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Equipment, cost groups and compliance

Keep your asset register, group assets into cost groups that set their cost rates, and track registrations, insurance and services before they fall due.

This article is being updated.

Equipment holds your asset register, cost groups and compliance records - the cost base Quoting reads. It shows by default for businesses that deliver work as jobs. If your business runs members, it's hidden unless someone turns it on in Settings → Modules.

It has three tabs: Assets, Cost groups and Compliance. The tiles above them show Active Assets, Monthly Ownership Cost, Cost Rate and Compliance - records expired or due soon.

Cost groups

A cost group holds assets that cost about the same to own, such as all your excavators. Every asset belongs to one.

  1. On the Cost groups tab, select New cost group.
  2. Give it a Name, a Type and a Usage unit.
  3. Choose the Cost recovery. Usage rate bills the equipment per hour on quotes. Overhead recovers it through labour rates.
  4. Choose the Ownership cost method. Financed uses the monthly payment. Replacement reserve divides replacement cost by useful life.
  5. Fill in the default monthly costs and Typical billable hrs/yr, then select Create cost group.

Open a cost group to see its Fleet totals and its assets. A usage-rated group shows its Cost rate, and an overhead group its Monthly overhead. Typical values for new assets only pre-fill assets you add later. You can delete a cost group from its row menu once no live assets are left in it.

Add an asset

  1. On the Assets tab, select New asset.
  2. Pick its cost group. You can create a new one from the same box.
  3. Add a Name, and fill in the identifier, Acquired date, Purchase price and Status if you have them. If the cost group tracks usage, the dialog also asks for the current reading, such as Current hours.
  4. Select Create asset.

The asset copies its cost group's typical values, then keeps its own costs. Creating an asset needs a role that can manage equipment. Creating a cost group also needs a role that can see costs.

The register shows active and in-maintenance assets. Use the Status filter to see retired ones too.

The asset record

Select an asset to open it. Click a field to edit it.

From a row's menu you can Change cost group, Change status, Change assignee, or Retire the asset. A retired asset leaves every picker but keeps its history. Restore brings it back. Tick several rows to change their status, Reassign them or retire them together.

Compliance records

If your role allows it, add records from an asset's Compliance section with Add record.

  1. Pick the Record type, such as Registration or Insurance, and the Responsible person.
  2. Add a Title and the Issuer.
  3. Choose how it expires: Date or Does not expire. If the asset's cost group tracks usage, you can also choose Usage (shown with its unit, such as Usage (hrs)) or Both (whichever first). Fill in the dates or readings.
  4. Select Add record. Once it's saved, you can attach files.

The Compliance tab lists every record across your assets. Select a tile - Overdue, Due soon, Approaching or Compliant - to filter by it, or filter by Record type, Status or Responsible.

Each row offers its type's action. Renew creates a new record and marks the old one superseded. Log service adds a new service entry. Update plan edits the record in place. Older records stay under History on the asset.

If a responsible person has left, the record shows Needs reassignment. Tick records and select Reassign to give them a new owner.

Settings

If your role allows it, select Settings at the right of the tabs: