Equipment hire spreadsheet: run your equipment hire business from one Excel file

The Equipment Rental Management System is an all-in-one equipment hire spreadsheet for tool hire, plant hire and equipment rental companies. Track sales and VAT, chase unpaid invoices, run your stock take, plan the staff rota, keep on top of daily checks, certificates and risk assessments, and see your profit on a live dashboard. It costs £15 once, with no subscription and no app, so you keep your own data in a file you already know how to use.

Why equipment hire business owners choose a spreadsheet over an app

• One-off £15, not a monthly fee
• Works offline in Excel you already own, or in Excel online with your team
• Your data stays in your file, not on someone else's platform
• Fully editable: add your own checks, stock items, hazards and categories

Built for tool hire

• Daily, weekly and monthly checks: opening checks completed, closing and lock-up checks completed, returned equipment inspected and logged, customer handover and safety briefing given, fuel and oil levels checked on hired kit and more, each showing Up to date, Due soon or Overdue.
• Compliance register with renewal reminders: lifting equipment examination (hired kit), hire terms and conditions reviewed, equipment and tools insurance, vehicle insurance and roadworthiness test, electrical installation report (EICR), plus insurance, fire risk assessment, extinguisher service and PAT testing.
• Equipment hire business risk assessment template: 7 pre-filled hazards with likelihood × severity scoring, Low/Medium/High ratings, controls and 12-month review dates.
• Stock take spreadsheet: pre-loaded with spare blades and chains, 2-stroke and engine oil, sanding sheets, PPE for hirers (goggles, ear defenders) and more, showing usage, stock value and reorder alerts.
• Staff rota template: weekly shifts, hours and wage cost.
• Operations tracker: revenue, costs and gross profit on every line, with "due back" reminders.
• Key figures for your industry: rental days, average daily rate achieved, repair costs, gross margin.

Money and admin, done for you

• Sales and VAT: net, tax and gross on every sale, at your own tax rate
• Invoice tracker: Paid, Open and Overdue status, with days overdue
• Debtors report: aged debt (1–30, 31–60, 61–90, 90+ days) and a "chase these first" list
• 12-week cash flow forecast with shortfall warnings
• Quarterly VAT summary: tax charged, tax reclaimable, net to pay
• Profit and loss: yearly and month by month, plus budget vs actual
• Pricing calculator for your target margin
• Expenses, staff hours, customers, suppliers, assets and maintenance logs

Dashboard

A one-page equipment hire business dashboard with income, costs, net profit, margin, unpaid and overdue invoices, industry key figures, reminders, cash position, a compliance score (checks up to date, certificates in date, high risks, items to reorder) and month-by-month charts.

Works for you, wherever you are

• 5 languages: English, Spanish, French, German and Portuguese
• 25 countries and currencies, for example £, €, $, ¥, kr and R$, with the symbol in the right place
• Excel 2016+, Microsoft 365, Excel for Mac and Excel online. No macros.
• Formulas protected against accidental changes, and you can unprotect with no password

What you get

• Equipment Rental Management System (.xlsx), 24 working sheets
• Example data to show how it works, easy to delete
• Start Here guide inside the workbook

FAQ

Is this equipment hire business spreadsheet a one-off payment? Yes. It costs £15 once. There is no subscription, no app to install and no monthly fee. You keep the Excel file and all of your data.

Does it work in Excel for Mac, Excel online and Microsoft 365? Yes. It works in Excel 2016 or later on Windows and Mac, and in Excel for the web. Save it to OneDrive or SharePoint and your team can edit it at the same time.

Can I use it outside the UK? Yes. Choose from 25 countries and the currency symbol updates everywhere. Labels, lists and results switch between English, Spanish, French, German and Portuguese.

Does it calculate VAT? Yes. Set your VAT, GST or sales tax rate and it works out tax on every sale, plus a quarterly summary of tax charged, tax reclaimable and net tax to pay. Always check figures with your accountant before filing.

What equipment hire business checks and records are included? 11 ready-made checks such as opening checks completed and closing and lock-up checks completed, a compliance register with renewal reminders, 7 pre-filled risk assessments, a weekly rota and a stock take. You can edit or add your own.

Is there example data? Yes. Example rows show how everything works and fill the dashboard. They are marked 'Example' so you can delete them before you start.