Condition report apps for equipment hire in Australia and NZ, compared (2026)

If you search for software to record the condition of hire equipment, you get two kinds of product mixed together: apps that do only the condition record, and hire management systems that include one. They are not interchangeable, and the right choice depends on whether you are buying a system or adding evidence to the one you have. This is a plain list of the options an Australian or New Zealand operator will come across, with prices and features taken from each vendor's own site as of 20 September 2026. Prices change; check before you buy.

Condition-record apps

These do the handover record and sit beside your booking system, whatever it is.

DepotProof

Ours, so read with that in mind. A web app on the phone that runs a fixed checklist at pickup and again at return, one angle at a time, and produces one PDF with each angle side by side, timestamped, with the damage note on the cover and signatures from both parties at both ends. Works without signal once a handover is under way. A$59 per depot per month, unlimited users and handovers, 14-day trial with the card taken at signup. Does not do bookings, invoicing or maintenance, and does not integrate with anything. Pricing.

HireCheck

Australian-built, designed in Perth. Timestamped, GPS-tagged photo inspections, on-screen signatures, damage claim packs with side-by-side comparisons, QR stickers, integration and embeddable condition links for hire software, and white-label branding on the top tier. A$39, A$79 and A$149 per month, limited by equipment count and staff logins (20 items and 2 logins on the cheapest tier, unlimited on the dearest). 14-day trial without a credit card. The closest product to DepotProof; our comparison goes through the differences.

Record360

The enterprise inspection app, US-based, used by large rental and vehicle fleets. Photographs and video, timestamped and geo-tagged, drawing on images, AI that flags damage, multiple inspection types and integrations with rental systems. Pricing is quoted per business and not published. The most capable of the pure inspection apps and the least suited to a single depot wanting a price. Our comparison.

Hire management systems with condition reports inside

These run the business and include a condition record as a feature. If you are choosing your first hire system, start here.

HirePOS

Developed and supported in Australia. Quoting, bookings, invoicing, payments, customer records, inventory, accounting export, and iPad-compatible photo condition reports linked to each hire contract, with digital signatures on agreements. A$109 per month including GST, plus A$49 per admin or general user and A$15 per restricted user, plus add-ons for branches, API and an online store. 30-day trial without a credit card. Our comparison.

CloudRent Pro

Australian, for plant and tool hire. Photographs at dispatch and return with AI damage detection, a driver app that captures signatures on handover, availability calendars, wet and dry hire, maintenance scheduling and utilisation reports. At the time of writing its site offers 30 days of full access for A$1 with a card required, and does not publish ongoing tiers on that page. Worth a look if AI damage detection inside a full system appeals.

HireYard

Built for Australia and New Zealand. Hire yard management with QR scan-in and scan-out that logs every gate movement with condition photographs, and maintenance scheduling. Its site is light on detail; ask for a demo and a sample condition report.

HireHop

UK-based cloud rental management used worldwide. Stock, bookings, invoicing, customer records and multi-location support, with photographs, notes, files and signatures on the check-in and check-out screens. Priced in pounds sterling with a free plan and per-user paid plans. Our comparison.

How to choose

1. Decide which thing you are buying. A system, or a record to add to the system you have. Half the disappointment in this category is buying the other one.
2. Ask for a sample PDF from every vendor, and compare the documents rather than the feature lists. The report is what the renter and the tribunal will see.
3. Test in your worst corner. Take the trial to the part of the yard where your phone drops out and run a real handover.
4. Price the people, not the plan. Per-user and per-tier pricing looks cheap at the entry level and is not by the time your whole counter and yard are logged in.
5. Check the pickup discipline. Anything can photograph damage at return. The question is whether the software makes the pickup record happen on a machine that looks fine.

If the record is what you need, the guide to what it must contain is the checklist to hold every option against.