Recommended General Hire Process

Although the Hire Process can vary depending on your industry there are certain things that are common across all hire industries, and a general process can be followed.

Not all steps shown here are applicable to every business. If you don't need to use a particular step shown here, you can skip it and proceed to the next step without issue.

Pre-Hire phase

You can start a sale as a Quote or a booking depending on if it's confirmed and going ahead already, or if you are just Quoting them.

1. Starting with a quote

You can start with a Quote(Or Reservation) if you don't accept a deposit and simply want to Quote an estimated Hire-Period for a potential customer.

At this stage of the process, you will need to consider:

  • A Quote Requires the Booked-From and Booked-To field to calculate a price and to cross-check availability with other records.
  • If you use Group Codes, you will want to use those instead of individual items.

All you will need to do, is input a Booked-From and Booked-To date (Also known as Estimated dates) and any items you are quoting.

Later, if the customer accepts the Quote or it is otherwise confirmed to be going ahead, you can convert the Quote to a Booking which will now reserve the items over the estimated hire period.

You can Also send Quote acceptance links.

You can find more information on Quotes/Reservations here.

2. Convert the Quote to a Booking once confirmed

If your business doesn't do quotes and instead reserves items up-front with a deposit or otherwise, you can instead create a new Booking straight away.

This means that the program will consider the booking "Confirmed" and as such, you will get availability warnings if you do not have stock over the hire period.

At this stage of the process, there are a few things you will need to consider:

  • A Booking requires the Booked-From and Booked-To dates to reserve items. If this is open ended, I.e you don't know for certain what date the items will be returned, then set the Booked-To to the end of the month and tick the TBA checkbox next to the Booked-To date.
  • If you require a Deposit, you may need to send your customer the Booking with the Deposit requirement at this stage. And will also need to Define the Deposit due date in the Other tab.
  • If you intend on making use of the Delivery/Pickup schedule at this point you will go into Delivery/Pickup details and set the Booking to require a Delivery or Pickup.
  • If you utilise Group codes, you will use those instead of individual items here.

3. Pre-Dispatch Preparation

Just prior to dispatching your items, you will need to evaluate your Booking and make sure everything is ready to go out On-Hire.

These options are all mutually exclusive, and different ways of dispatching invoices.

The Dispatch Screen

You can use the Dispatch screen to review all of your Booking that are due to go On-Hire soon, so you can optionally use this to review your invoices first, then click Dispatch to turn the selected records into On-Hire Invoices by populating the Hired-From date automatically.

The Delivery/Pickup Schedule

If you utilise the Delivery/Pickup schedule, your drivers will be able to mark the job as Complete, alternatively check off the items individually if you've enabled the Checkoff Delivery/Pickup Items Restriction.

Input the Hired-From Date

If you don't want to use options A or B, then you can simply open up the Booking and input a Hired-From date, this will automatically convert the Booking into an On-Hire Invoice.

On-Hire Phase

Once an invoice is On-Hire, in most cases nothing needs to be done until the items is returned. However, there are a few scenarios below that can require an action to be taken.

Stand Downs

If there is a period of time you don't want to charge your customer, you can utilise the Stand downs feature to exclude a date range for selected from autocalc, this can be used for holidays or similar.

Adding new items to ongoing hire

If you send out additional items while the Hire is ongoing and don't want to create a new invoice, then you can click the Show Line Details button at the top-left of the invoice lines.

This will display Booked From/To and Hired From/To dates specific to each item. So, in this example you can simply add the item you want and specify a Hired From date.

Service schedules

If you click the Options dropdown, you can add On-Site-Services for ongoing hires.

This can be used for any sort of off-site job that must be completed during the hire.


If your items have not been returned yet, but you no longer wish to charge the customer, you can Off-Hire your items.

This will cause Autocalc to ignore all dates after the Off-Hire date.

Crew management

In the Extras button at the top right you can schedule in crew jobs via the crew management module.

This can be used to manage specific staff members out on-site.

Partial Returns

If some of your items are returned early and you still have some of your items out on hire, then you can do a partial return via inputting a Hired-To date in the Show line details option, or the returns screen.

Ongoing long term Hires, and EoM Rollover

If you have long term hires with an unknown end date, you will likely want to close them off at the end of each month with an EoM Rollover, this will close off the original invoice and create a new one for the following month.

Return and Finalisation

If you are not doing an EoM rollover, and all your items are returned, you will need to return your items in HirePOS via filling in the Hired-To date, or using the Returns screen.

Emailing & Previewing your Sales record

You may also wish to preview your invoice via the Preview button.

You can print & Email your invoice from the preview screen, but it is recommended that you configure your email templates first, and review your email settings.

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