Service Charge Budget Excel
Budget, levies, arrears & sinking fund for OMCs
- Budget in the 9 categories of the MUD Act, vs actual
- Levy per unit from the lease share or floor area
- Arrears aged 0–30 / 31–60 / 61–90 / 90+ days
One-off purchase – no subscription
Plant Hire Software Excel
Plant and tool hire management for Irish hire firms – fleet rates, hire contracts, 30-day availability calendar, off-hire checks, VAT and RCT, invoice and hire agreement
€69incl. VAT
Every machine, every contract – who has it, when it comes back and what to charge
10sheets
60machines · 500 hire contracts
0macros
- Fleet register with day, week and 4-week rates, deposit, excess hour rate, fuel, hour meter and service interval
- Hire contracts from booking to off-hire: on-hire date, off-hire called, collected, charge days on working days (Irish public holidays) or calendar days
- 30-day availability calendar per machine with double-booking detection and free machines per day
- Off-hire checks: engine hours, fuel, cleaning and damage – with the damage waiver excess applied automatically
- VAT per contract: 23%, 13.5% for listed machines hired with an operator, or reverse charge for principal contractors under RCT
- Utilisation and revenue per machine, service due by engine hours, thorough exam reminders, A4 invoice, hire agreement and dashboard
STARTSETTINGSFLEETCUSTOMERSHIRESOFF-HIRE CHECKSCALENDAR 30 DAYSINVOICEHIRE AGREEMENTDASHBOARD
Found an error in the template? We'll fix it – or refund you.
Plant hire software in Excel – without the monthly subscription
Enter your fleet and rates once, then log each booking. The workbook works out the status, the charge days and the cheapest mix of day, week and 4-week rates, flags double bookings and overdue off-hires, adds the off-hire charges and applies the right VAT code.
Most small plant and tool hire firms in Ireland run on a whiteboard, a diary and a spreadsheet that only one person understands. A mini digger gets promised to two customers for the same Monday, an off-hire phoned in on Friday is not noticed until the invoice goes out, the excess hours and the half-empty tank are forgotten, and nobody is sure whether an operated excavator for the main contractor should carry 13.5% VAT or none at all.
This workbook gives you the core of plant hire software in Excel. The fleet register holds the rates, deposits and hour meters; each hire contract runs from booking to off-hire with charge days on working days (a weekend counts as one day, Irish public holidays excluded) or calendar days; the 30-day calendar shows every machine day by day with double bookings in red; the off-hire check adds excess hours, refuelling, cleaning and damage; and the invoice and hire agreement print on A4 – with utilisation and revenue per machine on the dashboard.
Without a template
- Double bookings found when the customer is already waiting at the yard
- Off-hires phoned in and forgotten – the hire keeps running on paper
- Excess hours, fuel and damage not charged at off-hire
- Unsure which VAT applies to operated hire for a principal contractor
With ExcelGrand
- A 30-day calendar per machine with 2× marking every overlap
- 'Off-hire called' stops the charges; overdue contracts turn red on the status date
- An off-hire check per contract that puts every extra on the invoice
- An automatic VAT code per contract – S, R (13.5% listed machines with operator) or RC (reverse charge)
What's in the file
START
Key figures, quick links and a step-by-step guide.
SETTINGS
Hire company details, VAT rates, chargeable-days basis (working or calendar days), week and 4-week rules, damage waiver % and excess, refuelling and cleaning charges, credit terms, warning windows, plant categories, fuel prices (marked gas oil flagged), VAT codes, Irish public holidays, hire terms and the rules checked with source and date.
FLEET
Up to 60 machines: ID, category, fleet status, day / week / 4-week rate, deposit, excess hour rate, included hours, reduced-VAT flag, fuel, tank, hour meter, service interval, lifting equipment and next thorough exam – with status now, free from, next booking, service and exam status, utilisation, revenue, revenue per hire day and payback.
CUSTOMERS
Up to 150 customers: trade account, principal contractor (RCT) or cash customer, VAT number, contact, credit terms, standard discount, deposit waived and own insurance valid until – with hires, on hire now, revenue and overdue invoices.
HIRES
Up to 500 hire contracts: customer, plant, on-hire and expected off-hire, off-hire called, collected, delivery, transport, operator, hour meter and fuel out, damage waiver, deposit, site / PO, agreed price, discount – with status, charge days, hire charge, waiver, off-hire charges, VAT code, VAT, total, balance, invoice and payment status and checks.
OFF-HIRE CHECKS
Up to 500 return inspections: date collected, days late, hour meter, excess hours, fuel level and litres to refill, cleaning, damage with the waiver excess, lost items and who checked it.
CALENDAR 30 DAYS
Every machine day by day for 30 days from any start date: on hire, booked or double booked, weekends and public holidays shaded, plus machines on hire, booked and free per day.
INVOICE
Printable A4 invoice for any contract: hire, discount, damage waiver, transport, operator, excess hours, refuelling, cleaning, damage and other charges, VAT or the reverse-charge line, deposit, balance, due date and bank details.
HIRE AGREEMENT
Printable A4 hire agreement and delivery note: hire company, hirer, plant, thorough exam date, marked-fuel warning, rates, waiver, deposit, hire terms, handover and off-hire check, and signatures.
DASHBOARD
On hire now, utilisation, revenue this year and checks to resolve, with charts for revenue per month, utilisation per machine, the next 30 days and revenue by category.
Take a look inside
Specifications
Format.xlsx
RequiresExcel 2016+ / Microsoft 365
Sheets10
Capacity60 machines · 150 customers · 500 hire contracts · 500 off-hire checks
Rates and VATDay / week / 4-week rates · VAT 23% / 13.5% / reverse charge – all editable
MacrosNone
Who is it for?
- Plant hire companies
- Tool hire shops
- Contractors hiring out their own plant
- Agricultural and groundworks contractors
- Office staff doing the hire invoicing
Frequently asked questions
How do I keep track of rental equipment?
Give every machine an ID and record each hire as one line: who has it, when it went out, when it is due back, and when it was called off and collected. In this workbook the status of each machine, the next booking and a 30-day calendar are worked out from those lines, so you can see at a glance what is out, what is overdue and what is free.
How do you calculate plant hire charges?
Count the chargeable days – on working days a weekend counts as one day and public holidays are skipped – then apply the cheapest mix of 4-week, week and day rates. Add damage waiver, transport, an operator if supplied, and the off-hire charges for excess hours, fuel, cleaning and damage. The HIRES sheet does all of this per contract.
What VAT rate applies to plant hire in Ireland?
Hire of any machine without an operator is at the standard rate (23%). With an operator, Revenue applies the reduced rate (13.5%) only to listed machines such as excavators, diggers, bulldozers, rollers and compactors; other plant with an operator is at the standard rate. Where operated plant is hired to a principal contractor under RCT, the reverse charge applies and the principal accounts for the VAT. The workbook sets the code per contract and lets you override it.
Do I need plant hire software, or is Excel enough?
For a small fleet Excel is often enough if it does the checking for you. This workbook handles bookings, double bookings, off-hire checks, VAT, invoices and utilisation with no subscription. If you run several depots, need online booking or GPS tracking, dedicated hire software is the better fit.
Can I use green diesel in hired plant?
Marked gas oil (green diesel) carries a reduced rate of tax for use other than as a propellant in a road vehicle – for example in construction equipment and generators. Using it in, or keeping it in the tank of, a road vehicle is an offence. The workbook flags marked fuel on the hire agreement; if a machine is driven on public roads, check with Revenue which fuel it may use.
Does it track thorough examinations and servicing?
It reminds you. Each machine has a service interval in engine hours and the workbook estimates when the next service falls due from actual use; lifting equipment carries its next thorough exam date and a contract is flagged if the exam falls due during the hire. Keep the full examination records (reports, defects, weekly checks) in a lifting equipment register.
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Plant Hire Software Excel
Plant and tool hire management for Irish hire firms – fleet rates, hire contracts, 30-day availability calendar, off-hire checks, VAT and RCT, invoice and hire agreement · €69
Plant hire software in Excel for Irish hire companies
Plant hire software in Excel gives a small hire firm an equipment rental tracker, a tool hire spreadsheet and a booking calendar in one file: hire contracts with on-hire and off-hire dates, charge days on working days, double-booking checks and utilisation per machine – without a monthly subscription.
Use it as an equipment rental spreadsheet for mini diggers, dumpers, telehandlers and access platforms, as a plant hire template for hire agreements and delivery notes, or as a hire register that works out the VAT – 23%, 13.5% with an operator, or the RCT reverse charge – and prints the invoice.
Plant Hire Software Excel€69