Fleet & asset register
Every unit tracked from available to on hire, reserved, in for maintenance or retired, with its full history attached.
Product — in active development
HIRE IQ. The hire business, running on one system.
An ERP and point-of-sale platform for equipment, vehicle and plant hire in South Africa. Counter to fleet to ledger, with the SARS, AARTO and POPIA side handled inside the product rather than sold to you later as an extra.
The problem
Hire businesses run on three systems that do not talk.
An accounting package that knows about invoices but not assets. A spreadsheet that knows where the units are, until someone forgets to update it. And a hire book at the counter that knows what actually went out today.
The gaps between them are where utilisation goes unmeasured, damage goes uncharged, units go missing for a week before anyone asks, and the traffic fine lands on your desk with no way to prove who was driving.
HIRE IQ closes those gaps by keeping one record from the moment a unit is quoted to the moment the invoice clears.
Built for
- Plant and equipment hire yards
- Vehicle, truck and trailer rental
- Tool and small-equipment counters
- Multi-branch operators needing separated data per branch
Interface
Built for the counter, not the boardroom.
Status at a glance, no hunting. Every unit, where it is, what it is doing and what it earns — on one screen a counter hand can read across a busy Monday.
hireiq · Fleet & assets
Fleet & assets
Live status across every unit
- On hire
- 38units
- Available
- 21units
- Utilisation
- 64%
- Overdue
- 2returns
| Asset | Type | Status | Location | Service due | Rate / day |
|---|---|---|---|---|---|
| TLB-014 | Backhoe loader | On hire | Mokopane | 14 Sep | R 4 850 |
| GEN-203 | Generator 30 kVA | Available | Yard A | 02 Oct | R 1 100 |
| TRL-088 | Flat-deck trailer | On hire | Polokwane | — | R 780 |
| EXC-006 | Mini excavator | In maintenance | Workshop | In progress | — |
| CMP-031 | Compactor plate | Overdue return | Tzaneen | 29 Aug | R 640 |
Design preview of work in progress. HIRE IQ has not been commercially released and this is not a screenshot of a live installation.
Modules
Twelve modules, one record.
Each module writes to the same underlying data. A return on the counter updates the asset, raises the charge, posts to the ledger and closes the contract in one action.
Maintenance reminders
Services flagged before they fall due — by calendar interval or by recorded usage — so a unit is booked in rather than breaking down on a customer.
Service history
Job cards against each unit — work done, parts used, cost and downtime — so a machine's full record travels with it.
Counter POS
Fast checkout with barcode and QR scanning for stock and equipment tags. Built for a queue, not a demo.
Book-out & return
Pre-hire checklists on the way out, condition capture on the way back, and automatic damage and cleaning charge calculation.
Digital signatures
Customers sign on a pad or a touch screen and the agreement is legally binding. The signature is saved with the contract, along with who signed it and when.
Quotes & documents
Quotations, job cards, delivery notes, invoices and goods received notes generated instantly from the same record.
Debtor & creditor ledger
See what every customer owes you and what you owe every supplier, who is overdue and by how long, with statements ready to send.
VAT & SARS invoicing
VAT at 15% worked out correctly and invoices laid out the way SARS wants them. Your figures go straight into Xero, Sage or QuickBooks, so your bookkeeper is not retyping anything.
AARTO fine tracking
Fines captured against vehicle registration and timestamp, matched to the contract and driver active during the violation window for redirection. Captured by hand from the notice — there is no automatic lookup.
GPS on trucks and trailers
Position, mileage and hour-meter readings arrive on their own from the tracker already on the vehicle, so service reminders count hours the machine really ran.
Branches and sub-hire
Run several yards, move machines between them, and sub-hire from one branch to another with a hand-over both sides can see and neither can quietly change.
The counter through an outage
When the line drops, the till still looks a machine up, sends it out on a number reserved in advance, takes one back and records an off-hire. It syncs when the line returns. Invoicing and money wait for the connection, on purpose.
Deposits
Taken, held against the hire, and released or applied on return, with what was deducted and why written on the document the customer gets.
POPIA & consent
Consent asked for at the moment you collect a customer's details, every look at those details logged, and old records cleaned up on schedule.
Kept in South Africa, kept apart
Your records sit on servers in Johannesburg, walled off from every other business using the system. Staff see only what their role allows, and every change is recorded with a name and a time against it.
- VAT at 15% calculated and presented the way SARS expects on every tax invoice.
- AARTO redirection — fine matched to the vehicle, the timestamp, and the contract and driver active in that window.
- POPIA handled properly. Consent asked for at the moment you collect it, customer details kept where only the right people can reach them, every look at them logged, and old records cleaned up on schedule.
- Your figures go straight into Xero, Sage or QuickBooks instead of being retyped.
- A record of every change — who made it, when, and what it said before.
South African by default
Compliance is not an add-on module.
International hire platforms treat South African tax, traffic and privacy law as a localisation problem to be solved later. For an operator, that is the whole problem.
HIRE IQ is built the other way round. The SARS, AARTO and POPIA parts are wired into how your records are stored, so they come out right by default instead of being patched up in a report at month-end.
Web and desktop
The counter needs hardware. The office needs a browser.
HIRE IQ runs as a web application for management, reporting and remote access, and as a desktop application at the counter where it needs to talk to physical devices.
Both share the same business logic and the same data, so a rate change made in the office is live at every counter immediately — and a contract signed on a pad at the counter is visible in the office before the customer reaches the gate.
- Barcode and QR scanners for stock and asset tags
- Receipt and document printers at the counter
- Signature pads for hire agreements
- One shared data layer across web and desktop
Questions
What operators ask us.
Straight answers, including the ones that are not flattering. If yours is not here, ask it directly — you will get a reply from a person.
Is HIRE IQ available to buy yet?
Yes. You can sign up today, use it free for 7 days, and pay R650 per desktop per month after that.
It is young software and we would rather you knew that. It has been built and attacked deliberately to find its weak points, and the parts that only a real yard can finish are being finished with the operators using it now.
Does it handle VAT and SARS-compliant tax invoices?
Yes. VAT is worked out at 15% and invoices carry everything SARS requires on a tax invoice. Your figures export straight into Xero, Sage or QuickBooks, so your accountant is not retyping a year of paperwork.
Does it do GPS tracking?
Yes, for trucks and trailers on a tracker. Position, mileage and hour-meter readings come in on their own, so the hours a machine has actually run are the hours the service reminder counts — not a number somebody wrote on a clipboard.
You need an existing tracker on the vehicle. HIRE IQ reads what it reports; it is not a tracking company and does not sell you the hardware.
How does it handle AARTO traffic fines?
A fine is captured against the vehicle registration and the time of the offence, then matched to the contract and the driver who had the machine at that moment. That is the evidence trail for redirecting the fine to whoever was actually driving, instead of absorbing it.
Fines are captured by hand from the notice. There is no automatic lookup against the national system, and we would rather say that than let you expect one.
Is our data separated from other companies using the system?
Yes. Every record is tied to your business at the deepest level of the system, so another operator cannot see your customers, your rates or your fleet even if something in the software goes wrong. If you run several branches, the same thing can separate branch from branch.
Does it work with barcode scanners, receipt printers and signature pads?
That is what the desktop application is for. It installs on the counter machine so it can talk directly to scanners, till-slip printers and signature pads, and it works off the same information as the office side. A rate changed in the office is live at the counter immediately.
Can we get our data out if we leave?
Yes, in full, in an open format, at any time. No exit fee and no proprietary format holding your records hostage. It is written into how we work, not offered as a concession.
What will it cost?
R650 per desktop per month. One price. No setup fee, no charge per user, and no different rate for the browser version and the installed one.
The first 7 days are free and no card is needed to start. Add a card during the week only if you decide to carry on; do nothing and it simply stops.
Prospra IQ Enterprises is not registered for VAT yet, so there is no VAT on top of the R650 and your document is an invoice rather than a tax invoice. When we register, we will tell you before it changes.
Not machines?
Hiring out tents, toilets, chairs or catering?
That is a different trade with a different day. Nobody signs for a marquee at a gate, stock moves in hundreds rather than ones, and an hour meter means nothing to a trestle table.
HIRE IQ sets itself up for that when you tell it so, and the screens you will never use are simply not there.
What it costs
R650 per desktop per month.
One price. No setup fee, no charge per user, and the same rate whether you use it in a browser or install it on the counter machine.
Use it in your browser
Nothing to install
Sign in from any machine. Your records live on our server, backed up and looked after, and a new branch is a login rather than a visit.
Install it on the counter
Talks to your hardware
Barcode scanners, till-slip printers and signature pads, and it keeps working through a line drop. Your records sit on your own machine.
Free to download. Open it, create your account, and the 7 days free start when you first sign in.
7 days free, and no card to start. Try it on your own yard with nothing to pay today. Add a card during the week only if you decide to carry on. Do nothing and it simply stops — nothing charged, and your records still there.
We are not registered for VAT yet, so there is no VAT added to the R650 and what you receive is an invoice rather than a tax invoice. When we register we will tell you before anything changes.