A condition report on every Booqable hire

One link per machine, on your contracts

HireCheck gives every machine its own condition report link. You add a custom field called Condition Report to your Booqable products, paste each machine's link into it, and put the field on your contract template. When a customer opens their contract, they see a link to the report for the machine they are hiring.

The link never changes. Each new inspection updates the report behind it, so you set it up once. A new machine takes about 30 seconds to add.

Booqable prints custom fields on contracts, quotes, invoices and packing slips, so you choose where the link appears. It works in email templates too.

What the customer and your staff get

The report shows timestamped, GPS-tagged photos and the checklist results from your last inspection. Your driver or yard hand records it on a phone, with no app to install. The customer signs on screen at hire out and again on return.

Drivers can circle damage on a photo with a finger, and HireCheck keeps the untouched original beside the marked copy. If a hirer disputes damage on return, one click builds a claim pack with the hire out and return photos side by side and both signatures.

With no phone signal on site, HireCheck saves the inspection on the phone and uploads it when signal returns. The record keeps the time the check was done.

Setting it up takes about 20 minutes

1. Add your machines to HireCheck. You can import them from a CSV, or add several identical machines at once with Number of units.
2. In Booqable, go to Settings, then Custom fields, and add a text field for products called Condition Report. Tick Contracts, and Quotes or Invoices if you want the link there too.
3. Open each product in Booqable and paste in the link from that machine's page in HireCheck.
4. Preview a test order to check the link prints on the contract.

If you send your customer an email with your terms instead of a printed contract, add one block of text to the Booqable email template and it lists a link for every product on the order. The guide has the exact text to paste.

Several identical machines under one product

Booqable stores custom fields on the product, not on each unit. If you hold two 120T machines under one product, that product can only hold one link, so both contracts would show the same one. There are two fixes.

The first is one Booqable product per machine, such as "120T Unit 1" and "120T Unit 2". This works with the steps above but splits your availability count for the model.

The second keeps one product and adds a booking custom field. When you book a hire, you paste the link for the exact machine going out, which adds about ten seconds per booking. It prints on the contract and in emails like any other field, and it is accurate for the machine the customer receives.

Tell your mechanic a booking needs a pre-hire check

Booqable does not notify staff when you reserve a booking. You can build a notice yourself with a manual email template called Pre-hire check. It lists the booking number, customer, hire start and the condition report link for each machine. After you reserve a booking, open it, choose Send email, pick the template and send it to your mechanic. They open each link and record the run-up in HireCheck.

Booqable orders as hire orders (early access)

HireCheck can also read Booqable orders through Booqable's API. A reserved booking becomes a hire order in HireCheck with the customer, the dates and the matched machines, and HireCheck writes the condition report link onto the Booqable order. The hire order screen then lets staff check machines out and in with one customer signature.

You don't need it to use the links and reports above. They work with any Booqable account.

Questions