What's new in Delatool? You can now set a hire rate per tool and choose a project right when you lend it out. The rate is saved on the loan, and each month you get a billing report per project that you can export to Excel, CSV or PDF.
On top of that, gloves, screws and anything else without a serial number can be counted by quantity, with an email when stock drops below the minimum.
Here's a quick tour.
How do you charge tools to a project?
Give the tool a hire rate – in SEK per hour, day, week or month. The rate can apply to the whole model or to a single item.
When you lend a tool out, choose Project / cost centre in the same form as usual. The rate is saved on the loan when it is created. If you change the rate later, it applies to new loans, not to ones that are already out.
If the tool has a rate above 0 kr, the loan becomes a rental and the button says Rent out equipment. Without a rate it's an ordinary loan, just like before – and it isn't charged. So internal loans work just as they always have.
The rate is internal. Someone who has only scanned the QR code doesn't see the amount – unless you turn on Allow project and hire rate in the panel (with PIN).
Want nothing to go out without a project? Turn on Require a project on loans and rentals under My page → Security and control.
How do you get a monthly report per project?
Open Billing report in the side menu. The previous month is preselected, but you can also pick your own dates.
The report sums up rentals per project, with tool, renter, time, rate and cost. Loans without a rate are listed separately and cost nothing. Yellow boxes warn you when something lacks a project.
Export to Excel, CSV or PDF – and consumables separately as CSV consumables.
Exactly how time is counted is described in chapter 8 of the manual, Projects and billing.
How do you keep track of consumables?
A tool with a serial number always gets its own QR code. But gloves, screws and extension leads? They're counted by quantity.
Click New consumable in Tool management and choose whether the item is used up or returned. Enter the quantity and unit – pcs, pair, m, kg, l or pack – and ideally a minimum.
The items appear in the same list as your tools, marked Consumable or Quantity. When stock drops below the minimum the row shows Below minimum, and the owner gets an email. It's sent once – not again until the item has been refilled.
You can also count stock with Count stock, including from the inventory page. The difference is shown before you save.
Everything about consumables is in chapter 9 of the manual.
Can you put a QR code on a box?
Yes. On the item page you'll find Create a box QR. It's one label for the whole box or batch – not one code per unit, and not a tool label.
Whoever scans the box QR gets a page on their phone. There they enter the quantity in the item's unit, their name and a project – or none, unless you require a project. Whether it's consumption, a loan or a rental is set by the item, not by the person scanning. For rentals, no amount is shown. A PIN is needed if you have turned on Require PIN even when scanning a QR code or the PIN for Lend out, rent out and return. Logged-in users on your account land on the item page instead.
Quantities can also be withdrawn from the area and location signs, together with tools. You pick the quantity right on your phone, and returnable items can be returned in parts.
It works like the rest of Delatool: scan, choose, done. Read how to check out tools digitally and get an overview with tool tracking.
Try it for 30 days
Want to see how it works on your own tools and projects? Order our free demo package. We set up the account and send QR labels, login details and a short start guide. The first 30 days are free from your first login, with no commitment. The demo package currently ships within Sweden only.
Questions? Email us at info@delatool.com.
