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Plant and equipment hire schedule of rates template

Hire is priced by the hour, the day or the week, often with a minimum hire, a float to get the machine to site, and refuelling when it comes back. A schedule of rates pins down the period each item is hired by, and the price, before the first docket.

Download (.xlsx)or as CSV

Free, with no account and no email. Item names and units are filled in; the rates are left blank for you and your supplier.

costcode-schedule-of-rates-plant-and-equipment-hire.xlsxRates left blank
The template's first 6 rows. Rate ex GST and GST free are blank for you and your supplier to fill in, and so is the product code column after them.
RowItem descriptionUnitRate ex GSTGST free (Y/N)
2Mini excavator 1.7 t, dry hiredayblankblank
3Excavator 5 t, dry hiredayblankblank
4Skid steer loader, dry hiredayblankblank
5Plate compactordayblankblank
6Trench rollerdayblankblank
7Scissor lift, 19 ft electricdayblankblank

Item and unit filled in. Rate, GST free and product code left blank.Rate, GST free and product code left blank.10 more rows, below

What's in it

16 rows, priced in four units

Per day
  • Mini excavator 1.7 t, dry hire
  • Excavator 5 t, dry hire
  • Skid steer loader, dry hire
  • Plate compactor
  • Trench roller
  • Scissor lift, 19 ft electric
  • Knuckle boom lift, 45 ft
  • Generator 6 kVA
  • Jackhammer
  • Concrete mixer
Per week
  • Temporary fence panel
  • Portable toilet, serviced
  • Site shed 6 x 3 m
Each (EA)
  • Float, each way
  • Minimum hire charge
Per litre (L)
  • Refuelling, diesel

Common items for the trade, not a recommendation. The rates are yours and your supplier's to agree.

Keep the unit the supplier bills in: CostCode checks the unit on each invoice line against the one agreed. A line billed in a unit that measures something else (per each where you agreed per metre, per tonne where you agreed per cubic metre) is held; one it can't compare, such as per day against per week, is left for a person to confirm, never converted.

Delete the rows you don't buy and add your own under them. Keep the first row as it is: it's how CostCode's importer knows which column is which, so there's nothing to match up by hand when you load it.

Charges plant and equipment hire suppliers add on top

  • Delivery or pick-up, when it's billed as delivery rather than a float
  • Fuel levy
  • Environmental levy

These aren't rows in the file. Agree them with the rates and record each as a charge agreement on the supplier in CostCode, where charge lines are checked against them. Why charges are kept apart

Filling it in and loading it

One row per item and period. A day rate and a week rate for the same machine under the same description can't be told apart on an invoice line, so CostCode leaves those lines unverified rather than guess. Put in the rate you're billed on.

Damage waiver charged as a percentage of the hire isn't a price per unit, so it can't go in this file as a rate.

Fill in the items, send the file to the supplier to put in or confirm the rates, and load it into CostCode with the date it applies from.

How to use a template, step by stepWhat each column is for

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