Teletrack
← Integrations

Integration

HirePOS + Teletrack — your hire bookings, our asset tracking, one shared record.

Two-way integration between Teletrack and HirePOS. Customer records, asset registers, and on-hire / off-hire status sync between the two platforms. HirePOS keeps running your bookings and invoicing. Teletrack adds live asset visibility, pre-starts, the hire customer portal, and charge-by-usage data — without duplicate data entry.

HirePOS handles the bookings, the contracts, the invoicing, and the customer master file. Teletrack handles the tracking, the pre-starts, the operator ID, the maintenance, and the customer portal. The integration keeps both platforms in sync so you don't keep two copies of the same record.

Data flow

From HirePOS into Teletrack

Customer master records

Every hire customer in HirePOS becomes a Teletrack customer record without re-keying.

Asset register

Each hire asset (with hire reference, category, rate code) syncs in so the tracker is associated with the right hire record.

On-hire status

Asset goes on hire in HirePOS, Teletrack flags it and applies the customer's portal access automatically.

Off-hire status

Asset comes off hire, Teletrack revokes portal access for that asset and closes out usage capture for invoicing.

Data flow

From Teletrack back into HirePOS

Usage data

Engine hours, kilometres, idling captured per hire period — exportable as invoice line items.

On/off-hire inspections

Completed hire-out and hire-back forms with photo and signature, linked to the HirePOS hire record.

Geofence breach events

Assets used outside agreed sites or hours, flagged against the hire record.

Pre-start completion summaries

Proof the hired plant ran with proper pre-starts during the hire period.

How it works

The hire lifecycle — 5 steps

How it works

  1. 1

    Booking taken in HirePOS

    Your hire desk takes the booking in HirePOS as usual — customer, asset, dates, rate, contract. Nothing changes about how your team books work.

  2. 2

    On-hire fires the sync

    When the booking goes on hire in HirePOS, Teletrack picks it up automatically. The asset's tracker is associated with the hire record. Customer portal access is provisioned for the hire period. New customers sync into Teletrack on first hire.

  3. 3

    Live visibility during the hire

    Customer logs into the Teletrack hire portal and sees the assets they're renting — location, usage hours, return date, pre-start records. Your hire desk stops fielding 'where's my hire?' calls. Asset is being tracked, pre-started, and protected against rental leakage in the background.

  4. 4

    Off-hire fires the close-out

    Asset comes off hire in HirePOS. Teletrack closes usage capture, runs the off-hire inspection workflow if configured, and packages usage data (engine hours, kilometres, idling, geofence breaches) as exportable line items for the invoice.

  5. 5

    Invoice line items flow back

    Usage data exports back into HirePOS as line items for the invoice — charge-by-engine-hour, charge-by-kilometre, or whichever billing model the hire contract uses. No manual hour readings. No honour-system disputes.

Audience

Who uses this integration

Small to mid-size hire businesses on HirePOS

HirePOS is widely deployed across AU smaller and mid-sized hire businesses. If your bookings, invoicing, and customer master live in HirePOS already, this is the path to live asset visibility without ripping out your ERP.

Hire businesses moving to usage-based billing

You want to charge by actual engine hours or kilometres but your current setup relies on customer self-reporting. The integration captures usage automatically and packages it back into HirePOS.

Hire businesses with customers asking for portal access

Your hire customers — particularly larger ones — want to log in and see what they're renting. The integration provisions portal access automatically for the duration of the hire.

Activation

What you need to turn it on

Prerequisites

  • Active HirePOS subscription — held directly with HirePOS; Teletrack doesn't resell or include it.
  • Teletrack subscription — any tier (Track, Track + Safety, or Track + PROSTART®). The integration is included.
  • HirePOS API credentials — generated by your HirePOS admin and provided to Teletrack at setup.
  • A field mapping decision — which HirePOS customer field maps to which Teletrack field, and which rate codes drive which usage capture. Your Implementation Consultant walks you through this in 30 minutes.

What it costs

Nothing extra. The HirePOS integration is included with any Teletrack subscription. No per-record fee, no per-API-call fee.

Setup process

  1. We collect your HirePOS API credentials.
  2. Implementation Consultant configures the field mapping.
  3. Initial sync runs — your customer master and asset register populate Teletrack.
  4. Hardware is installed on your hire assets (or DIY for plug-in / battery devices).
  5. First test hire runs end-to-end through both platforms.
  6. Go live.

Typical activation: 1–2 weeks for a small to mid-size hire fleet.

Compatibility

Hardware and solutions this works with

Recommended hardware for hire fleets

  • Digital Matter G70-BLE — heavy plant, hardwired, PROSTART-ready.
  • TrakaX® Series 2 — Australian-designed, PROSTART-native.
  • Teltonika FMM250 — hire utes, vans, light commercial fleet.
  • Ruptela Smart5 — hire fleet vehicles, hardwired with operator ID.
  • Ruptela Asset5 — non-powered hire assets like trailers, light towers, fuel cubes.

Solutions that work alongside

  • Portal Sharing (Mode 1) — the hire customer portal the integration provisions automatically.
  • PROSTART® pre-starts — cross-vendor pre-start with immobilisation for any hardwired hire asset.
  • Maintenance module — service schedules and work orders triggered by usage or fail events.
  • On / off-hire inspections — photo and signature capture at hire-out and hire-back.

HirePOS integration FAQs

Do I have to switch from HirePOS to use Teletrack?

No. HirePOS keeps doing what it does — bookings, contracts, invoicing, customer master. Teletrack runs alongside it for tracking, pre-starts, the customer portal, and maintenance. The integration is what makes them work together.

Is the sync real-time or batched?

On-hire and off-hire events are near-real-time (within seconds). Customer and asset master records sync every 15 minutes by default — adjustable. Usage data writes back at off-hire or on the cadence you set for in-flight billing.

What if my HirePOS data is messy?

The first-pass import surfaces duplicates and inconsistencies — duplicate customer records, assets with no rate code, missing categories. Your Implementation Consultant works through the cleanup with you before go-live. Most hire businesses find the integration project doubles as a useful data audit.

Does this work with custom HirePOS fields?

Yes. Custom fields in HirePOS can map to Teletrack tags or custom-field equivalents. Field mapping is configurable per customer. If you've built workflow logic on HirePOS custom fields, we preserve it.

Can I sync only some of my hire fleet?

Yes. Asset-by-asset opt-in is supported. Some hire businesses start with their heavy-plant fleet and add light commercial later, or sync only assets on a specific yard. Configurable in the field mapping.

What about customers who don't want portal access?

Per-customer override. You can flag a customer as 'no portal' and the integration won't provision portal access on hire. Usage data and on/off-hire records still flow; only the customer-facing portal is suppressed.

How does charge-by-usage work practically?

Engine hours, kilometres, and idling are captured automatically by the hardware. The off-hire event packages the usage for the hire period and exports the line items back to HirePOS. Your hire desk reviews and approves the invoice in HirePOS as normal — working from accurate data instead of a customer's self-report.

What if I cancel Teletrack — does my HirePOS data stay intact?

Yes. HirePOS data is HirePOS's record — Teletrack never owns it. On cancellation we stop the sync; HirePOS is unaffected. Teletrack's own data is fully exportable before cancellation. Month-to-month, 30 days notice.

Are you HRIA members?

Yes. Teletrack is a member of the Hire and Rental Industry Association and active at HRIA events including the HIRE convention. The HirePOS integration was built with feedback from HRIA-member customers.

See the HirePOS integration running

A 30-minute demo walks through the customer + asset sync, the hire lifecycle with both platforms in play, the customer portal, and the usage-data flow back to HirePOS for invoicing.

Book a demo

Want a walkthrough tailored to your fleet?

Book a demo Get a quote