Solutions
Equipment asset management software for one record, cradle to disposal
Keep one true record for every machine — serial and identity, service history, hour meter, hire and utilisation, and disposal — from the day it arrives to the day it leaves.
Keep one true record for every machine, from the day it arrives to the day it leaves.
The problem
A high-value machine is only worth its history, and in most businesses that history is scattered. The purchase sits in accounting, the build in a job folder, the services on paper cards, the hire in a rental package and the sale back in accounting, with the serial re-keyed between each. So when a trade-in needs valuing, a warranty needs proving or a buyer asks how the machine was looked after, the answer has to be reassembled from five disconnected places — and the gaps quietly cost you money and confidence.
What you get
Serialised unit with an asset passport
Every whole good is one serialised record carrying its purchase, build, commissioning, service, hire and hour readings as a single chronological timeline.
Service history that assembles itself
Every work order, labour entry and completed service on the machine writes to its history automatically, so the record is built as the work happens, not typed up later.
Hour and meter tracking
Meter readings entered on visits and hire returns advance the unit's hours with a monotonic guard and drive its service-due calculations and progress indicators.
Attachments register
Buckets, augers and implements carry their own serials and record which machine they are fitted to, with a detach-to-stock action when they come off.
Utilisation and lifetime value
The premium Dealer Suite asset register shows per-unit utilisation and lifetime profit and loss, so you can see which assets earn and which to move on.
Identity and disposal
VIN, registration and serial are enforced identity fields wired into search, and a unit carries its status through to sold or retired at the end of its life.
How it works
- 1
Create the unit once
When a machine arrives it becomes a serialised unit with its make, model, serial, VIN or plate and opening hours, and everything that happens to it afterward hangs off that one record rather than a new entry per department.
- 2
Let its history accumulate
As the machine is built, commissioned, serviced and hired, each event writes to its timeline automatically, so the asset passport grows as the work is done and never depends on someone remembering to update a second system.
- 3
Track hours and condition
Meter readings from services and hire returns advance the unit's hours and feed its service-due logic, and off-hire inspections capture its condition, so the record reflects the machine's real state at any point.
- 4
Value, sell or retire it
When the machine reaches a trade-in, a used sale or retirement, its complete history, utilisation and value are already on the record, so the valuation and the decision start from the truth instead of guesswork.
One record across the whole life of the machine
Split systems give a machine one identity in sales, another in service and a third in rental, with the serial re-keyed between them and the history full of holes. In MDMS a single serialised unit carries build, sale, service, hire, hours and disposal on one asset passport, so the record that values a trade-in or proves a warranty is complete, because it was never scattered across separate systems in the first place.
The modules behind it
Buy only what you use — these are the MDMS modules this solution runs on.
Frequently asked questions
- What is equipment asset management software?
- Equipment asset management software keeps a complete record of each machine across its whole life — identity and serial, purchase and build, service history, hour meter, hire and utilisation, and eventual sale or disposal. MDMS holds all of that on one serialised unit record, so a machine's history is a single asset passport rather than fragments scattered across separate sales, service and rental systems.
- What is on a unit's asset passport in MDMS?
- Each serialised unit carries its identity fields (serial, VIN, registration), a chronological timeline of purchase, build, commissioning, services, hire contracts and hour readings, its attachments, and its current status. Because service, hire and meter events write to the record automatically as they happen, the passport is built by the work itself rather than assembled by hand when someone needs it.
- Does MDMS track hour meters over a machine's life?
- Yes. Meter readings entered during services and captured on hire returns advance the unit's hour meter, with a monotonic guard so a reading can only move forward unless a reset is noted. Those hours drive the machine's service-due calculations and progress indicators, so the asset record reflects real usage over the life of the machine, entered by your staff on each visit.
- Can MDMS report on utilisation and lifetime value?
- The premium Dealer Suite asset register shows per-unit utilisation, calculated as hire days against available days, and lifetime profit and loss for each asset, so you can see which units earn their keep. Utilisation also surfaces in the standard reports, while the fuller asset register and lifetime value view are part of the premium module.
- How does MDMS handle attachments and implements?
- Attachments such as buckets, augers and rippers are held in a register where each carries its own serial, cost and value and records which machine it is fitted to, with a detach-to-stock action when it comes off. It is a practical attachments register rather than a multi-level tree of serialised sub-machines, which covers what a plant or machinery business needs day to day.
Ready to try equipment asset management software?
Start a 14-day free trial — no credit card, no implementation fee, no sales call required. Or book a personalised demo with our team to see your workflow in MDMS.
Built for these industries
Hire & rental fleets
MDMS runs a hire fleet on the numbers that matter — on-hire and off-hire, rate cards and recurring billing, guided damage assessment on return, deposits, and utilisation per unit.
Construction & earthmoving
Sell it or hire it, then keep it running — MDMS manages earthmoving machines and their attachments through sale, wet and dry hire, damage recovery on return and machine-hour servicing.
Agricultural
From the first quote to the tenth season of service, MDMS runs the machines you sell — build and delivery, hour-based servicing, multi-OEM warranty recovery and the parts behind them.
Trucks, trailers & transport
MDMS runs commercial truck and trailer workshops end to end — new and used sales, body fit-outs as build orders, fleet servicing by the hour, warranty recovery and the parts that fit each chassis.