Every hire item,
certified and accounted for.
From construction plant to power tools, every item you hire out needs current certification, a documented handover and a record of who had it. QR-Inventory turns each item into a self-evidencing record — certificates, manuals, inspections and emergency support, one scan away.
Telehandler — 4.0 t rough terrain
Trusted by plant hire, tool hire and specialist rental operators
The asset leaves the depot. The liability doesn't.
Hire and rental businesses carry a documentation burden that scales with the fleet. Every item needs current certification, a maintenance record and a safety handover — and every one of those obligations follows the asset onto a site you don't control. When a customer disputes damage, an insurer asks what condition the item left in, or an inspector asks when it was last examined, a paper file at the depot isn't evidence — it's a liability. Spreadsheets don't survive an audit.
Mapped to the hire lifecycle.
Certification in date, documentation in the customer's hand, and a condition record at both ends of the hire. Here's where QR-Inventory does the heavy lifting.
Nothing goes out of the gate out of date
Hold safety certifications, compliance inspections and maintenance records against the item itself. Schedule LOLER thorough examinations and PUWER inspections, capture the certificate of thorough examination, and let the system block or flag anything whose paperwork has lapsed before it is hired out again.
The handover pack, on the machine
Instruction manuals, operating guides, safety procedures and emergency contacts live on the tag, so the customer has them at the point of use rather than in an email they can't find. Fewer calls to your office, and a documented record that the information was issued.
Certification & compliance
Safety certifications, compliance inspections and maintenance records held against the item, current version first.
Instruction manuals
Operating guides, safety procedures, troubleshooting notes and safety videos, downloadable on the customer's own phone.
Emergency support
Technical support numbers, service centres and out-of-hours contacts on the tag, so a breakdown on site doesn't become a lost day.
Maintenance tracking
Service intervals, usage and inspection schedules per item, with reminders that protect both safety and utilisation.
Customer access
Rental terms, safety requirements, return procedures and specifications reachable without a call to your office.
Hire-to-return audit trail
Condition photos, custody, usage and feedback captured at both ends of the hire — the whole chain in one place.
QR-Inventory produces the defensible record that proves your inspections, examinations and handovers happened. It does not, by itself, make a fleet compliant — examinations must be carried out by a competent person, and the scope and frequency for each item should be confirmed with them.
An unbroken record, written as it happens.
Nothing is editable after the fact. Every examination, handover, defect and return is appended, attributed and sealed — so the history you produce in a damage dispute or an insurance claim is the history that actually happened.
Tamper-evident by design
Each entry is hashed and chained to the last. Any alteration is detectable.
Time-stamped & attributed
Who, what, where and when — captured automatically at the point of scan.
Defensible in any dispute
Export a complete, signed evidence pack for a single item, a contract or the whole fleet.
Certificate of thorough examination
Every hire, every return, every certificate — findable in seconds.
Track each item from hire to return with a complete audit trail. Condition, custody, usage patterns and customer feedback are attached to the asset, and a certificate is superseded — never deleted — when a new examination is recorded.
- Auto-generated inspection and examination records, versioned
- Defect → ticket → repair loop, closed before the next hire
- Condition photos captured at handover and off-hire
- Bulk evidence-pack export for insurers, customers and auditors
Tag it. Hire it. Prove it.
The item becomes the front door to its own documentation — for your team at the depot and your customer on site.
Tag & document
Apply a durable, tamper-evident QR tag to every item in the fleet, then load its certifications, manuals, safety procedures and support contacts once.
Hire out
Record the pre-hire inspection and condition photos at handover. The customer scans the same tag on site for manuals, certificates and emergency support.
Prove
Off-hire against the same record, close out any defect, and produce a complete history of who had the item, when, and in what condition.
Built for fleets that go out and come back.
Heavy plant, heavy scrutiny.
Manage excavators, telehandlers, cranes and heavy machinery. Customers get instant access to operator manuals, examination certificates and emergency support for complex equipment — without calling your depot.
- Thorough examination and inspection scheduling
- Operator manuals and method statements on the tag
- Condition photos at hire and off-hire
- Offline scanning on remote sites
Small items, high turnover.
Streamline rentals of drills, saws, breakers and generators. Trade and retail customers get instruction manuals, safety guidelines and maintenance history from a single scan.
- Fast hire and off-hire by scan
- Instruction manuals and safety guidance
- Service intervals tracked per item
- Event and specialist kit in the same register
Compliance that travels with the asset.
Track commercial vehicles, plant machinery and specialist equipment. Customers can reach operator requirements, insurance documentation, calibration certificates and maintenance records wherever the asset is working.
- Insurance and operator documentation held on the asset
- Calibration and examination certificates
- Chain of custody across depots and sites
- Service history that follows the machine
One standard across every branch.
Run multiple hire locations from centralised documentation, so every branch offers the same customer experience and the same evidence trail — with reporting by depot, region or contract.
- Centralised documentation across branches
- Consistent handover pack everywhere
- Depot-level fleet and compliance dashboards
- Complete audit trails for insurers
One subscription. The whole fleet.
Every plan includes unlimited inspections, the immutable audit trail and certificate management. You scale by assets and people — not by feature paywalls.
- Up to 250 assets, 5 users
- Inspections, certificates & audit trail
- £59 / month if billed monthly
- Up to 5,000 assets, unlimited users
- Ticketing, training, PPE & evidence packs
- £239 / month if billed monthly
- Unlimited assets, SSO / SAML & SCIM
- API & ERP/CAFM integrations
- Bespoke builds for non-standard operations
All prices exclude VAT. Compare plans in full →
Enterprise controls. Public-sector grade.
The record is only as valuable as it is trustworthy. QR-Inventory is built to satisfy procurement, IT and audit from day one.
Immutable audit log
Append-only, hash-chained events that cannot be altered or back-dated.
Role-based access
Granular permissions by depot, contract and asset class. Least-privilege by default.
SSO & SAML
Connect your identity provider — Microsoft Entra, Okta or Google Workspace.
UK data residency
Data hosted in the UK, processed in line with UK GDPR.
Open API & exports
Your data is yours. Sync to your ERP/CAFM or export in full at any time.
Backups & uptime
Continuous backups and a 99.9% uptime commitment on Business plans and above.
Equipment and tool hire, answered.
How do customers access equipment documentation?
What types of documentation can I upload?
Can I track equipment maintenance and service?
How does this help with customer support?
Is this suitable for large equipment rental companies?
What about equipment with complex certifications?
One system of record for everything you're a duty-holder for.
Fire door compliance
QR-tag every fire door for Regulation 10 quarterly and annual checks, with self-closer results and photo proof.
Fire door compliance softwarePPE and training compliance
Verify training and prompt for the right PPE before anyone takes a dangerous machine off the rack.
PPE and training complianceFacilities management
One register for plant, machinery and equipment across the estate — servicing, certificates and spend together.
Facilities management softwareMake your next damage dispute a non-event.
See how QR-Inventory keeps every hire item certified, documented and accounted for — in a 30-minute walkthrough with our team.