
Inspection, damage and maintenance events
Asset availability calendar
Bookings, website holds and maintenance blocks by individual asset.
Booking register
Internal and website hire activity.
Customer database
Contacts, billing details, hire history and account notes.
Quotes
Rate-based customer quotes that can convert directly into bookings.
Hire agreements
Branded agreements with secure customer signature links.
Asset hire rates
Single Day, 7 Day and >8 Day hire rates plus default bond amounts.
Invoices
Hire charges, delivery, damage, deposits and balances.
Payments, deposits & bonds
Manual transaction ledger ready for a future live payment gateway integration.
Fleet utilisation & revenue
Booked days, utilisation and hire revenue by asset.
Inspections
Pick up where the team left off
Work queue
Start an inspection
Recent records
Ready to complete
Pre-hire, post-hire and other saved inspection tasks grouped by type
Inspection history
Completed pre/post condition evidence tied to asset and hire number
Safety Prestart register
Saved machinery prestarts from staff and public asset QR scans.
Damage Review
Review defects and possible new damage linked to condition inspections.
Maintenance schedule
Hour, kilometre and date-based servicing and repairs
Parts Inventory
Stock, maintenance allocations and preferred-supplier reorders.
Stock on hand
Parts inventory
Stock on hand, reserved stock, supplier details and reorder levels
Reorder activity
Automatic supplier emails and replenishment status
Document history
Find and download individual business records.
Reports use the company name, uploaded logo and colours saved under Settings → Company Branding. PDF reports are generated from the current stored inspection, safety prestart or maintenance record.
Company branding
Upload your company logo and set the colours used throughout the app.
Live preview
Preview updates as you change the colours.
Company branding is applied across the staff app.
Accounting
Connect your accounting company securely. Sign in with your provider to authorise HireFlow.
Xero
Invoices and payments
Authorise your Xero organisation through Xero’s secure sign-in.
Checking connection…
QuickBooks Online
Invoices and payments
Authorise your QuickBooks company through Intuit’s secure sign-in.
Checking connection…
MYOB Business
Invoices and payments
Authorise your MYOB company file through MYOB’s secure sign-in.
Checking connection…
Integrations
Configure each operational connection within its associated section. Credentials remain encrypted on the HireFlow server.
Customer Communications
SMTP email delivery
Email delivery uses the configured SMTP/report email account. Standard templates, custom templates, automatic triggers and pickup instructions are managed under Settings → Email Templates.
Configure SMTP here, then manage customer messages in Email Templates.
Stripe Payments
Secure online invoice payments
Create a fresh Stripe Checkout session for an outstanding invoice. Stripe webhooks reconcile successful payments back into the HireFlow ledger once.
No test run.
Radius Kinesis Pro
Live machine hours and GPS locations
Pull engine-hour readings and current locations from Radius Kinesis Pro. Mapped assets show a clickable map location.
Each machine is mapped using its Radius asset/device ID. Location updates run automatically on the HireFlow server.
No sync run.
OpenAI & HireFlow Assistant
Optional AI help, image review and document reading
Choose built-in guided help or connect your own OpenAI account for AI answers and follow-up questions. Workspace record lookup is optional and follows staff permissions.
AI API usage is paid through your OpenAI account. Inspection image review remains a separate feature; staff make the final damage decisions.
Parts reorder email
Automatic preferred-supplier replenishment
When available stock falls below a part's minimum level, HireFlow creates one open reorder and emails the preferred supplier from the server.
Email credentials are configured in Customer Communications and stored encrypted on the HireFlow server. Duplicate emails are suppressed while an open reorder already exists for the part.
No test run.
Booqable
Automatic booking and payment synchronisation
Automatically import new and updated Booqable orders into HireFlow, including drafts, reservations, status changes and paid state.
HireFlow registers its secure Booqable v4 webhook automatically and periodically checks the API to recover any missed events. Map each HireFlow asset to its Booqable product/item ID in the asset editor.
Automatic sync status will appear here.
Tuya Smart Locks
Automatic temporary booking access codes
When enabled Collection Instructions are ready to send, HireFlow creates one secure temporary PIN on every configured Tuya lock and inserts it into the customer email.
The PIN starts 24 hours before the booking pickup time and expires 24 hours after its return time. Codes are encrypted at rest, protected from stale browser saves and can be revealed, retried or revoked by Managers and Admins from the booking.
Website booking
Public availability + online booking holds
Link your website to the HireFlow public booking page or availability API. Customers can only select an asset that is available for their chosen dates.
Online bookings immediately hold the selected dates to prevent double booking, but remain Pending until staff confirm them.
Evidence storage
Inspection photographs
When run locally, evidence is retained in IndexedDB on the device. When run through the included Node server, photos are uploaded to the server evidence folder and records are synced to the server state file.
Hire Agreements
Upload the master pre-hire customer agreement and manage electronic customer acceptance.
Master pre-hire agreement
Upload PDF versions and choose the agreement sent to new customers.
No agreement uploaded.
Customer onboarding
Automatically request an electronic signature when staff create a new customer.
When booking hire agreements are enabled, booking readiness requires the agreement linked to that booking. When disabled, HireFlow uses the customer's signed pre-hire agreement instead.
If email is not configured, HireFlow still creates the customer agreement request so staff can send it later.
Agreement template versions
Previous versions are retained so historical customer signatures stay linked to the exact document they accepted.
Email Templates
Manage automatic staff welcome emails, customer messages and booking pickup instructions.
Collection instructions
These instructions are inserted into the Collection Instructions email after agreement and payment readiness checks pass.
Booking Confirmation and Collection Instructions automations are disabled by default and can be enabled from their templates below.
Email workflows
Set events, timing and booking conditions separately from the message text.
Existing automatic emails are listed in Email workflows, including optional pickup and return reminders.
Templates
Edit the subject and message. Set automatic sending in Email workflows.
Recent emails
Latest automated staff and customer communications.
Email workflows
Choose when customer messages send. Templates control the words; workflows control the event, timing and conditions.
Automatic email rules
Existing sends retain their enabled state. Pickup and return reminders start off.
Waiting emails
Queued by workflow timing and checked again before sending.
Recent delivery
Sent, skipped and failed messages.
Import & Export
Bulk-load existing customer and fleet lists, or export current records to CSV for Excel and backup use.
Customers
Export the customer database or import an existing customer CSV.
No customer import run.
Fleet
Export all fleet asset details or import an existing fleet register CSV.
No fleet import run.
Parts inventory
Export the complete parts list or bulk-load stocked parts from a CSV file.
No parts import run.
Asset labels
Export print-ready brand labels or asset QR labels for your fleet.
Active fleet assets will be included.
Brand: your uploaded company logo, plant number and equipment name, with a subtle HireFlow mark. No QR code.
QR: branded asset label with a secure scan link.
Both PDFs contain one 90 × 55 mm label per page for a label printer or commercial print shop.Imports never delete records. Duplicate rows are skipped and identified by row and item in the import result. Download the templates for the preferred column headings. CSV files exported from Excel are supported, including quoted values containing commas.
Staff & Admin
Manage users, login categories, page access and the system audit trail.
Staff accounts
Admin, Manager and Yard Staff access
Audit trail
Logins, state changes and staff administration