DepotProof vs HirePOS: full hire management or just the evidence

HirePOS is hire management software: quotes, bookings, invoicing, payments, customer records, inventory, accounting export. Condition reports are one feature among many. DepotProof is the opposite shape, one feature done thoroughly, meant to sit beside whatever runs your bookings. Comparing them is less "which is better" than "which problem are you solving this quarter".

HirePOS facts below are from hirepos.com.au as of 20 September 2026.

What each one is

HirePOS is developed and supported in Australia and describes iPad-compatible photo condition reports linked directly to each hire contract, digital signatures for rental agreements, and the full commercial workflow around them. If you are choosing your first hire system, it is a serious candidate.

DepotProof records the condition of a machine at pickup and again at return, with photographs, signatures and a timestamp on every frame, and turns the pair into one PDF. It does not quote, book, invoice or track maintenance. It is the evidence layer beside your system, whatever that system is.

Price

	DepotProof	HirePOS
Base	A$59 per depot per month	A$109 per month, GST included
Extra users	None. Unlimited	A$49 per admin or general user, A$15 per restricted user
Extra branches	Each depot is its own A$59	A$15 per branch per month
API or Zapier	Not offered	A$15 per month
Online store	Not offered	A$64 per month
Trial	14 days, card taken at signup, charged on day 15 unless you cancel	30 days without a credit card

Read the user line twice. HirePOS's base price covers the software; each person who logs in to do real work is another A$49 a month. A counter, a yard supervisor and an owner is A$109 plus two users, around A$207 a month before branches. That is not a criticism, it is how most hire management software is priced, and you get a great deal of software for it. DepotProof is A$59 with every counter hand and yard hand logged in, because the only thing being counted is the depot.

The condition report itself

HirePOS attaches photo condition reports to the hire contract on an iPad, which is exactly where an office wants them: open the contract, see the photos. DepotProof's report is built for the other reader, the renter or the tribunal member who has never seen your system:

• One page per angle, pickup beside return, both timestamped.
• A cover with the reference, both handover times, the hire duration, and the damage note typed at return, word for word.
• Signatures from the renter and the staff member at both handovers.
• A guided camera that names one angle at a time and will not move on until the shot is taken, so every staff member produces the same set.

Whether HirePOS's condition report is comparable page for page we cannot say; its site describes the feature rather than showing the document. Ask for a sample PDF from both and put them side by side. That is the fairest test there is.

Offline

DepotProof captures without signal once a handover is under way, and uploads when the app is next open in range. HirePOS's pages do not describe offline use of the condition report, and we have not tested it; ask before you rely on it in a yard with poor coverage.

Running both

This is the combination we see most often and the one DepotProof is designed for. HirePOS, or whatever you already run, keeps the contract, the invoice and the customer. DepotProof runs the handover on the phone and produces the report. The two do not talk to each other, which is a genuine limitation: the reference on a DepotProof report is DepotProof's, and somebody writes it on the invoice by hand or not at all.

If that hand-off is unacceptable to you, HirePOS's integrated approach wins outright. If your booking system is a spreadsheet, or software you have no intention of replacing, DepotProof adds the evidence layer without a migration.

Which one

Choose HirePOS if you are buying a hire system and want condition reports inside it, and price the users you actually need.

Choose DepotProof if you already have a system you are keeping, if you want every staff member on the phone without a per-seat bill, or if the yard loses signal. Pricing is one line long. The trial is one real handover.