Tool Hire Fleet Inventory

Who this is for

The hire fleet listed machine by machine. Asset number, serial, whether it is on the yard or out with a customer, the day rate you charge and what it would cost to replace, with the fleet totalled at the foot.

Tool and plant hire firms, builders' merchants with a hire desk, and contractors who hire their own kit out between jobs.

What this helps you track

• Every machine in the fleet with its asset number and serial number
• Whether each one is available, out on hire, in for service or off the fleet
• The day rate you charge for it, kept in one place instead of in three heads
• The replacement value of the fleet, for insurance and for finance
• How many machines are earning and how many are standing

How to use it

1. Fill the header with the company, the depot or yard, who is compiling the list and the date.
2. Give every machine a line with its own asset number. Copy the serial or chassis number from the plate — it is what an insurer and the police will ask for.
3. Set the status for each machine as you walk the yard. Anything you cannot find is on hire or missing, and this is the moment you find out which.
4. Enter your own day rate and your own replacement value. The sheet supplies neither; rates depend on your market and values on what you paid and what the machine is worth now.
5. The line values, the totals and the summary are worked out in the browser and the workbook; on paper, multiply across each line and add the columns up.
6. Re-count at the intervals your own stock policy sets, and keep the sheet with the service records for the fleet.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What should go in the day rate column?

Your published rate for that machine, on whatever basis you quote — per day, per half day or per week, as long as the column is consistent. No rates are supplied here; they are yours.

How is this different from a hire out-and-return check?

That sheet records the condition of one machine going out and coming back. This one is the standing list of the whole fleet — what exists, where it is and what it is worth.

Can I see how much of the fleet is out?

Yes. Set each line's status, and the summary counts the machines on hire against the total in the fleet. Sorting by status in the spreadsheet gives you the list to chase.

Should consumables and attachments be on here?

Attachments that hire separately deserve their own lines with their own asset numbers. Blades, discs and fuel are stock rather than fleet and belong on a consumables sheet.