AI for plant hire, from first enquiry to off-hire.
Plant hire runs on speed. The first company back with a price and availability usually wins the job. We build AI that quotes, books and chases for hire companies, so nothing waits for the office to open.
What can AI run in a plant hire business?
The hire desk's repetitive work: quoting from your rate card, checking availability, taking bookings at any hour, the paperwork at on-hire and off-hire, and chasing the invoices afterwards. A person stays across all of it and handles anything unusual, with the details already gathered.
Hire is a rhythm business. The same cycle runs for every machine: enquiry, quote, booking, dockets, off-hire, invoice. When the office does every step by hand, the cycle only moves during office hours, and the customer who rang at six in the evening has hired from someone else by eight. We build from our Ardross base in Perth for hire companies across WA and Australia-wide.
What does the hire cycle look like with AI behind it?
The same cycle, without the waiting. Enquiries get answered at any hour, quotes come off your rates in minutes, bookings check availability before they confirm, dockets get filed as they happen, and off-hires and invoices are chased on time, every time. Your team oversees it instead of typing it.
| Step | Before | After |
|---|---|---|
| Enquiry | Waits for the office to open | Answered at any hour, details gathered |
| Quote | Typed up when someone is free | Prepared from your rates, ready to check and send |
| Booking | Phone tag to lock it in | Booked online, availability checked, no double-ups |
| Pre-starts and dockets | Paper forms chased later | Captured and filed as they happen |
| Off-hire and invoice | Chased when someone remembers | Logged, confirmed and followed up on time |
A hire company's worst competitor is its own closed office. The machine was available, the customer was ready, and the job went to whoever answered first.
What did this look like at a real hire company?
At PSG Plant Hire, a WA company hiring machinery to mining, we built online booking with AI handling the quotes and the schedule behind it. Customers reserve equipment around the clock, quotes go back in minutes rather than hours, and the schedule stays clean without manual juggling. Since the system went in, about 40% of bookings now land outside office hours.
What stays with your people?
The calls that need judgement: condition disputes and damage calls at off-hire, pricing exceptions, credit decisions and the customers who need a human conversation. The automation clears the routine cycle so your experienced people are free for exactly those calls, instead of re-typing rates all day.
Do you own what we build?
Yes. You own everything we build. Fixed price or monthly, no lock-in. It runs on your side, works with your systems, and stays yours whether or not we ever do another job together.
How we build it
No big-bang project. We start with the job that pays back fastest and grow from there.
We learn how you hire
Your fleet, your rates, your paperwork and where the hours go. A short, honest look that works out what is worth automating first and what is not.
We build the first piece
Usually quoting or bookings, whichever is costing you more, built around your actual rate rules and live in weeks rather than months.
Your hire desk stays in charge
The desk sees every quote and booking as it happens, and anything unusual lands with a person, details already gathered.
We extend it down the cycle
Once the front of the cycle is running, we add dockets, off-hire and invoice chasing, until the whole rhythm runs itself. You own all of it.
Common questions
Our rates are complicated. Can it still quote?
Yes. Wet and dry rates, transport, minimum hire periods, weekend loadings: if a person can explain how you price, we can build the automation around those rules. The genuinely odd requests go straight to your people, details already gathered.
Can it double-book a machine?
No. The automation checks availability before it confirms anything, and the schedule updates as bookings come in, day or night. That is the same job your hire desk does by hand, done every time without the juggling.
Will it work with our hire software and spreadsheets?
Yes. We build around what you already run, whether that is hire software like inspHire, spreadsheets, MYOB, Xero or a mix of all of them. Your team keeps working the way they know, with the repetitive parts handled. The same build suits a three-machine yard or a big fleet: larger companies just start with one desk, prove the number, then grow.
What happens to our data?
Your rates and customer data stay in your own systems and accounts. We build on OpenAI, Anthropic and Microsoft models under business terms, which means your data is not used to train public models. The full detail is on our security page.
Updated 6 July 2026
Related
How much hire walks out the door after five o'clock?
Tell us how your hire desk runs today, and we will show you what could quote, book and chase itself, in plain language, with no pitch.