MACHINE-01SANY210C
- Owner
- Daniel Carter
- Location
- Riverside Quarry
- Client
- Liam Foster
- Contact
- +1 555 010 4821
- Rate
- USD 75.00/hr
- Period
- Hourly
- Hours left
- 48.32
- Meter
- 756.2
- To service
- 343.8
Working
Equipment rental management
Every machine.
Every hour.
Every payment.
MeacTrack runs your rental yard from one place: the machines and the owners behind them, the daily logs and meter readings, what each client has paid, the parts, fuel and services, and the books that tie it all together.
- Roles with their own access
- 6
- Billing models
- 3
- Lists export to Excel
- 8
- Rows per CSV import
- 500
Working 2
MACHINE-02SANY215C
- Owner
- Daniel Carter
- Location
- North Ridge Site
- Client
- Maria Lopez
- Contact
- +1 555 010 7734
- Rate
- USD 75.00/hr
- Period
- Hourly
- Hours left
- 35.07
- Meter
- 707.9
- To service
- 292.1
Working
Available 2
MACHINE-04JCB215
- Owner
- Priya Shah
- Location
- Cedar Park
- Client
- Tom Reyes
- Contact
- +1 555 010 2290
- Rate
- USD 70.00/hr
- Period
- Hourly
- Hours left
- 0
- Meter
- 10
- To service
- 350
Available
MACHINE-05CAT320
- Owner
- Marcus Webb
- Location
- Harbor Road
- Client
- Nina Patel
- Contact
- +1 555 010 6158
- Rate
- USD 85.00/hr
- Period
- Hourly
- Hours left
- 0
- Meter
- 10
- To service
- 350
Available
One app, the whole yard
Built for the people who rent out heavy machines.
A rental company juggles a lot of moving parts: machines that belong to someone else, clients who pay by the hour, a mechanic who needs a service reminder, a fuel bill, a bank statement, and an accountant who wants everything to add up.
MeacTrack keeps those in one place, with a numbered record behind every figure, so the yard can see what is working, what is due, and what is owed, without a stack of spreadsheets.
- Each company is its own private workspace
- Everything is in your company's currency and time zone
- Works on a laptop, a tablet or a phone
Features
Everything the yard runs on, in one app.
Nineteen parts of the job, grouped by who uses them. Each one is written to match how rental yards actually work.
Equipments dashboard
Every machine on one screen, grouped as Working, Available or Maintenance. Each card shows the brand, machine ID, model, location, client contact, the rate for its rental period, prepaid hours, meter and hours until service. Search by name, model, customer, location or owner, and the list narrows as you type.
Daily logs
One row for every date: start and stop times, both meter readings, and the work and tracking hours kept apart. A day the machine sat idle is entered as a no-work day with a remark, so a blank never passes for a mistake.
Three ways to bill
Each machine bills the way the deal was agreed. Hourly sells hours up front and the balance drains as work is logged. Weekly is a flat payment for the week with unlimited running. Monthly is rent plus a daily hours allowance, and any overage is billed as its own payment.
The yard
- Machine setup
- Identity, the owner (own machine or a customer), client details, opening meter and hours, rental period, rate, service interval and the staff who may work on it.
- Free day
- Pick the weekday each machine is free for its client. The work is recorded and highlighted, never billed, and never reduces the balance.
- Bulk logs
- Import a CSV of up to 500 days. Every row is checked and previewed, and one bad row holds back the whole file.
- Fuel
- Log each fill in liters, with the price per liter and the total worked out for you. Pay from a bank or cash account and it posts to the books.
Service & parts
- Service cycle
- Set the interval in hours. A reminder starts at 30 hours to service and stops when the service is recorded.
- Service records
- Date, meter reading, what was done, the mechanic, the cost and an optional paid-from account, with its own history and print.
- Stock
- Parts in groups and sub-groups, bought on purchase vouchers, fitted to machines, sold, or scrapped with a reason. The shelf never goes below zero.
- Part history
- Every movement of a part, oldest first, with its voucher, the rate it moved at and the shelf after it.
Money & books
- Ledgers
- Bank, petty cash, income, expense, customer, vendor, employee, equity and asset accounts, each with its own in and out view.
- Vouchers
- Payment, receipt, contra and journal entries, numbered per financial year. Attach up to five files to each: bills, challans and receipt photos.
- Bank statements
- Import your bank's CSV and match each line to what is already in the books, or post it to the account you choose. Posting is all or none.
- Financial years
- Start on January, or set any month (April for an Indian company). Close a year once it has ended, and nothing can be dated into it.
People & control
- Employees & salary
- Process a month's salary for everyone in one run, one voucher per person or one for the whole team. Advances and payments are recorded from each employee's page.
- Owners & vendors
- Each machine owner gets a ledger and a statement. Vendors carry contact and bank details, and Pay opens a payment already filled in.
- Fixed assets
- Generators, welding sets and pickups are held at cost. Record a sale with its gain or loss, or a write-off with a reason.
- Audit log
- Every change is recorded with who made it, when, and a plain sentence about it. Nothing in the app can edit or delete an entry.
Inside a machine
Open any machine and the whole story is there.
Six tabs, one machine. Pick a tab to see what it holds. The numbers shown are sample data.
Overview
One yard. One ledger. One record behind every hour.
Billing
Three billing models. One clear ledger.
The rental period is how a machine is billed, chosen when the machine is set up.
Prepaid hours
The client pays for hours in advance at the machine's hourly rate. Each hour worked comes off the balance. If they work past what they paid for, the balance goes negative and the next payment nets against it.
Hours paid = total ÷ rate
Flat for the week
One agreed payment covers the week, with unlimited running. There is no balance and no overage. Hours are still logged for the meter, the service cycle and the record.
Covers start and end dates
Rent plus allowance
An agreed monthly rent includes a daily hours allowance, 10 hours by default. Hours above it, on any single day, are charged at the machine's overage rate. Overage builds up and is billed as its own payment, so rent and overage stay separate.
Free day never creates overage
The company collects. The owner is credited.
For machines owned by someone else, MeacTrack keeps the split honest. The company receives the client's payment, keeps its operation charge, and credits the rest to the owner's ledger. The charge is set on each payment, so it is never guessed.
Client pays1,000.00
Operation charge (10%)− 100.00
Credited to the owner900.00
Recorded as one receipt, RCP-0042, with both sides in the journal.
Reminders that do the chasing
Service and payment reminders, sent before anything is missed.
Service reminders start at 30 hours to service. Payment reminders go to managers when an hourly machine on rent has 20 prepaid hours or fewer, or when a weekly or monthly period has ended with nothing covering today. Each machine's reminder repeats daily until it is resolved, and each person gets one digest email a day.
Photo: Unsplash
How it works
From sign-up to a working yard in four steps.
-
01
Register your company
Name, address, GST or tax number if you have one, time zone, currency, units and your logo. Sign in with email and a password, or with Google.
-
02
Get approved
The MeacTrack team reviews each new company before it opens. You are told by email as soon as it is decided.
-
03
Add machines and owners
Add each machine with its owner, rate, rental period and opening meter. Invite your team by email and give each person their role.
-
04
Log, bill and close
Record daily logs, fuel and services as the work happens. Payments and the books update themselves. Close each financial year once it has ended.
The books
Double-entry accounting that stays in step with the yard.
Every payment, fuel fill, service, salary, purchase and sale writes its own balanced journal entry, so the books match the work without anyone retyping it. Each voucher has its own number, and a reversed voucher stays visible in the register.
- PAY payment, RCP receipt, CTR contra and JV journal, numbered per year
- PUR purchase and SAL sale for stock and fixed assets
- Correct a voucher by reversing it and entering it again, with the first kept on record
- An accounting dashboard of money held, owed out, earned and spent
RCP-0042
Hourly payment, EX-01
| Account | Debit | Credit |
|---|---|---|
| Bank, main account | 1,000.00 | |
| Operation income | 100.00 | |
| Owner ledger, owner of EX-01 | 900.00 | |
| Total | 1,000.00 | 1,000.00 |
Sample voucher. Totals always balance.
Team & access
Each person sees the machines and the money they should.
Six roles, and each one is enforced on the server, not just hidden in the menu. On a machine, staff write the daily logs and fuel, mechanics record services, and everyone reads the rest. Managers see the whole fleet and the books. Guests look without changing a thing.
Only owners and admins can remove a member, close a financial year, delete a record or read the audit log.
Owner
Everything, including closing years, removing people and reading the audit log.
Admin
The same as owner for running the company, its team and its records.
Manager
The whole fleet, the books, Stock and Assets. Invites staff and sees Access management.
Mechanic
Records services on the machines they are given, and reads the other tabs there.
Staff
Writes daily logs and fuel on the machines they are given, and reads the rest.
Guest
Reads machines, books, stock, assets and vouchers. Changes nothing.
Security
Careful with the things that matter.
Separate workspaces
Every record belongs to one company. A company's data is never shown to another, and a company only sees the machines and books its people are allowed.
Passwords from a link
A password is chosen from a link sent to your email, which works once and expires in an hour. Google, Discord and Facebook sign-in are offered where configured.
Deletes are guarded
Deleting a daily log, fuel fill, service, fitted part or voucher is limited to owners and admins. A closed financial year takes no new postings, and a payment from it is reversed rather than edited.
Nothing missed
A bell in the top bar shows what needs attention, and a daily email digest keeps the rest in view. You can switch the email off in your account while the bell keeps showing them.
Questions
Good to know before you start.
Still unsure? Sign up and look around. Nothing is switched on for real until your company is approved.
Who is MeacTrack for?
Companies that rent out heavy equipment, whether they own the machines or look after them for owners. It works for one yard or a larger fleet.
Can I use it on my phone?
Yes. The menu slides in from the side, long tables become cards, and the top bar keeps the page title and your bell in view.
Can I bring in my existing records?
Daily logs can be imported from a CSV file of up to 500 rows, and bank statements from a bank's CSV. Excel files are not read directly, so save the sheet as CSV first.
Can I set my own currency, time zone and units?
Yes. Each company sets its currency, time zone and units (liters or gallons), and the financial year's start month. Every amount is shown in your currency.
Can I get my data out?
Eight lists export to Excel with real numbers and dates, so totals add up. Machine logs, fuel, services, spare parts, payments, account statements, accounts and stock all have an Export button.
How does approval work?
Once you register, the MeacTrack team checks the company. While it waits, the app stays closed for it, and you are emailed the decision. An approved company can be suspended and restored by the team if needed.
Ready when you are
Run the yard from one screen.
Register your company, add your machines, and let the logs, the billing and the books keep up with the work.