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Invoicing your fleet has never been easier

Where your Fleet Managers and Billing Team join forces

Get invoicing designed to draft both short/long-term or cash payment jobs with assets, stand downs, billable items and recorded charges pre-filling into your next invoice.
Try an invoicing system designed to draft both short/long-term or cash payment jobs with assets, stand downs, billable items and recorded charges pre-filling into your next invoice.
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Converting StayOnHire projects into invoices
Trusted by industry leading companies

Take control of your

  • recurring invoices
  • stand downs
  • transport costs & charges
  • damage charges
  • SMU based billing
  • digital payments
The craziness of trying to organise an invoice

Capture all billable items, across all jobs, every time

Implement a system that's easy for you team capture, track and charge outstanding billable items

Sync your accounting system accounts, tax rates, items, payments and more

Pre-fill draft invoices with items due

Create structure to help your teams deal with complex, fast-changing job conditions

For invoice jobs that are as dynamic as your calendar

Let you office and field staff plan and capture key information that filters into your invoicing

Build recurring payment terms or simply cash on delivery

Auto-populate invoices with your calendar's on hire data

Reduce lost time copy and pasting asset information into invoices

How StayOnHire's calendar feeds into invoices

Build simple processes for complex calendars

Help your team refine their efficiency, monitoring and conversion of customer invoices

Visualise invoice and all assets that should be billed

Send invoices for digital acceptance and payment

Take cash or cad sales and reconcile them in realtime with your accounting integration


Easier billing for your entire team

Make the process of capturing billing information easy for all staff and let StayOnHire remind you with pre-filled invoice rows, prompts and reminders for all outstanding billable items.

How StayOnHire's calendar canvas behaves
execute a dynamic schedule

No matter what the day brings, changes to your planned jobs will get reflected in real-time to job invoicing

Invoice for 'planned or actual' on hire dates depending on the job's requirements

Visualise changes to the plan as they happen

Gauge at a glance the billing across all of your jobs

An illustration of billable hire items being inserted into aniPad
record BILLINg information

Help your team accurately capture and record key billable events and data to invoice your customers with

Structure billing information when collected from both the office and field

Keep things simple and easy for all staff to use

Collect from tablets or mobile devices

set a billING cycle

No matter how complex your billing schedules, split your jobs into invoices that suit your invoicing needs

Recur invoices by day of the week, date of the month, duration of hire and more

Set defaults per customer account

Produce draft invoices on a recurring schedule based on your billing preferences

From civil construction companies:
"I'm loving using the StayOnHire program and am finding the ease of functionality the best feature!"
Operations Administrator at Red Dust Holdings
get PROMPTS & reminders

Never miss a billable item on a job or hire

Prompts for all outstanding billable items

Map revenue accounts to your accounting system

Let your contract rates fill and draft changes made in your calendar

An iPad with prompts to pre-fill invoice items
generate accurate job invoices

Increase the efficiency of your billing team and keep your administrative costs down

Pre-fill invoice rows with asset usage against your calendar

Spend less time copy/pasting invoice information and reduce the risk of human error

Built in review and approval processes

An invoice being pre-filled with checklist items

Leverage an built-in workflow that helps your billing team easily send and follow up invoice payments

Sync details with your accounting package to never enter information or reconcile information twice

Customisable integration settings and sync processes to suit your company exactly

Save default tax rates and account to your fleet and work force rates

How StayOnHire's calendar feeds into invoices
SYNC TO your accounting system

Keep your accounting system up to date with automatically synced invoices, payments and details

Upload your own templates and branding

Produce job summaries, hire agreements and freight briefs

Submit new document types and we can build them for you

Syncing invoices from StayOnHire to Xero

StayOnHire for
Invoicing Your Jobs & Projects

This integration is perfect for medium-sized and fast growing companies that have demanding recruitment and project work.

Excavator small business

Fleets & Teams

Companies that manage wet or dry hire across several projects will find a huge advantage with this JobAdder integration to StayOnHire as their planning system.
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Expanding Quickly

Businesses that are growing quickly and need their internal teams to stay on the same page in relation to labour requirements, candidates, confirmed placements and job execution.
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Large Organisations

Not every big business lives on legacy ERP systems. This integration is for teams that demand a modern solution, with easy-to-understand usability for all team members to contribute toward business objectives.
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We support your team's operational needs and implementation

We specialise in bringing management, sales, and planning teams together when migrating plant and heavy machinery hire operations at the pace you require.

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Schedule a demo

Jump in a video call with us and we'll give you a run down on all features and functions your company will have access to.

Find a time now
Spreadsheets like Google Sheets and Microsoft Excel Logos are Strong together

Start fresh or migrate across

We'll take a look at all the spreadsheets and data your business has and show you best practise for setting up, or even better, send them through and we can have a look at importing them in for you!

An administrator planning labour and vehicles

Implement gradually or fast

Keeping operations running smooth is the number one priority for us to ensure everyone on the team is confident in the solution. We'll help you roll it out, show key personnel how to use core functionality and ensure everyone in your team is getting value out of the system.


Frequently asked questions

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Are there setup fees associated with using invocing features StayOnHire?

No, there are no setup fees when getting started with StayOnHire. For new customers, we simply require the first 12 month subscription be paid upfront.

We invest time upfront meticulously getting a company setup, including ensuring details of your billing process can be accommodated .

You can of course pay us to help your business with additional data migration and staff training as required after initial setup.

Who needs fleet invoicing software?

Fleet billing and invoicing features are predominantly needed by fast-moving businesses with growing fleets and teams that need to effectively communicate key job information between multiple people, such and planning and billing teams.

Key objectives of StayOnHire's invoicing features include making the accurate capture and recording of billing information easier for field staff, while making it also easier for billing teams to invoice for those items.

What is fleet invoicing software used for?

Fleet invoicing software is used to create structure and repeatable business processes across your company's fleet calendar and invoicing cycles.

It has numerous advantages over using standalone invoicing software, including the ability to draft upcoming invoices for and maintaining a constant connection to your fleet's calendar and changing schedule.

When should we begin using software to invoice our fleet?

Your business should realistically start looking for a software solution the moment you notice information or billable items being missed between different staff on your team.

While this answer is not universally always the same, as soon as you begin to notice the need for structure and repeated processes beyond one person, software systems are the only way to go.

Where can I use fleet invoicing software in my business?

StayOnHire as a product is designed in to be used from the office or field from a device connected to the internet.

The office application is regarded as the core system for invoicing vehicles and attachments, while the mobile applications is predominantly reserved for collecting in-field activities, such as 'SMU readings', '

Why should I use fleet invoicing software in my business?

Using fleet invoicing software like StayOnHire can significantly streamline your billing processes, enhance operational efficiency, and improve customer satisfaction.

It can ultimately help your business save time and money while maintaining accurate and professional invoicing practices.

How long does it take to get fleet invoicing up and running for my business?

Generally speaking, setup of a new company is fast (within 24-72 hrs) if you company has business critical fleet and labour details documented cleanly in spreadsheets.

This depends on the size, complexity and data migration requirements that your company has of course. For organisations with long paper trails of information, setup may take longer and require ongoing attention.

Is StayOnHire good for fleet invoicing?

StayOnHire offers streamlined, automated invoicing processes and customisation options, all of which contribute to improved efficiency, faster payments, and enhanced customer experiences.

Additionally, StayOnHire's invoicing software helps reduce administrative costs, ensures compliance, and easily scales with your business, making it a valuable asset for managing fleet invoicing effectively and efficiently.

For those who need more

We can code custom solutions

Not every business needs the same billing and invoicing functionality. With countless solutions under our belt, tell us what you need and let us build you a bespoke system for around your exact needs.

export const AssetStatusDetails = {
    [AssetStatus.READY]: {
      text: "Ready for hire",
      value: AssetStatus.READY,
      color: "blue",

Standard conditions apply, including but not limited to:

1 Offer valid with a current invoice from any competitor.
1 Offer valid for StayOnHire annual plans.
1 Credit will be applied to a StayOnHire plan in an amount equal to the amount that is payable to the competitor as of the date of switching to StayOnHire, for the same number of users, for a maximum credit of two years of the selected StayOnHire service.


Standard conditions apply, including but not limited to:

2 Offer valid for new customer referrals with an annual subscription.
2 Credit will be issued in Australian Dollars ($AUD).
2 Credits cannot be redeemed for cash or vouchers of any type.
2 Credits are not transferrable outside of your organisation.
2 Credit will be applied once the referral has completed their onboarding.

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