Heavy Machinery Rental Platform
Run Your Entire Machinery Rental Operation — Rate Card to Final Invoice
Cranes & RiggingAWPs & Boom LiftsExcavators & Ground Equipment
Rate Card
Auto-Populates Quotes
Timesheet
Client Digital Approval
Auto
Invoice Generation
Zero
Hardware Needed
?
Rate sheets rebuilt from scratch for every quote — hours wasted every bidNo master rate card means every quotation is a manual exercise, prone to errors and inconsistencies
?
Timesheets emailed for approval — chased on WhatsApp, disputed at billingNo structured approval workflow means billing is delayed, disputed, and always manual to compile
?
No real-time view of which machine is deployed, idle, or in maintenanceDouble-bookings, missed mobilisations, and idle days unreported — revenue slipping away unnoticed
Machinery Rental Dashboard
68
Deployed
14
Idle
92%
Utilisation
50T Grove Crane — CR-014
Al-Noor Construction · Site: Zone 3 · Day 12/30
Genie Z-62 Boom Lift — AWP-07
Gulf Infra · Timesheet pending approval
Caterpillar 320 Excavator — EX-03
Available — 3 active quotes pending
Liebherr LTM 1100 — CR-002
PM due · Out of service until 18 Nov
4 timesheets pending · 1 machine in maintenanceFull Dashboard →
Rate CardAuto-populates quotes
TimesheetsClient digital approval
AutoInvoice generation
100%Cloud-Based
How TransportSimple Works for Machinery Rental
From rate card to timesheet to invoice — every stage connected, nothing falls through
→
1
Rate Card Setup
Per equipment, per shift, per client — auto-populates every quote
→
2
Quote & Sales Order
Client receives structured quote, approves, SO locked in system
→
3
Deploy & Track
Machine assigned, operator confirmed, availability calendar updated
→
4
Timesheet & Approve
Hours logged, client digitally approves, disputes eliminated
5
Auto Invoice
Invoice generated from approved timesheets — zero manual work
Rate Cards & Equipment Availability
Pre-define pricing once — auto-populates every quote. See your full fleet status live.
Rate cards auto-populate every quotationSet rates per equipment category once — daily, weekly, or monthly. With or without fuel, single or double shift. Every new quote inherits the correct rate instantly.
🏷️
Client-specific rate cards per accountDifferent rates for different clients on the same machine. Contract pricing locked per Sales Order — no manual rate lookup at billing time.
Live equipment availability dashboardSee every machine's status in real time — deployed, idle, in maintenance, or quoted. Prevent double-booking before it happens.
🔩
Attachments & accessories tracked per machineLog jibs, spreader beams, hooks, buckets, and accessories per unit. Attachments billed as separate line items when deployed with the machine.
Fleet Availability — Live Status92% Utilisation
CR-014
50T Grove Crane
Al-Noor Construction · Day 12 of 30 · 8 hrs/day
AWP-07
Genie Z-62 Boom Lift
Gulf Infra · Double shift · TS approval pending
EX-03
CAT 320 Excavator
Available from 25 Mar · Last job: Khalifa Port
FK-11
3T Toyota Forklift
PM due · Engine hours 4,820 · JC raised
68
Deployed
14
Idle
4
In Maintenance
Timesheets, Client Approval & Auto-Invoice
From hours logged to client sign-off to invoice — without a single email chain or manual calculation
Timesheet Approval — This Month● Live
Equipment & ClientDaysHoursStatus
50T Grove Crane — CR-014
Al-Noor Construction
12
96
✓ ApprovedGenie Z-62 Boom — AWP-07
Gulf Infra
8
128
⏳ PendingCAT 320 Excavator — EX-03
ADNOC Logistics
22
176
✓ Approved3T Toyota Fork — FK-11
Jotun Paints
15
120
✓ InvoicedClient digital approval portal — no email chainsClients review and digitally sign off timesheets in a dedicated portal. Approval is locked to the record — no disputed hours at billing time.
Invoice auto-generated from approved timesheetsOnce approved, invoice is generated automatically — hours, rates, shift type, attachments, and additional charges all applied. GST/VAT calculated per line item.
Upload or bulk-import timesheetsSingle-entry or mass upload of daily hours. Selective invoicing — raise invoice on approved timesheets while others remain pending without disruption.
Consolidated invoicing per client per periodMultiple machines, multiple job orders — all combined into one clean invoice per client. Proforma invoices for advance billing on long-term contracts.
Operator Certification & Site Inspection
Only certified operators can be assigned — inspections completed on mobile with photos, GPS, and PDF export
👷
System blocks non-certified operator assignmentEvery operator linked to the equipment categories they are certified for. Assignment of an uncertified or expired-certificate operator is blocked before dispatch — zero manual enforcement.
🔍
Mobile site inspection — pre-deployment & post-jobField team completes inspection forms on mobile with photos and GPS stamp. Pre-deployment, mid-contract, and post-job handover inspection types — each tailored to the stage.
Inspection PDF auto-generated & shareableCompleted inspections downloadable as formatted PDFs. Share with client before mobilisation or at handover — professional, traceable, no manual write-up needed.
Operator Compliance — ActiveToday
MK
Mohammed K.
50T+ Crane · Rigging Cert · IPAF Level 3A
4 jobs
✓ CertifiedRA
Ravi A.
AWP · Boom Lift · Scissor Lift certified
3 jobs
✓ CertifiedJT
Joseph T.
Excavator · Wheel Loader · ADT certified
2 jobs
⚠ Exp 5 AprImpact at a Glance
What Heavy Machinery Rental Operators Gain with TransportSimple
Measurable results seen by crane, AWP, and heavy equipment rental companies after replacing Excel with TransportSimple.
Zerore-entry
Rate card → quote → SO → invoice with no manual re-entry at any stage
Workflow100%approved hrs
Client digital sign-off before billing — no disputed timesheets, no delayed invoices
Timesheets👷
Zerocert lapses
Non-certified operators never assigned — system blocks deployment before it happens
Compliance92%fleet utilisation
Live machine status prevents idle days going unnoticed or double-bookings happening
AvailabilityHours saved per module (per month)
Quotation & SO
44 h
Timesheet Management
36 h
Invoice Generation
28 h
Operator Compliance
18 h
Inspection Reporting
12 h
Biggest billing leakage without a system
Uncaptured additional charges
~7.2%
Timesheet disputes & delayed approval
~5.4%
Rate errors in manual quotes
~3.8%
Idle machines not followed up
~2.6%
Attachment billing missed
~1.4%
Powerful Reports — Instantly Available
Stop building reports manually. TransportSimple delivers them automatically.
Fleet Utilisation
Deployed vs idle vs maintenance per machine, per period.
Livereal-time
Timesheet Status
Pending, approved & invoiced timesheets per machine and client.
Permachine & period
Invoice & Ageing
Outstanding dues per client, by age bucket.
Liveageing view
👷
Operator Compliance
Certification expiry for all operators in next 30/60/90 days.
30/60day windows
🔍
Inspection Report
Pre-deployment, mid-contract & handover inspection history per machine.
Permachine & stage
Revenue by Client
Total billing per client, per machine category, per period.
Perclient & period
Quote Conversion
Quotations raised, won, lost & pending — funnel visibility.
Persales rep & period
🔩
Maintenance Cost
Full PM & repair cost per machine — lifetime & period views.
Permachine
Machine Compliance
Insurance, fitness & permit expiry in next 30/60/90 days.
30/60day windows
Monthly P&L
Revenue, operational costs, and net margin per period.
FullP&L
Why Machinery Rental Companies Choose TransportSimple
Every feature maps to the real operational demands of heavy equipment rental businesses
Works for any fleet size
5 Machines
5+
20 Machines
20+
50 Machines
50+
100 Machines
100+
Multi-Category
∞
From a small crane rental company to a large multi-category machinery fleet — scale without rebuilding anything.
What You Need
How TransportSimple Delivers
Rate card management
Per equipment, per client, per shift — auto-populates quotes
Timesheet & client approval
Digital approval portal, locked sign-off, no disputes
Auto invoice from timesheets
Approved hours → invoice with zero manual calculation
Operator certification
System blocks uncertified operator before assignment
Equipment availability
Live status — deployed, idle, maintenance, quoted
Site inspection
Mobile forms, photos, GPS, PDF — pre-deployment & handover
Attachment billing
Jibs, hooks, buckets tracked and billed as separate items
Management visibility
Live dashboards and reports from any device, anywhere
"
Built by fleet owners , for fleet owners — because we know that in heavy machinery rental, a disputed timesheet and a missed additional charge is not a small problem — it is a margin problem .
— TransportSimple · Road to Simplicity
No Hardware.No IT Setup.No Complexity.
From 5 machines to 500 — TransportSimple scales with your rental fleet. Live in days, not months. Operations, billing, compliance, and management all on one platform.
Rate card auto-quotes
Client timesheet approval portal
Auto invoice from timesheets
Certified operator enforcement
Mobile site inspections + PDF
Attachment & accessory billing
Live fleet availability dashboard
GST / VAT auto-calculation
Live chat support included
Related Tools & Resources
Get Started Today
Ready to Run Your Machinery Rental Operation on TransportSimple?
Stop losing margin to timesheet disputes, missed charges, and Excel rate sheet errors. Get complete control over every machine, every job, and every invoice.