What is an equipment hire condition report?

A condition report is a record of the state of a machine or piece of equipment at the point it goes out on hire and when it comes back. A defensible report includes timestamped photos, the date and time, machine identification, and ideally a customer signature, so that if damage is disputed you can show the condition before and after.

Who pays for damage to hired equipment?

Most hire agreements make the hirer responsible for damage that happens while the equipment is in their possession. The difficulty is proving the damage was not there at hire-out. A timestamped photo record taken before the equipment leaves your yard is what turns that argument from a handshake into evidence.

How do you prove pre-existing damage on hired equipment?

You prove it by capturing dated, location-tagged photos of the equipment condition before each hire, signed off by the customer. If a hirer later claims damage was already there, you can produce the pre-hire record showing exactly what condition the machine left in.

Does HireCheck work without booking software like Booqable?

Yes. HireCheck works on any phone and stands on its own. You can share the condition report link by text or email, or embed it in your hire contract. If you use hire software it integrates directly, but you do not need any particular booking system to use HireCheck.

Photo proof your gear left in good condition

A hirer returned it damaged.
Can you prove it wasn't like that?

HireCheck records the condition of every machine before it goes out. Timestamped photos, GPS location, and a customer signature on a link you can share in seconds. When a hirer disputes damage, you have the evidence in front of you.

Start your free 14-day trial

No credit card required · Cancel anytime · 50% off first year — launch offer

From $18/month on annual plan

Setup in 10 mins

Works on any phone

Share a condition link in seconds

Send hirers the equipment record before they sign, by text, email, or straight into your hire software. Embeds right into the contract.

"Exactly what we needed. Equipment goes out with a full photo record, customer signs off on the link. First time a hirer tried to dispute damage we had everything we needed."

Director · Makin Dust Plant Hire · Verified Capterra review

Photo captured

CAT 308 · left-rear panel

Condition link shared

Hire Contract #4021

Returned 19 Apr · 16:04

2 new findings — reviewing

9:41●●●

HIRECHECK

Dashboard

Welcome back, Mel

128

Total Equipment

Inspections

Damage Recorded

Acknowledged

Recent Inspections View all

CAT 308 CR

PRE-HIRE · #HC-2041 · 09:41

GOOD

JCB 3CX

RETURN · #HC-2040 · 08:12

FAIR

Genie S-60

PRE-HIRE · #HC-2038 · Y'day

POOR

Dashboard

Equipment

Inspect

Hire

Built for hire businesses that take condition seriously

Equipment HireTool LibrariesSpecialist HireAV · Events · Medical

See it in action

Watch the 90-second demo

Interactive walkthrough

Try the live demo yourself

Start interactive demo

No sign-up required · 2 minutes · Step-by-step walkthrough

01 — The problem

Damage happens.
Disputes don't have to.

Something goes out, something comes back, and somewhere in the middle a scratch appears, a part goes missing, and nobody can agree whose fault it is.

01 / Disputes

"He said, she said"

Arguments over pre-existing damage cost time, money, and relationships you can't get back.

02 / Paper trails

Paper gets lost

Handwritten condition notes disappear, fade in the rain, or mysteriously never existed in the first place.

03 / No evidence

No proof, no case

Without timestamped photo evidence, your damage claim is a handshake against a signature.

02 — How it works

Three steps
and you're covered.

Average setup · 10 min

Add your equipment

Create a profile for every machine, vehicle, or tool in your fleet. Serial numbers, specs, photos, all in one place.

STEP 1 OF 3

Record condition at hire-out

Staff do a quick photo inspection on any phone. Scratches, wear, damage: marked, annotated, timestamped, and GPS-tagged in under 3 minutes.

STEP 2 OF 3

Prove it — at hire-out & return

Capture a customer signature on the spot, or share a condition link by text, email, or straight into your hire contract. Every inspection is timestamped and locked in.

STEP 3 OF 3

03 — What you get

Professional condition reporting,
without the paperwork

Photo evidence

Timestamped, GPS-tagged photos attached to every inspection. Hard to argue with.

Hire software integration

Paste the condition link into any hire contract, or embed it automatically in your hire software. Customer acknowledgment built in.

Mobile-first

Staff complete inspections on any phone. No app install, no login gymnastics.

Full inspection history

Every condition check, every photo, every note. Searchable in seconds, stored for good.

One-click damage claim pack

When a hirer disputes damage, build one document in a click: hire-out and return photos side by side, new damage flagged, both signatures. Ready to send.

Team access

Multiple staff logins with role-based permissions. Yard crew, office, owner — all covered.

Customer signature

Customers sign directly on-screen at hire-out or return. A signed, timestamped digital record tied to every inspection.

GPS-verified location

Every inspection is tagged with the device's GPS coordinates. Clickable map links on every report, so you can show exactly where and when it happened.

QR code stickers

Print a QR sticker for every piece of equipment. Staff scan it on-site and the inspection form opens straight away. No searching, no typing.

White-label branding

Your logo, your colours, your business name on every report and in the app. Available on the Business plan.

04 — Who it's for

If what you hire out is worth something,
it's worth knowing its condition.

EQUIPMENT HIRE

Equipment hire

Machinery, vehicles, site equipment, powered access. Protect a fleet where a single scratch can cost four figures.

Built for high-value fleets

TRADE & LIBRARIES

Tool libraries

Trade stores, club pools, storerooms. Keep inventory moving without losing track of who broke what, when.

Handles big inventories

SPECIALIST HIRE

Specialist hire

Aviation clubs, AV hire, medical equipment, scientific gear. High-value, low-tolerance for ambiguity.

Evidence-grade records

Built for hire businesses that take condition seriously.

No app install required• Works on any device• Shareable condition links• Timestamp + GPS verified• Audit-ready PDF export• Unlimited photo storage• No app install required• Works on any device• Shareable condition links• Timestamp + GPS verified• Audit-ready PDF export• Unlimited photo storage•

"We've been using HireCheck at Makin Dust Plant Hire and it's been a game changer for our operations. It's made our on-hire and off-hire reporting quick, accurate, and easy to manage in the field. The system is user-friendly and clearly built for the plant hire industry, helping us maintain a high standard of documentation — especially when working with Tier 1 clients."

Hayden S.

Director — Makin Dust Plant Hire

Verified review on Capterra

05 — Pricing

Simple, honest pricing.
No surprises

Pick the plan that fits your fleet. All plans include photo inspections and customer signatures. Upgrade for contract links and integrations.

Starter

^$39_/mo

First year only. Full price from year two.

For smaller hire businesses getting their paperwork sorted.

Up to 20 equipment items
2 staff logins
Photo inspections & full history
Customer signature capture
Public condition links
Hire software integration
White-label branding

Start free trial →

A hirer returned it damaged. Can you prove it wasn't like that?