The Ultimate Construction Equipment Management Software Checklist

construction equipment management software

Welcome to the ultimate construction equipment management software checklist.

We developed this checklist to assist in your search for the right construction management software solution for your business. Baseplan Software has been providing equipment and rental management software to companies since 1986. So, we know a thing or two about what to look for in a software solution.

In all, there are about 35 different things that make our construction equipment management software checklist. To help keep this list condensed, we've broken items down into key categories: Sales, Rentals, Service, Parts, and Financials.


Operating a construction management business includes many different operations - including sales.

Examine these checklist items to ensure that your construction equipment management software supports your Sales function:

  • Does the software enable you to effectively manage short and long-term contracts?
  • Is there a detailed planning calendar for better visibility of equipment availability?
  • Can hire rates be set by customer, site, and equipment make/model to effectively manage hire rates and billing options on an hourly, daily, weekly, and/or monthly basis?
  • Does the software integrate with my Telemetry provider?
  • Does the Telemetry integration provide hour meter readings to manage minimum and maximum hours with associated excess hours billing?
  • Can photos be captured and attached to ensure effective pre and post hire inspections?
  • Is there a sign-on-glass capability to simplify returns by managing fuel charges and return invoices?
  • Is there a comprehensive sub-hire functionality to manage equipment from customers, create the agreed invoicing for the cross-hire and report on sub-hire utilisation?
  • Is there a dashboard or any advanced analytics to assist in decision making?


Construction equipment management software needs to help your business plan, allocate, and track rentals accordingly.

Here are are few questions to ask yourself when evaluating software options within Rentals:

  • Can equipment and resources easily be allocated to contracts?
  • Is there flexible billing based on time, engine hours, or employee-entered dockets?
  • Can multi-line dockets be charged for multiple resources and job types on a single invoice?
  • Is it possible to do docket based billing for labour/wet hire?
  • Are timesheet entries integrated with Payroll and sub-contractors?
  • Can labour revenue and costs be accrued and matched to the equipment rental?
  • Are there planning calendars for both wet and dry hires?
  • Can equipment be match based on availability and location with labour resources and operators, licensing, certifications and inductions?
  • How is equipment and labour productivity measured?


Service is a key element to consider when evaluating construction equipment management software.

Here are service related questions that pertain to your Service department:

  • Can the software log customer calls to manage the prioritisation, planning, and allocation to technician and job dispatch over the wire?
  • Can equipment condition be proactively managed through Service Scheduling - or Preventative Maintenance Plans?
  • Does the software have multiple scheduling and planning options?
  • Is there management of OEM product recalls and field service bulletins (FSB’s) for warranty and Preventative Maintenance?
  • Is there the ability to attach Service Kits to Service Schedules?


There's simple and complex checklist items that go into the parts category of a construction equipment management software analysis. The "simple" ranges from exporting data to Excel and converting calculations into graphs. The complex varies from conjoining assets for depreciation to maintaining sub assets.

Here's a list of questions to ask yourself when evaluating whether the software would be a good fit for your Parts department:

  • Can data be easily exported to Excel?
  • Can extensive real-time utilisation calculations be made into graphs, tables, and charts?
  • Can you drill down to individual transactions and see ROI and full costs of ownership - such as service costs and depreciation compared to income - when performing a utilisation analysis?
  • Can assets be joined or split as required when booking, taxing, and financing depreciation?
  • Can the disposal process for the sale of assets be automated?
  • Will the Assets Register integrate with the General Ledger, Equipment Ledger, and Accounts Payable Ledger (in respect to finance leases)?
  • Can the software maintain sub-assets?
  • Can the construction equipment management software put a “hold” on depreciation?
  • Can full audit trails be made when revaluing assets?


Reliable software needs to have reliable financial capabilities for all divisions of your business.

Here are a few questions your CFO will want answered when it comes to selecting the right software:

  • Are all financial transactions recorded in real-time?
  • Does each financial transaction link back to the General Ledger?
  • Is there a need to integrate a 3rd party accounting system?
  • Are there additional monthly payments or time spent consolidating reports from two different software systems?
  • Will the General Ledger be updated in real-time?
  • Does Accounts Payable link together with equipment specifications so suppliers can be engaged for tender?
  • Can budgets be imported from Excel and tracked in real-time against actual performance?
  • Is multi-currency supported for customer and supplier facing transactions?
  • Can foreign exchange adjustments be performed with revaluation adjustments automatically taken through to the general ledger?

Ready to put these checklist items to the test with Baseplan? Contact us to request a call with a Baseplan Professional.

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