Software for equipment rental companies
to manage bookings, stock & invoicing.

Why UK equipment rental companies choose HiveSuite

Equipment rental businesses live and die by utilisation. Every day a machine, tool, or piece of kit sits in your yard instead of earning on a hire is lost revenue. But double-booking - promising the same excavator to two customers on the same Monday - is worse. You lose the trust of the customer you let down and scramble to find a replacement. The core challenge for any rental business is the same: know exactly what you have, where it is, when it is due back, and what is available to hire out next. Layer on top of that the logistics of deliveries and collections, maintaining the fleet, invoicing on time, and chasing payments, and you quickly need more than a whiteboard and a spreadsheet.

HiveSuite gives equipment rental companies one platform to manage customers, bookings, equipment availability, delivery logistics, team scheduling, and invoicing. It is built for small and independent UK hire businesses who need practical tools without the overhead of enterprise asset management platforms.

See your hire business at a glance - active hires, upcoming deliveries, and outstanding invoices.

Equipment tracking and availability

Whether you rent out mini excavators, generators, scaffolding, power tools, cherry pickers, welfare units, or a mix of everything, you need to know the status of every item. HiveSuite tracks your equipment against bookings. When a customer phones asking for a 3-tonne digger next Tuesday, you can check availability instantly and confirm or offer an alternative. When items are due back, you can see exactly what is returning and when, so you can plan the next hire without gaps.

Quoting and booking

HiveSuite includes embeddable enquiry forms for your website. Customers submit what they need, the dates, and the delivery address. HiveSuite creates the customer record and draft quote automatically. Build itemised quotes covering the hire period, delivery, collection, and any consumables or extras. HiveAssist, the built-in AI assistant, drafts line items from a short description. Send the quote and let the customer accept online.

HiveAssist drafts detailed hire quotes from a short description of what the customer needs.

Flexible invoicing for hire businesses

Equipment rental businesses invoice in different ways depending on the customer and the hire type. Some customers pay upfront. Others are invoiced weekly or monthly for the duration of the hire. Long-term trade accounts might be invoiced on 30-day terms. HiveSuite supports all of these. Set up recurring invoices for ongoing hires that go out automatically. Use the invoice reminder board to track every outstanding payment at a glance.

Stripe is included on all plans if you want to offer card payments, or use your own payment methods. HiveSuite integrates with Xero and QuickBooks so your invoices, payments, and customer records sync automatically. No double-entry, no manual exports.

Delivery and collection logistics

A busy Monday might mean delivering a generator to a construction site at 7am, dropping off a mini excavator at a landscaping job at 9am, collecting a set of scaffolding from a completed job at lunchtime, and picking up a welfare unit from a site that finished on Friday. HivePlanner is a visual drag-and-drop calendar that lets you schedule every delivery and collection across your drivers and transport. If a customer extends their hire or brings forward a return, adjust the schedule and your team is updated automatically.

Plan deliveries and collections across your full team with drag-and-drop scheduling.

Keep your drivers in the loop with HiveCrew

Drivers and yard staff log in to HiveCrew where they see only their own jobs - delivery addresses, collection sites, customer contact details, and one-tap directions. They mark deliveries as complete, confirm collections, and everything syncs back in real time. No more radio calls or printed run sheets. HiveCrew is available as a native app on Android and as an installable Progressive Web App on iOS with push notification support.

Customer portal for trade accounts and regular hirers

The HiveSuite customer portal gives your customers a branded login where they can view their active hires, past bookings, upcoming deliveries and collections, and invoices. Trade account customers - builders, landscapers, event companies - can log in and see everything in one place. It reduces the time you spend on the phone answering "when is my digger being collected" and "can you resend that invoice" queries.

Fleet reporting with HiveIntel

HiveIntel is HiveSuite's built-in reporting and AI analytics tool. Ask questions in plain English - "what is my utilisation rate this quarter", "which equipment category generates the most revenue", "who owes me money", "show me all items due back this week" - and get instant answers as charts, tables, or dashboards. Use real data to decide when to buy new equipment, retire underperforming assets, or adjust hire rates.

Built for UK equipment rental companies

HiveSuite is UK-built, priced in GBP including VAT, and designed for how UK hire businesses actually work. Whether you specialise in plant, tools, event equipment, construction kit, or general hire, HiveSuite gives you one platform. Plans start from just £34.99 per month with a 30-day free trial and no credit card required. Every plan includes every feature.