Condition Reports & Digital Sign-off
Plant hire inspection software
Pre-hire condition reports, photo documentation and customer sign-off — built into your hire management system. Not a separate tool.
A piece of plant comes back with a bent bucket. The customer says it was like that at collection. Without a signed, time-stamped condition report with photos from the point of handover, you have no case. MovoGo is equipment inspection software built directly into your hire management system — so every collection and return is documented, every damage charge flows to the invoice automatically, and you never chase a dispute without evidence again.
No commitment. 30-minute demo tailored to your hire operation.
The problem with damage disputes in plant hire
Every hire company has been here. The challenge is always the same — documentation at the point of handover.
No photos means no case
A customer disputes damage at return. Without time-stamped photos from collection showing the machine's condition, you cannot prove when the damage occurred. You absorb the repair cost.
Paper condition reports disappear
Handwritten pre-hire condition reports get lost, become illegible or are never filed properly. When a dispute arises six weeks later, the paperwork is nowhere to be found.
Inspection and invoicing are disconnected
Even when damage is documented, converting it into an invoice charge means finding the paperwork, calculating the cost and raising a separate invoice manually. It often just does not happen.
How MovoGo's condition reporting works
Every condition report is tied to the hire agreement. Every photo is time-stamped. Every invoice charge flows from the inspection — automatically.
Guided photo inspection
Walk around the machine at collection and return, taking photos at each step. MovoGo guides you through the checklist so nothing is missed. The report is complete in under five minutes.
Customer signs on the spot
The customer signs the condition report digitally — on your device, at the point of handover. Their signature is time-stamped and stored permanently on the hire agreement.
Damage flows straight to the invoice
At return, damage is compared side-by-side with the collection photos. Anything new is logged and added to the customer's invoice automatically — no separate admin step required.
What a thorough pre-hire condition report covers
MovoGo's inspection checklist is configurable per machine type — so an excavator inspection covers tracks and buckets, a cherry picker inspection covers LOLER certification and platform condition, and a generator inspection covers oil, coolant and fuel level.
Every item on the checklist is documented with a photo and a pass or fail status. The completed report is immediately available on the hire agreement and can be shared with the customer as a PDF.
See the inspection flow in a demoStandard condition report checklist
- Visual inspection — all body panels and structural components
- Pre-existing damage — logged with photos and description
- Fluid levels — fuel, oil, coolant (where applicable)
- Machine hours or mileage at collection
- Tyres, tracks or wheels — wear and damage
- Attachments and accessories — completeness and condition
- Controls and safety devices — function check
- Charge level — for electric and hybrid equipment
- Customer signature — digital, time-stamped, stored on hire agreement
Checklists are configurable per machine type. All items documented with photo and time stamp.
Built in — not bolted on
Most equipment inspection software sits outside your hire system — which means damage records, invoices and hire agreements never talk to each other. MovoGo connects all three from the start.
| Feature | Standalone inspection app | MovoGo |
|---|---|---|
| Pre-hire condition report | Yes | Yes — tied to the hire agreement |
| Photo documentation | Yes | Yes — time-stamped and stored on the agreement |
| Customer digital sign-off | Yes | Yes — on device at point of handover |
| Side-by-side comparison at return | Sometimes | Yes — collection vs return photos in one view |
| Damage added to invoice automatically | No — manual step required | Yes — flows directly to the customer invoice |
| Booking and hire agreement | No — separate system needed | Yes — all in one platform |
| LOLER/IPAF certificate tracking | No | Yes — per machine with expiry alerts |
| Fuel and hours auto-invoiced | No | Yes — calculated and added automatically |
LOLER, IPAF and PASMA — certificate management built in
UK plant hire companies have compliance obligations that go beyond condition reports. MovoGo handles certificate management as part of the same system.
LOLER thorough examination
Upload thorough examination certificates directly to each lifting machine. MovoGo alerts you before the certificate expires and can block the machine from being booked until the updated certificate is on file.
IPAF operator certificates
Require customers to upload a valid IPAF certificate as part of the booking process for cherry pickers, scissor lifts and boom lifts. Certificates are stored on the hire agreement and available for audit at any time.
PASMA scaffold tower training
For scaffold tower hire, require proof of PASMA training before collection. Certificates are stored centrally and linked to the customer record for future hires.
Frequently asked questions
Common questions about MovoGo's equipment inspection and condition reporting features.
Inspection software for every machine type
MovoGo's condition reporting works across your entire fleet. See how it applies to specific equipment categories.
Ready to take control of your plant hire?
Book a free 30-minute demo and see how MovoGo can digitise your plant hire operation from day one.
No commitment. We will contact you within 1 hour.