You can convert a quote to a contract or start your process from Contract stage. Contracts allows you build pricing for your Clients, using pre-populated set Rates, whilst also allowing you to customise contracts to specific projects.
You can email your Client the completed contracts, allowing them to Sign & Accept at a touch of a button. Keeping the process seamless & paper free.
Please Note: It is only possible in the Contract stage to assign individual available assets. In the Quote stage, assets remain general Type and Subtypes only.
Click the button to skip ahead to:
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Enter Contract Details
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- The Contract Details page will appear.

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- Contract No: Will be autogenerated
- PO No: (Optional)
- Status: The Status of the Contract will change as you take contract through the process
- Division: (Optional)
- *Start Date: Start date of Hire
- *End Date: End Date of Hire Period. If you do not know the expected end date, you can push date out as required
- Salesperson: Add from Dropdown
- Notes: Entries into Notes appear on the Hire Calendar. A great place to add information handy to see at a glance, for example the Clients Job Name & Number
- Discount: If a discount has been applied to a client it will appear here. You can override the Discount for each Contract
- Damage Waiver: Select whether you would like to include a Damage Waiver. The damage waiver percentage can be customised on a contract-by-contract basis
- *Client: Select from dropdown - Clicking on +Add Client allows you to quickly add a company name, you will need to go back into Clients and complete the full set up
- *Contact: Select from Dropdown - Clicking on +Add Contact allows you to add all contact details for new contact, linking them to this Client
- Site Address: Enter in site details - Find address is available for ease of entry
- Time Zone - This will default to the company set timezone, use dropdown to change. Ensure that the timezone is selected in line with the site address. This will effect stand downs & tracked hours if incorrect.
- Save contract!
Please Note: Fields with a * are required to fill.
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Add Assets to Contract
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Once the contract details have been saved, you will now have the option to add assets, labour & other, effectively building onto the total of the contract.
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- Click on add asset
- Choose the asset type & select specific Asset - If this asset is not available for hire during this selected period, a red warning box will pop up and the system will not allow you to choose it when already booked.
- The start & end dates will come across from the detail page
- These can be manipulated to suit the dates the individual asset is required. You will not be able to add an asset outside of the dates on contract detail page
- Ticking attachments allows you to link an attachment to the asset
- Rates will come into contract as per your rate setup. (You can override these if required)
- Select type of unit rate & required information
- If Wet Hire, tick the box, this will bring up related field boxes
- All the pricing for this asset will collate at the bottom of the page
- Click Save
- Click on add asset to continue adding assets to build your contract
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Bulk Actions
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Use Bulk Actions to make changes to all or selected contract items.
- Select the contract items, or clicking on the top square will select all
- Select the required bulk action from the dropdown options
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Approve |
Will bulk approve all unapproved contract items |
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Un-approve |
Will un-approved selected contracts items |
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Edit Hire Period |
Make changes to the contracts item dates.
Please note: Changes cannot be made outside of the dates on the main details page.
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Adding Labour to Contract
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- Here you have the option to use existing or custom
- Use exisiting, will drop down options built in rate setup
- Selecting custom allows you to add in a labour item for this particular contract. This labour item will not be saved into rate database for future selection
- Manipulate the dates, rates and the number of items as required
Use bulk actions as per above to make changes to more than one item at a time
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Adding Other Items to Contract
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- Here you have the option to use existing or custom
- Use exisiting, will drop down options built in rate setup
- Selecting custom allows you to add in an other item for this particular contract. This other item will not be saved into rate database for future selection
- Manipulate the dates, rates and the number of items as required
- Save as you go
Use bulk actions as per above to make changes to more than one item at a time
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Once you have added all assets, labour & other items to contract, the contract details tab will give you the total price of the contract.
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View / Email Contract Individually
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When you are happy with your contract, you can now view & send the contract to your client for approval
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- Click on View/Send Contract
- Go to View / Email Contract below
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Email Multiple Contracts
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It is possible to email multiple contracts at once.
Please Note: This is only possible when sending to the one client.
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- Tick required contracts
- Click on email
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View / Email Contract
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- Select required email template from the dropdown
- Enter email address - It is possible to add static emails into Email Templates
- Ensure you hit enter or tab - The email address will need to be boxed in purple
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Adding Attachments to Emails
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- Select the required contract template from the dropdown options
- If you have selected multiple contracts, select a template for each
- Once templates have been selected you can view PDF.
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- Additional files - Attached required
- Once files are attached you can View PDF
- Click 'back'
- Click 'send to email'
- The status will automatically change to 'sent to client'
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Client Acceptance & Convert to Contract
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- The client will receive the email with the option to click to accept

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- This will take them to FleetHire client portal to accept hire contract.
- They can then sign & accept

- The status on your contract will automatically change to accepted, once your client pushes the button.
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On Hire
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Please Note: Once accepted, the contract needs to be manually changed to On Hire. This phase is not automated - giving you the opportunity to oversee and double-check the correct assets are allocated to Contract
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Stand Downs
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Once contract becomes On Hire, the stand downs tab becomes available.
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- Choose a start and end date (24 hour date range)
- Select a reason from the drop down - This will populate into the hire calendar
- Add any necessary notes
- Select asset to be stood down
- Use pro rata or add your own reduction price.
- Tick approved (only users with administration access can approve stand downs)
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Please Note: Stand downs are set in Company/Hire Settings - Monthly stand downs allowed
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Condition Reports - On/Off Hire Records
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View/Send Condition Report Individually
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- Go to condition report
- Click on send/view condition report
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- Go to email condition report
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View/Send Multiple Condition Reports
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It is possible to email multiple condition reports at once.
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- Tick required condition reports
- Click on email
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View / Email Condition Reports
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- Select required email template from the dropdown
- Enter email address - It is possible to add static emails into Email Templates
- Ensure you hit enter or tab - The email address will need to be boxed in purple
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Adding Attachments to Emails
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- Select the required condition report template from the dropdown options
- If you have selected multiple condition reports, select a template for each
- Once templates have been selected you can View PDF
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- Additional files - Attached required
- Once files are attached you can View PDF
- Click 'back'
- Click 'send to email'
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