Equipment

Free Web App Mobile App

Your equipment list is the fleet master record. Keep it current and every bid, fuel report, and maintenance alert downstream stays accurate. When you add equipment to a bid, the row auto-fills the equipment name, type, and default hours based on your company’s business-day length — you just set the rate and days.

Owner, Manager, and Mechanic roles can create and update equipment. Only Owner and Manager can delete.

Adding equipment

1. Go to Resources → Equipment in the web app, or tap Equipment in the mobile app.
2. Click Add Equipment.
3. Fill in:
   • Equipment number (ID) — your internal identifier, e.g. “EX-101”.
   • Name — plain-language name, e.g. “CAT 320 Excavator”.
   • Type — used for filtering and for the AI bid chat to reason about capability (e.g. “Excavator”, “Skid Steer”, “Dump Truck”).
   • Year, license plate (optional).
   • Operating rate ($/hr) — the rate used in bids and cost calculations. The AI chat uses this as the hourly figure for equipment allocation.
   • Status — Operational or Maintenance (see below).
   • Location — where the equipment lives when idle.
   • Fuel capacity (gallons) — defaults to 20; used in fuel reports.
   • Purchase price (optional) — for asset tracking.
   • Image — drag-and-drop upload.
4. Save.

Statuses

Equipment has two possible statuses:

• Operational — available for bids, scheduling, and dispatch.
• Maintenance — excluded from the AI bid chat’s recommendation pool and visually flagged in the list. Set maintenanceStartDate and maintenanceEndDate so the app knows when it’ll be back.

Tip

There’s no “inactive” or “archived” state for equipment — use the maintenance window for temporary unavailability. If you permanently dispose of a piece, delete it (Owner/Manager only).

Equipment in bids

When you add an equipment row to a manual bid:

• The dropdown shows every Operational piece.
• Picking one auto-fills the name and type.
• Hours per day defaults to your company’s business-day length (typically 8).
• Days allocated defaults from the timeline you entered on the bid (e.g. “2 days” → 2).
• You set the $/hr rate (pre-filled from ratePerHour when the AI chat generates the allocation).

The AI bid chat receives your full equipment list — names, types, rates, status, location — and recommends specific pieces by name rather than generic “need an excavator” placeholders.

Fuel tracking

Fuel capacity on the equipment record feeds the fuel-usage report. Drivers log fuel levels on haul logs and snow-plow logs via the mobile app, and the system computes gallons burned per job. See the Haul Logs and Snow Plow Logs guides (coming soon).

What’s NOT here

A few things are intentionally out of scope for equipment:

• QuickBooks sync — equipment isn’t synced. QB sync on this platform covers timesheets and haul logs for payroll/invoicing, not asset records.
• Bulk import — add equipment one at a time. If you have a big fleet to onboard, contact support for a one-time import.
• Archive/soft-delete — use Maintenance status for “out for a while”, delete for permanent removal.

Next steps

Personnel Team members with roles and rates.

Vendors Subcontractors and suppliers.

Locations Yards and offices for mobilization distance.

Manual Bids See how equipment flows into a bid.