Get your site team working
with Hirentra.

Get access to the right company and site

1. Agree who is responsible for the pilot and obtain company approval to use its project records.
2. Have an authorised colleague arrange your account access and site assignment. Sign in using your own account and complete any required verification.
3. Check that the displayed company, role and site are correct. If a site is missing, ask the person managing access to check your assignment.
4. Prepare the opening hire list: supplier, equipment identifier, site, hire dates, agreed rates and PO reference where applicable. Have supporting documents ready.
5. Use the available import or entry workflow with an authorised user, then check the opening list against the equipment and supplier records.

Ready when: the manager can access the pilot site and the opening list has been checked.

Record the delivery and its evidence

1. Select the receiving site and use the delivery/receive workflow available to your role.
2. Identify the supplier and equipment. Check the asset identifier against the delivery document and item on site.
3. Record the actual delivery details required by the form. Check any scanned or imported information before confirming it.
4. Attach clear evidence: the delivery ticket, equipment identification and condition, as applicable.
5. Confirm the record and check that the item appears at the correct site.

Ready when: the correct item, delivery details and evidence can be found in the site record.

Keep location and hire records current

1. Review the site's active hire items and investigate equipment that cannot be located.
2. When equipment moves to another site, use the transfer workflow available to your role and record the correct destination and movement details.
3. Check that the resulting location record agrees with the physical movement.
4. Review missing details, evidence and outstanding actions with the manager. Use the incident workflow where appropriate for damage or other incidents.

Track the off-hire through to collection

1. Identify the correct hire item and use the off-hire request workflow available to your role.
2. Follow your company's supplier notification process and retain the off-hire confirmation or reference.
3. Monitor outstanding collections. Equipment awaiting collection still needs operational attention.
4. When the equipment actually leaves, record the return/collection using the available workflow and attach collection or condition evidence.
5. Have the commercial team compare the supplier's charged hire period with the retained dates and evidence.

Ready when: the request, supplier confirmation and actual collection/return are traceable.

Check the site and review commercial exceptions

1. Use the Weekly Check workflow to compare the recorded equipment with what is physically on site.
2. Investigate missing items, unrecorded deliveries, transfers and outstanding collections.
3. Pass supplier-document and charging exceptions to the authorised QS/Commercial user for the commercial review.
4. Keep potential discrepancies separate from confirmed credits or agreed corrections.
5. Record the time taken for the review and the support needed during the pilot.

Review the evidence behind hire charges

Use the commercial tools available to your role and company plan. Start with the supplier record and the site's retained evidence, then investigate differences.

1. Check the supplier and period. Identify the invoice or statement, the relevant site and the hire items being charged.
2. Compare rates and dates. Check the agreed rate basis and hire period against delivery, off-hire confirmation and return/collection records.
3. Check references and evidence. Review the PO reference where used, delivery documents and any supporting photos or collection confirmation.
4. Investigate exceptions. Discuss unexplained charges or missing records with the site manager and supplier. Retain the supporting information and the outcome.
5. Separate potential from confirmed. A suspected discrepancy is not a saving. Record confirmed credits or agreed corrections separately.

Ready when: reviewed exceptions have supporting evidence and a clear follow-up owner.

Explore Hirentra Commercial Control →

Maintain Site Progress and review the portfolio

Manager / authorised progress user

1. Open Site Progress and select the correct site. Check the Overview and last progress update.
2. Use Work Packages to check the scope, total quantity, unit and programme information. Record measured completed quantities through the authorised workflow.
3. Use Working Areas to organise the physical locations of the work.
4. Open Progress Plan, select the relevant drawing and use the existing markup and linked photo-evidence workflow.
5. Maintain explicit package forecast dates where authorised. Review blockers and variance before issuing a weekly position.
6. Use the weekly reporting workflow to freeze and issue the reporting position, review the PDF and retain the issued revision. Check that the intended plans and evidence are included.

CEO / Directors

Open Portfolio Progress to review authorised sites, actual versus planned progress, reporting freshness and forecast exceptions. Drill into the sites that need attention and discuss the underlying work packages with the manager.

Read variance as, for example, “2.1 points behind plan”. Check the reporting date before treating a position as current.

Your six-week pilot

Use one agreed live site, an accountable manager and a defined purchasing decision-maker. Agree the scope, dates, intended subscription and success measures before the start.

Start the six-week clock when access, opening data and initial training are ready.

Common questions