Temporary Fence Hire Workflow

This guide explains how to set up and manage temporary fencing hire in HirePOS, including item setup, creating hires, delivery workflows, end-of-month (EOM) rollover, and invoice handling.

Go to Setup > Items to create or edit items.

• Create all chargeable and tracked items individually (e.g. panels, clamps, delivery, minimum charges)

• For temporary fence panels:

  • Set the selling unit to Each

  • Set length to 2.4m in the Attributes section (Other tab)

Ensure the following selling units exist:

• Each – fixed fees, parts, or sales

• Month – ongoing rehire billing

• 3/6/9/12 Month – upfront contract billing

Go to Setup > Item Related > Item Packages

• Create packages including panels, feet, clamps, etc.

• Set required components as Required

• Packages can be:

  • Generic (default use)

  • Customised for specific customers (pricing, inclusions, invoice layout)

1. Go to Sales/Hire > Customer Overview

2. Select or create a customer

3. Click New Booking, New Quote, or New Invoice

4. Enter the delivery/site address

5. Set Booked From (delivery date)

6. Set Booked To:

   • Fixed contracts → end date

   • Ongoing hires → last day of current billing month

7. Enable Booked To TBA unless return date is confirmed

8. Set Hired From once delivery is complete

9. Leave Hired To blank unless job is finished

10. Add package and enter required metres via the Length prompt

11. Review and adjust item quantities

12. Add any additional charges

13. Save or send

• Drivers log in via mobile.hirepos.com

• Must be set up as:

  • Suppliers

  • With linked User Accounts

• Jobs are assigned via the Driver Allocation screen

Using the Delivery Pickup Schedule, drivers can:

• View assigned jobs

• Confirm deliveries

• Capture photos, signatures, and GPS location

Using Checkoff, drivers can:

• Add missing items

• Adjust quantities

➡️ All changes appear as Pending Adjustments on the Reminders screen for admin approval

• The first invoice represents the initial hire period

• It cannot roll over until the Booked To date is reached

⚠️ Important:
Before running rollover, enable “First Invoice Only” in filters — this is critical for temporary fencing workflows

• Run EOM Rollover

• HirePOS will:

  • Close the original invoice → Rolled Invoice

  • Create a new ongoing invoice → Continued Invoice

• Review all rolled invoices:

  • Check quantities and descriptions

  • Confirm accuracy

• Send via standard Email Invoice workflow

• Open each continued invoice

• Replace minimum hire rate with monthly rehire rate

• Save for next billing cycle

Before going live with HirePOS:

• Enter all active hires

• Use correct:

  • Booked From / To dates

  • Items and packages

For first invoices:

• Set line items to $0.00 (already billed externally)

After go-live:

1. Run EOM Rollover

2. Update all Continued Invoices with correct rehire pricing

• Re-Hire – Ongoing billing after initial contract

• EOM (End of Month) – Monthly billing cycle

• Minimum Charge – Initial flat-rate hire fee

• Rolled Invoice – Closed invoice (locked from changes)

• Continued Invoice – Active invoice after rollover

• TBA Checkbox – Prevents availability conflicts when no return date is set

Once invoices are:

• Reviewed

• Approved

• Sent

They can be exported to MYOB or Xero etc. for accounting.

This workflow ensures accurate management of:

• Temporary fence hire setup

• Delivery and pickup tracking

• Monthly billing and rollover

• Invoice accuracy and accounting integration