Off Hires

The Off Hire feature allows users to mark when a customer indicates they are finished using an item, even if the item has not yet been collected. This ensures that Off-Hired items are unavailable for further hire until they are physically returned, improving billing accuracy and tracking of equipment usage.

1. Item is On Hire (Normal Hire Process)

   • A customer rents an item through the regular hire process. The item is recorded as "On Hire" and is actively being rented.

2. Customer Indicates They Are Done with the Hire

   • The customer communicates that they are finished using the item. This can be done via phone, email, or other communication methods.

3. An Off-Hire Date is Recorded

   • After the customer indicates the hire is complete, an Off-Hire date is recorded in the system.

     • Billing Stops: Billing stops as of the Off-Hire date, even though the equipment remains with the customer and has not yet been returned.

     • Collection Reminder: A collection reminder is automatically generated and will appear on the Reminders screen, ensuring the business is prompted to collect the item.

     • Off-Hire Number: An "Off-Hire Number" is generated, which can be quoted to the customer as confirmation that the off-hire has been logged in the system.

4. Collection Occurs

   • When the equipment is collected from the customer and brought back to the business, the user records the Collection Date within the invoice.

     • Clearing the Collection Reminder: Entering the Collection Date clears the collection reminder from the Reminders screen.

     • Equipment Status: At this point, HirePOS understands the equipment has been returned but has not yet completed the full return process.

     • Not Available for Hire Yet: The equipment is not yet available for another hire, as additional steps like inspection or maintenance may need to be completed.

5. Item is Returned

   • After collection, if any post-collection work (such as refueling, cleaning, or maintenance) is required, it is completed.

   • Hired To Date: The "Hired To" date is populated on the invoice screen, marking the item as officially returned in the system and available for future hire.

     • Post-Return Process: If the "Lag Time" or "Auto-create post-hire inspections" feature is active, the item(s) may not immediately be available for hire until these required processes are completed.

• Off-Hire Date: Billing stops at the Off-Hire date, and a collection reminder is generated.

• Collection Date: Records when the item is physically collected, clearing the collection reminder.

• Return Date: Marks the item as returned and available for the next hire, with post-return processes like inspection potentially affecting availability.

By following this workflow, HirePOS ensures that the entire process— from the initial hire to off-hire, collection, and return—is tracked and managed efficiently, helping businesses maintain accurate records and smooth equipment usage tracking.