Plant register, log sheets and servicing
Every machine on your sites, own or hired, with a daily log sheet of readings, hours, idle time, breakdowns and fuel. Confirmed log sheets charge the project, and servicing falls due by date or meter reading. Own plant can become a fixed asset, be rented out, sold or scrapped.
PLANSFrom Growth
The problem it solves
- The JCB's hours are written in a notebook in the site office, and nobody can say what it cost the project last month.
- A hired machine stands idle for days and you only find out when the owner's bill arrives.
- Servicing is missed because the hour meter is never checked against the last service.
- An old mixer is sold for cash and the asset register still shows it.
How it works
- Add each machine under Construction > Site > Plant > Plant and Equipment. Give the name, plant number, registration, category and Own or Hired In. Add the meter (Hours, Kilometres or No Meter) and the project it is on.
- Give own plant an Internal Rate per Hour. Give hired plant the owner, the hire rate Per Hour, Per Day or Per Month, and the minimum hours a month.
- Each day the site fills a log sheet per machine. It records the operator, start and end reading, hours worked, idle and broken down, fuel issued and the work done. On an hours meter, hours worked is the end reading less the start reading.
- A Construction Manager presses Confirm. The charge for the day is worked out at the plant's rate, the plant's reading moves on and the log sheet is locked.
- Record services and repairs on the plant's Servicing tab with the next due date or reading. When one is near, the project manager gets a to-do.
- At the end of its life, press Sell or Scrap on own plant. A sale makes a draft invoice to the buyer, or disposes of the fixed asset when the plant is one (Scale).
Everything it does
The plant register
- Name, Plant No., Registration / Serial No., category, photo, usual operator, notes
- Ownership: Own or Hired In (Hired From the owner)
- Hired: hire rate Per Hour, Per Day or Per Month, and Minimum Hours a Month
- Own: Internal Rate per Hour charged to the project
- Meter: Hours, Kilometres or No Meter, with the last reading
- On Project, On Hire / Bought and Off Hire / Sold dates
- Status: Available, Working, Broken Down, In Repair, Off Hired / Sold (and Rented Out with SmartMy Rental)
- Filters: Own, Hired In, Broken Down or in Repair; group by project, category or status
- Search by name, plant number or registration; one register per entity
Log sheets
- One log sheet per plant, project and day; place, operator, start and end reading, hours worked, idle, broken down, fuel in litres, work done
- The plant's usual operator, its last reading and its project fill in by themselves
- Confirm is for Construction Managers; it refuses an end reading below the start, or more than 24 hours in a day
- Charge on confirming: own plant, hours worked x the internal rate; hired per hour, hours x the hire rate. Hired per day, the day rate; per month, a thirtieth of the month rate. It is charged on each day with work or idle hours
- A confirmed log sheet is not changed or deleted
- Filters: To Confirm, With Breakdowns, by date; group by plant, project or month
- Plant Use pivot: hours worked and charge by plant and month
Servicing
- Preventive Service, Breakdown Repair or Statutory Inspection: date, work done, at reading, cost, done by
- Next Due On a date and Next Due at Reading
- Checked every day: a service due within 7 days, or a reading that has reached the next due reading. Either gives the plant's project manager a to-do
Cost to the project
- With the budget: confirmed charges are the actual cost of the project's Plant Cost Code, by place
- With the daily site report: Plant from Log Sheets fills its Plant tab. A report submitted with no plant takes the day's log sheets by itself
Own plant as a fixed asset (Scale)
- Make Asset on own plant opens a new fixed asset linked to it, in hours or km
- An asset depreciated by units of use takes the hours worked on confirmed log sheets, or the kilometres from their readings, each period
- Rent Out (with SmartMy Rental) makes the plant a rentable item. It shows Rented Out while on hire and Available when it comes back; a broken-down machine is not offered
Sell or scrap
- For own plant, by Construction Managers: Sell It (buyer, price, date) or Scrap It, with a note
- The plant goes to Off Hired / Sold with Disposed Of, Sold To and Sold For
- A sale makes a draft customer invoice; if the plant is a fixed asset, the asset is disposed of and its sale invoice made instead
- Hired plant is not sold: it is off-hired back to its owner
Who uses it
Site engineer or supervisorFills the day's log sheet for each machine on the web or in the app.
Construction ManagerConfirms log sheets, records servicing, works out hire statements and sells or scraps own plant.
Project managerGets the to-do when a machine's service is due and sees plant cost in the budget.
AccountsMakes the fixed asset for own plant and checks the draft sale invoice.
Where you use it
- Web: Construction > Site > Plant (Plant and Equipment, Log Sheets, Hire Statement)
- The SmartMy Construction app: More > Plant log sheets, with the end reading or hours worked and fuel. Managers can confirm at once (built and in testing, not in the app stores yet)
- Projects Dashboard: Plant broken down
- Not on the client or subcontractor portal
- Not built: GPS or telematics readings from the machine; readings are typed
What you control
Settings
- Per plant: own or hired, rates, minimum hours a month, meter (Hours to start with)
- Plant Cost Code per project, for the budget
- Bill the Hire Each Month per hired plant (on to start with); see hire bills
Notifications
- Service due: a to-do for the plant's project manager, made once a day while it is due
Works with
SmartMy RentalOwn plant rented out to others as a rentable item; its status follows the rental.
Questions
Can the operator fill the log sheet on a phone?
The SmartMy Construction app lists the plant on the project. Tap one, type the end reading or the hours worked and the fuel, and it saves today's log sheet. The app is built and being tested; it is not in the app stores yet.Can a log sheet be changed after it is confirmed?
No. A confirmed log sheet is locked, because its charge is already in the budget and possibly on a hire bill. Correct it before a manager confirms it.How is own plant charged to the project?
Hours worked on each confirmed log sheet times the plant's Internal Rate per Hour. The charge goes to the project's Plant Cost Code in the budget, split by place.Does servicing show up before it is late?
Yes. When the next due date is within 7 days, or the meter has reached the next due reading, the project manager gets a to-do. It comes back daily until the service is recorded.Can we rent our idle excavator to another contractor?
Yes, with SmartMy Rental. Rent Out makes the machine a rentable item you quote and book there. On the Scale plan you can also hold it as a fixed asset depreciated by its hours.Related features
PLANT, SCHEDULE, QUALITY, SAFETYHire bills for hired plantEach month, every hired machine gets a draft vendor bill to its owner. It is worked out from the confirmed log sheets at the hire rate, with the minimum hours kept. A hire statement for any period sets what you owe against the owner's invoice.SITEDaily site report with auto-submitThe site enters the day once: work done by place, labour, material, plant, weather, issues and photos. A report still in draft at the project's cut-off is submitted by itself, so the company and client updates go out on time.MONEYBuilding budget with 80 and 100 % alertsOne budget per project, by cost code and place, approved once and changed only by approved revisions. Costs from site flow into it every hour. The project manager is told when a line passes 80 % and 100 % used.ACCOUNTINGFull accounting with GST returnsKeep the books in the same system as your sites. Approved client progress bills, subcontractor bills, wage runs and hire bills reach accounts as drafts, with retention, advances and TDS on their own accounts. Scale adds the full accounting screens and reports, from ledgers to cash flow, and GSTR-1 and GSTR-3B for Indian entities.PORTAL AND APPThe SmartMy Construction app, also offlineOne app for Android and iPhone for the people on site. It has today's site report with photos, the muster roll and check-in, snags and inspections. It also has material requests and issues, measurements, plant log sheets and safety. What is entered without signal is kept on the phone and sent when the signal is back. Clients, subcontractors and buyers use the same app for their own pages.MONEYCommitments, forecast and over-budget checksEvery budget line shows what is already ordered or contracted, what is spent, what is still to come and where the line will end. A project purchase order that goes past what is left of its line needs a Construction Manager to confirm it.
See your next site report on it.
Tell us what you build, how many sites you run and how your client hears about progress today. We will set up a project with you and send your first daily update.