Custom billing for hourly, daily and public-holiday rates. Automated overdue rental flagging. Zero double-entry into Xero. Built and proven on real Melbourne hire businesses — not stitched together from a template.
Equipment rental has admin patterns no off-the-shelf invoicing tool handles cleanly. Variable rates, return tracking, and Xero reconciliation all break down at scale.
Calculating hourly, daily, weekend and public-holiday loadings by hand — every invoice a chance to under-charge or over-charge.
Equipment goes out, paper trails get lost, and overdue items only surface when someone notices a gap on the tracker.
Job complete in ServiceM8, then half an hour rebuilding the same invoice in Xero. Multiplied by every rental, every week.
Overdue equipment and overdue invoices both rely on someone remembering to send the email. They don't always remember.
Every workflow is custom-built for how your hire business prices, schedules and reconciles — not a generic plug-in.
Captures rental start and end from ServiceM8, applies your hourly / daily / weekend / public-holiday rules, and creates a fully line-itemised Xero invoice automatically.
Watches every active rental against its agreed return date. Triggers a reminder sequence, escalates internally, and flags items at risk before they go missing.
Set-and-forget weekly or monthly invoicing for ongoing rentals. Pro-rated start and end dates, GST handled, straight into Xero.
Real-time view of what's out, what's due back, and what's available — pulled from ServiceM8 and updated without manual entry. Useful from a phone on site.
Job marked complete in ServiceM8, invoice in Xero within minutes — mapped to your existing items, tracking categories and tax codes. Zero re-typing.
Photos and notes captured in a ServiceM8 form route straight to your team, your insurer or a damage register — no email chains, no lost paperwork.
A simplified view of the live pipeline. Each step runs in seconds, with a full audit trail you can see in real time.
Built on ServiceM8 + Zapier + Xero. The same architecture works for plumbers, electricians, cleaners and any service business with custom billing logic.
Before automation, Pro Hire VIC tracked every rental on a shared spreadsheet. Variable-rate billing was calculated manually for every invoice. Overdue rentals were caught only when someone happened to scroll the tracker. Operations were spending close to half a day each week reconciling ServiceM8 jobs back to Xero, and chasing items that should have been returned.
BSE rebuilt the workflow around ServiceM8 as the source of truth, with a custom billing engine handling all of Pro Hire VIC's specific rate logic — hourly, daily, weekend and public-holiday loadings — and a direct sync into Xero. Overdue detection runs continuously and triggers a configurable reminder cadence to clients without anyone touching it.
Sarah K. — Operations Manager, Pro Hire VIC
No procurement cycle. No 12-week implementation. We size the work in 30 minutes and quote a fixed price.
We map your hire workflow end-to-end, identify the highest-cost manual tasks, and show you the realistic ROI before you commit a dollar.
You get a fixed-price proposal with the exact workflows we'll build, the apps involved, and a go-live date. No hourly creep.
We build in a staging environment, run real-data test scenarios with you, and only flip the switch when every edge case passes. Typical build is 3–5 days.
Once it's live, we monitor for failures and add new workflows as your hire business grows. You don't pay for problems we haven't found.
Drag the sliders to see the monthly cost of doing manually what automation could handle.
Automation typically eliminates 60–80% of these hours. The calculator shows the full current cost — your automation ROI is a fraction of this figure.
Most Melbourne hire businesses go live within 3 to 5 working days from sign-off. The 30-minute audit happens first, followed by a fixed-price plan. We build and test in staging, then cut over without disrupting your live ServiceM8 or Xero accounts.
Yes. Custom-rate billing is one of the most common automations we build for hire businesses. We capture rental start and end times from ServiceM8, apply your specific rate rules (hourly, daily, weekly, weekend, public holiday loading), and push the calculated invoice straight into Xero — no spreadsheets, no manual maths.
In most cases, no. We work with your existing ServiceM8 jobs, categories and forms. Where small adjustments help — for example, adding a custom field for rental return date — we make those changes carefully and document everything before going live.
The system automatically detects overdue rentals based on the agreed return date and triggers a configurable reminder sequence to the client. Damage incidents can be logged via a ServiceM8 form (with photo attachments) and routed to your team or insurance workflow with no manual data entry.
Yes. We map every automated invoice to your existing Xero items, tracking categories and tax codes. Nothing is created from scratch in Xero — the automation simply removes the manual data-entry step that connects ServiceM8 jobs to Xero invoices.
Bring us your current ServiceM8 / Xero / spreadsheet setup. We'll map the workflow, identify the biggest time leaks, and show you the realistic ROI of automating them — in 30 minutes, at no cost.
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