Heavy Equipment
Documentation App
Document machine condition at every delivery, return, and service: timestamped proof that ends rental damage disputes and builds fleet history.
Trusted by 1,200+ field contractors across the trades.
Without Documentation, You're Exposed
Equipment businesses eat damage nobody admits to. Here's what's at stake without condition records.
Rental Damage Nobody Admits To
The machine comes back with a cracked windshield and a dented counterweight, and the renter swears it left your yard that way. Without delivery and pickup condition photos, every damage dispute is your word against a customer you want to keep — and the repair eats the rental margin.
Warranty & Service Disputes
You serviced the machine; three months later a component fails and the customer blames the service. Without photos of as-found condition, the work performed, and fluid and wear states, "the mechanic broke it" sticks to your shop.
Fleet Condition Living in Memories
Which machine had the slow hydraulic leak? When did that undercarriage hit 50%? Fleet condition knowledge scattered across operators' heads and paper checklists disappears with turnover — and surprises become downtime at the worst time.
How It Works
Three simple steps to organized, professional documentation.
Document at Every Handoff
Capture machine condition at delivery, pickup, and service intake: glass, panels, tires or tracks, attachments, hour meter. Every photo automatically timestamped and geotagged.
Organize by Machine
Photos grouped by unit and categorized by event: deliveries, returns, PM services, repairs, damage. Each machine builds a dated condition history.
Report & Share
Generate professional PDF reports in minutes. Send condition reports to rental customers at delivery and service reports at pickup.
Built for Heavy Equipment Rental & Service
Every feature designed to save you time and protect your business.
Timestamped Condition Photos
Every photo captures date, time, and GPS automatically: dated proof of machine condition at delivery, return, and every service in between.
Unit & Event Categories
Organize photos by machine and event type: delivery walkaround, return inspection, PM service, repair, damage documentation, attachment condition.
Condition & Service Reports
Generate PDF condition reports at delivery and return, and service records for warranty and resale. Documentation that settles disputes and supports asset value.
Automatic Cloud Backup
Every photo backed up automatically. The fleet's condition history stays with the company, not with whoever did the walkaround.
Share with Customers & Insurers
Send condition reports to rental customers, insurers, and buyers via email or text link — the delivery report lands before the machine does.
Built for the Yard & the Site
Fully offline capable, fast walkaround capture with gloves on. Document a full delivery inspection in under five minutes.
Real-World Use Cases
See how heavy equipment rental & service use Fieldpost on every job.
Delivery & Return Condition Reports
Walk the machine at every handoff: glass, panels, paint, tracks or tires, bucket teeth and cutting edges, hour meter, fluid levels, attachments. Send the customer the delivery condition report before the machine starts working. At return, the same walkaround compared against delivery photos settles damage in minutes — charged fairly, documented clearly, relationship intact.
Damage Documentation & Disputes
When damage is found, photograph it in context immediately: the crack, the dent, the bent cylinder rod, with the machine and site visible. Dated photos tied to the handoff timeline establish exactly when damage appeared — between delivery and return, before or after the service visit. Insurance claims, customer charges, and warranty cases all move faster with organized photo evidence.
PM Services & Fleet History
Document every preventive maintenance service: filters and fluids changed, grease points hit, undercarriage wear, hose and pin condition, anything trending toward failure. Each machine accumulates a dated visual history that catches problems before they become downtime, supports warranty claims with manufacturers, and adds real money at resale — buyers and auction houses pay more for a documented machine.
That windshield was whole at delivery. Prove it.
30 days free. Document your next handoff and stop eating damage that isn't yours.
Start Free TrialFree for 30 days. No credit card required.
Frequently Asked Questions
Questions heavy equipment rental & service ask before getting started.
How long does a delivery walkaround take?
Under five minutes. Walk the machine, capture each side and known wear points, photograph the hour meter, and the photos organize to that unit automatically. Generate and send the condition report before the truck leaves the yard.
Will condition reports actually hold up in a damage dispute?
Yes. Timestamped photos at delivery and return bracket exactly when damage occurred. Most disputes end the moment you produce the delivery photo of an undamaged panel — and customers stop disputing once they know your handoffs are documented.
Can I track condition history per machine across the whole fleet?
Yes. Set up each unit as a project and every event — delivery, return, service, damage — builds its dated history. Sorted, searchable, and backed up. The fleet's condition stops living in anyone's memory.
Does documentation really help at resale?
Yes. A machine with a dated photo history of services and condition consistently brings more from buyers and auction houses than an identical machine without one. The documentation pays twice: fewer disputes during the rental life, higher value at disposal.
Does it work in yards and sites without coverage?
Yes. Fieldpost works fully offline. Document walkarounds and services anywhere, and everything syncs automatically when you're back in coverage.
Can I add drivers, mechanics, and yard staff to one account?
Yes. Plans start at 3 users for $25/month, with additional users at $10/month. Everyone documents to the same units in real time. No annual contracts.
Common Heavy Equipment Rental & Service Workflows
See how heavy equipment rental & service document specific scenarios.
Equipment & Fleet Documentation
A dated condition history for every unit in the fleet.
Learn morePre-Existing Damage Documentation
Condition bracketed at every handoff — disputes settle themselves.
Learn moreMaintenance & Service Records
PM records that support warranties and resale value.
Learn moreInsurance Claim Support
Damage claims backed by dated photo evidence.
Learn moreLiability & Dispute Protection
An always-on photo record that protects you before anything goes wrong.
Learn moreMaterial Delivery Verification
Prove what showed up, when, and in what condition.
Learn moreOther Trades We Serve
Fieldpost is built for teams across the trades.
Excavation & Sitework Contractors
Utility locates, grade verification, and buried-work documentation before backfill.
View industry pageDemolition Contractors
Pre-demo surveys of adjacent property, disconnect verification, and clearance documentation.
View industry pageUtility & Infrastructure Contractors
Trench depth, bedding, and as-built photo records that survive backfill.
View industry pageAgricultural Services
Drainage tile and irrigation records before backfill, plus completion proof for landowners.
View industry pageIndustrial Maintenance & Service
Equipment condition records, shutdown documentation, and audit-ready maintenance history.
View industry pageStart Documenting Your Fleet Today
Join equipment companies that protect their machines and margins with organized condition documentation.
Free for 30 days. No credit card required.