Case Study
How Site Sentry brought order to a hire business too complex for off-the-shelf software
A multi-brand equipment hire company replaced an error-prone legacy system and got complete visibility across every asset, job, and contract.
2 Businesses
Onboarded
Australian
Support
Custom
Invoicing
Number of Users
Location
WA, SA, NSW, QLD, VIC
Previous Software
"I'm a big advocate. It's an Australian business, Australian investors. The stuff that gets released, you can use it straight away. We've never had a situation where something came out and caused us problems."
Anthony Beach, General Manager
The Problem
Site Sentry runs a specialist hire operation across multiple brands. By the time Site Sentry came looking for a new system, they were carrying the weight of software that was never built for a business like theirs.
The most damaging flaw was the hire agreement history. Every month, the old system generated a new contract. The original was gone. Tracking the full history of an asset or a customer relationship meant digging through a chain of regenerated documents, if the records were there at all.
The system had no safeguards either. Staff could delete lines, change prices, and wipe records. No alerts, no audit trail. As the team grew beyond one or two people, the exposure grew with it.
Operations and sales both felt it. Anyone quoting or managing assets was working inside a system that couldn't protect its own data. The field team had so little confidence in it that they kept running paper processes in parallel, because the alternative was worse.
"We can manage our whole business without talking to each other over email. That's really an issue that's gone."
Anthony Beach, General Manager
The Solution
Site Sentry first reached out to Latner four years before they went live. At the time, the fit wasn't right, Latner was focused on more general rental businesses, and Site Sentry's complexity sat outside that scope.
Two years and one failed provider later, Site Sentury flew to Sydney to meet with the team. They agreed to start small. Site Sentry brought on Fordwall first, a smaller business in their group, at roughly 20% the size of Site Sentry, to learn the system before rolling it out at scale. A year later, Site Sentry came on board.
The full hire contract history was there from day one. Every asset now carries a complete record: where it's been, what's been spent on it, every service job and work order. Costs that had been falling through the cracks on service jobs were captured. Scheduling became visible across the whole team without phone calls or email chains.
One requirement no other platform could meet was Site Sentry's invoicing cycle: they invoice on the 20th of each month, a month in advance. Larger international systems couldn't accommodate it. Every month was a manual workaround. Latner scheduled it in, and it hasn't been touched since.
The field team moved off paper entirely. The workshop runs off the system now, something they weren't willing to trust to the previous platform.
The Result
Complete hire agreement history for every asset, for the full duration of hire
Service job costs captured that were previously going unrecorded
Paper processes eliminated across field and workshop operations
Custom billing cycle (20th of the month, month in advance) built into the system
Cross-team job scheduling and asset tracking without emails
After-hours support answered consistently, across time zones
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