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A Hire Contract Quote is a proposal from you offering equipment for hire.
It outlines the costs, terms, and conditions of the rental, including details like the hire period, pricing rates, additional fees, and delivery/pickup terms. It serves as a formal offer and helps both parties understand the terms before finalising the contract.
Getting There
Hire Contract Quotes can be created via the Quotation section:
You can get there by heading to Records and then Quotations.
Navigation
The Quotation section is (as you would imagine) where you can manage all of your quotes, such as quotes for Equipment Deals, Hire Contracts, Jobs, Sales Orders, and Service Contracts.
You can create new ones with the Create New Quotation button.
Using the filter, you can search for any quotations listed.
You can see the revisions of a particular quote using the ellipsis (...).
You can also set its status.
Depending on the status of the quote, from the Action Tray, you can:
Print
Issue
Edit
Delete
Attach Documents
Create a New Hire Quote
As mentioned above, you can create a new quote with the Create New Quotation button.
You'll be greeted with the Create New Quotation window.
In the Quotation Editor, there are five quote types to choose from:
Equipment Deal, Hire Contract, Job, Sales order and Service Contract.
Each quote type has different field options to fill out. We will be looking at Hire Contract Quotes.
Select Hire Quotation from the drop-down list.
General Information
The General Information section contains all the Hire Quote information you want to add.
Quote Reference: This lets you tag any reference related to the quote; it isn't a generated identifier.
Customer Account: Select a Customer Account from the list.
Click the Account name to confirm your selection.
You'll also be able to create a new customer by clicking the Add button.
Alternatively, you can edit an existing customer by clicking on the Account Number. This will populate the address field.
Branch and Contract Type are pre-populated.
Hire Option: Option types allow you to set up different, chargeable nominal codes for the quote.
Click on the ellipse and select Hire Option, or click the Add button to create a new one.
Date of Quote: Click on the calendar and enter the date of the quote - the default is today.
Quote Valid Until: This section will populate based on the type of Hire selected.
Quote Template: Here, you can easily set up as many templates as you like. You'll notice that Service Geeni offers a standard template to get you started. This feature is useful when you need more than just the standard quote.
Work to be Carried Out: Here, you can simply add any useful information about the task, such as "Replace Lift Light Bulb".
Notes: This is a nifty field to add any useful information related to the task, such as "Tony needs early access to the service gate".
The Contract Period
The Contract Period section allows you to define the duration and terms of a contract. This includes setting when the contract starts, how long it will last, and what happens when it ends. You can also set renewal reminders and review points, which trigger notifications to manage the contract’s life cycle and ensure it's reviewed or renewed at the right times. It helps with the overall management of contracts to ensure they remain active, up-to-date, or end as needed.
Term Details
In Contract Term, you can choose between a Fixed Term or a Rolling Contract.
For both options, you’ll need to set a Contract Start Date. If you’re going with a Rolling Contract, that’s all you need to do. The contract will keep running and creating service jobs until someone chooses to end it.
Fixed Term: You set a specific duration (days, weeks, or months) for the contract.
Duration: You can set how long the contract will last, whether that’s in days, weeks, or months.
End of Contract
The expiry date is calculated automatically for you based on the Duration. After that, decide what you’d like to happen when the contract ends.
If you select Auto Reissue, the contract will renew at the end of the term.
You'll need to enter a Reissue Duration.
Once the contract expires, it will be automatically reissued for the reissue duration. If the reissue duration is not specified, the contract will be extended for an additional period equal to the original duration.
Off-Hire: This is the process where equipment is no longer in use and allows for the option to stop invoicing or continue. It also allows the user to indicate the site to which the equipment is to be transferred and triggers the collection process.
Rolling Contract: This will switch the contract to rolling after it expires.
Terminate: Choose this if you want the contract to expire when the term is up.
There’s also an option to set Renewal and Review points.
Renewal / Review Section
Review Point: This lets you decide when the contract should be reviewed after it starts. For example, if you set it to 3 months, you’ll be reminded to review it 3 months in. You can even set it to be recurring if you want regular check-ins, like every 3 months.
Review Interval: You can select the interval in which to schedule reviews of the contract. For example enabling the months flag entering "3" and entering the "Recurring" toggle will set the contract to needing to be reviewed every 3 months.
Invoicing Details
The Invoicing Details section is used to gather and configure all the information needed to generate and manage invoices for a particular transaction or contract. It ensures that the invoice is accurate, reflects the correct payment terms, and includes all the necessary details for both parties involved.
Invoice: Here you can select from:
Not Required
If you select this option, then no field is required for completing the Invoicing Details.
Fixed Price
If this is selected, you can add the fixed price in the Fixed Price Field.
Charge Per Equipment
The charge on the invoice will be broken down by charge per equipment.
Depending on what option you choose, the field options will change and will be auto-populated.
Arrears / Advance
Defines the payment timing. Arrears: Payment is due after the service or delivery has been provided. Advance: Payment is due before the service or delivery.
Select from Arrears or Advance.
Invoice Account Number: You can select the account number from the list via the ellipsis.
Site ID: Available if Charge Per Equipment invoicing has been selected.
Invoice To Site ID:
Determines whether the invoice is to be sent directly to the site associated with the service or equipment. This is often used in larger businesses with multiple locations.
Tick the checkbox if this is true and you want to invoice the site.
Invoice Date: Specifies when the invoice is being generated or when payment is due.
Fixed Price: You will only see this field if Fixed Price invoicing has been selected.
Invoice Address: The address to which the invoice will be sent. This could be a billing address, the client’s location, or the corporate headquarters.
Invoice Value: The total amount to be paid. This is the calculated value based on pricing options like fixed price or charge per equipment.
Order Ref: Links the invoice to a specific order or contract number. This helps identify the invoice in the context of a larger order.
Invoice Frequency: Determines how often invoices are generated for a service or product. This is essential for recurring services or subscriptions.
Here, you can select frequency from Monthly, Weekly, Annually, Half Yearly, Four Monthly and Quarterly.
Payment Terms: Specifies when the payment is due after the invoice date (e.g., net 30, net 60), outlining the agreed-upon time frame for payment.
Order Ref Expiry Date: Specifies when the order or contract associated with the invoice expires. This is used to determine the validity of the order for invoicing purposes.
Usage Days: Indicates the number of days the service or equipment was used, which is important when invoicing based on usage or time-based services.
Invoicing Notes: Any additional details or specific instructions related to the invoice, such as payment instructions, delivery terms, or specific client notes.
Break Clause Fixed value
The total fixed invoice value for all equipment is applicable if the break clause is triggered.
Break Clause
The charge is applicable when the contract is terminated before the contract end date.
Miscellaneous Charge
The Miscellaneous Charge section is designed to account for any additional charges that don't fall under standard invoicing categories. These charges are often one-off items, special parts, or other unforeseen costs that need to be added to an invoice. This section ensures you can handle these extra charges in a flexible and detailed manner.
Charge Options: This section defines when and how the miscellaneous charge will be applied to invoices.
In the charge options field, you can select a relevant option from the drop-down list:
Charge On All Invoices: The miscellaneous charge will be included on every invoice.
Charge On Next Invoice: The charge will appear on the next invoice, regardless of the timing of the standard billing cycle.
Charge On Next Invoice After Off-Hire: In the case of advanced billing, if an equipment item is off-hired before the next invoice is due, a collection charge invoice will be generated in the next invoice period.
Custom Date: The Invoice Date field is available.
Do Not Charge: This option can be selected if you decide that no additional miscellaneous charge should be applied.
Charge Value: This is where you enter the amount of the miscellaneous charge.
This ensures flexibility in pricing for items that don’t fall under standard pricing structures (e.g., one-off parts or special services).
For this field, you can enter the charge value. This will not be available if Do Not Charge has been selected.
Invoice Line Text: This field allows you to describe the miscellaneous charge on the invoice.
VAT: This field allows you to assign a VAT code to the miscellaneous charge.
This is useful for tax purposes, ensuring the charge is properly calculated and included in the total VAT.
VAT handling ensures compliance with local tax laws, especially if the charge is related to goods or services that require tax.
List of Hire Equipment
The List of Hire Equipment section is designed to manage and track the tools or equipment that are hired or rented for a specific job or task. This ensures that you can efficiently add, manage, and customise equipment on a contract or invoice.
If any equipment or tools are needed for the task, this is where you can add them.
Click the Select Equipment / Tools button.
This opens up the Select Hire Equipment window.
Then, select Existing Equipment or Catalogue Equipment
If you select Existing Equipment, you can select items from the list.
It's also possible to narrow down your search by selecting via the filter boxes (you can select a combination of these):
Show Equipment On Hire: Only shows equipment that is currently rented out.
Show Tools: Filters to display tools.
Available for Hire: Filters to show equipment that is available for hire.
The Equipment listed will display status depending on any relevant service and repair jobs in the system.
Catalogue Equipment: This setting will show you all of your catalogued equipment.
Locate the equipment, and click the tick box to select the item.
Now you have selected the equipment, click Save.
The Equipment details window will open, where you can view the items and edit their details once expanded via the arrow.
Date To Add To Contract: Specifies the date the equipment will be added to the contract.
Site ID: The site or location where the equipment will be used.
Rate Duration: This allows you to select the billing period (the Rate duration) for the equipment rental. Options include: Daily, Weekly, Four-Weekly, Monthly, Bi-Monthly, Quarterly and Annually.
End Date: This is the last date the customer is to be invoiced.
Status: Displays the current status of the equipment, such as “In Use,” “Available,” or “Under Repair.”
Hire Rate: The agreed-upon rate for renting the equipment, based on the selected duration.
Date Due Back: Equipment will no longer be associated with any invoices after this date.
Equipment Movement: Select from:
Move To Site Automatically (Now):
Option to move the equipment to the selected site automatically.
Move To Site Manually:
Allows for manual movement of the equipment to the site.
Excess Hourly Rate: Defines the rate for any additional hours beyond the standard usage period.
Invoice Frequency: Defines how frequently the equipment is invoiced (e.g., monthly, weekly, etc.).
Minimum Charge: The minimum charge is applied regardless of usage.
Weekly Predicted Clock Hours: The predicted number of hours the equipment will be used per week.
Additional Information: Clicking this will open a new window where you can add more specific details about the equipment or rental terms.
The Additional Information and Inspection Schedule sections provide more detailed control over the hire process, allowing for amendments and additional customisation related to the equipment.
Click View.
Additional Information
This section allows you to view and edit additional details about the hired equipment.
Here you can expand or collapse the section to view or hide detailed information. This is useful if you have multiple pieces of equipment and want to keep the interface clean.
Here you can edit and make changes to the equipment details. This could include changing the rate, hire duration, or updating other details about the equipment.
You can click Save when you are done.
Inspection Schedule
The inspection schedule tracks the maintenance and inspection of the hired equipment to ensure safety and compliance.
You can expand or update inspection information, add new inspections, or change dates and details as necessary.
Click Save.
The equipment selected has been added to your quote.
Here you can change the Status, add a new one or select a different Site ID by using the edit icons.
Tick Cross Hire: If the equipment is part of a cross-hire agreement. In a cross-hire situation, equipment is rented from another company, rather than from your inventory.
Ticked: Cross-hired item, which might affect how it's billed or tracked.
No Tick: Equipment is part of your internal inventory, and no cross-hire terms apply.
Auto Generate: This option automatically creates an inspection schedule for the equipment based on predefined criteria or settings.
For example, generate inspection dates based on the hire duration or equipment type, ensuring that the equipment is inspected regularly throughout the hire period.
View Additional Information and Inspections Schedule: These links allow you to view detailed information for both the equipment and the inspection schedule:
View Additional Information: Click here to see any extra details, notes, or specifications about the equipment (like usage instructions, specific maintenance needs, or special conditions of hire).
View Inspection Schedule: Allows you to access a detailed log of when the equipment was last inspected, when the next inspection is due, and any issues that were flagged during previous inspections.
Amend Details
The Amend Details option will open the details screen for the selected items.
It works in the same way as above.
Generate Inspection Schedule
Click the Generate Inspection Schedule button to create an inspection Schedule for the selected equipment.
Uplifts
The Uplifts section allows you to apply price increases or decreases to a contract or quote, either as a percentage or a flat rate. This provides flexibility in adjusting pricing based on specific terms, like contract duration or scheduled changes.
Here's a detailed breakdown of each option in the Uplifts section:
Click the Add Uplift button to begin. This opens an editor window.
Before we look at the other areas, let's look at the Price To Include field.
You can click on the ellipses to choose from various prices to apply either a percentage or a flat rate increase. You may select one or multiple prices to apply the increase to.
By entering the Adjustment % or a Flat Rate, the value is applied to all items selected.
Adjustment%: You can enter a percentage amount to adjust the price. For example, entering '10' will apply a 10% increase or decrease to the selected price(s). The values entered here will be copied down to all rows, and each can be edited individually.
Flat rate: You can enter a fixed value for the uplift amount. For example, entering '100' will either increase or decrease the selected price(s) by 100. The values entered here will be copied down to all rows and can be edited individually.
Once the values are set and items selected, click Add.
Next, you need to select the Adjustment Type, you can determine whether to Increase or Decrease prices.
There are then two Uplift Types to choose from:
At End of Contract: The uplift is applied only at the end of the contract period. This could be useful if you're anticipating a price adjustment after a certain contract term.
Scheduled: The uplift will be applied based on this specific schedule. For example, you could apply the uplift every 6 months or at specific milestones during the contract.
if you select Scheduled, you'll notice some more options appear.
Action Type: You can determine how you want the uplift applied.
Automatically: Will apply the uplift on the scheduled date.
Manual: Will raise a notification on the date the uplift is to be applied, and you will have to go into the contact and apply the uplift.
Apply Uplift After: This lets you select the duration after which the uplift can be applied. For example, selecting 'months' and entering 3/ will apply the uplift 3 months after the start of the contract.
You can select from Days, Weeks, or Months.
Uplift Apply Date: The date when the uplift will be applied, based on the Apply Uplift After setting.
Once your details are set, click Add. You'll see it appear in the area below.
This lets you add multiple uplifts to the profile. You can also edit an uplift via the Action Tray.
Next, you can choose to either Raise Quotation or Save as Draft
Raise Quotation
We have briefly covered the toolbar at the bottom.
Here you can Raise Quotation, Save As Draft or Cancel it altogether.
You can raise the quote by clicking the Raise Quotation button.
A notification will appear asking you if you are sure you want to raise the quote. Click Yes to continue.
The quote will open in a new browser tab, allowing you to print or download it.
You can now head back the the Service Geeni page where you created the quote, and a notification will ask what you want to do next:
From the Select Hire option
After clicking No, you are taken back to the Quotation Details page.
The quote status is set to Active, which means it is in progress.
Congratulations! You have raised a Hire Quote.
Hire and Branch Nominals
To add or change the Hire Nominals:
Navigate to the Hire option, which can be found in the Quotation screen.
In the Hire Option, you can change the nominals as you wish.
