> ## Documentation Index
> Fetch the complete documentation index at: https://docs.contractor-co-pilot.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Track equipment rates and availability

> Build an equipment catalog with daily and hourly rates, link machinery to estimates and projects, track availability, and set division-level pricing.

The equipment catalog gives you a single place to maintain the rates for every piece of machinery and tooling your crews use. When you link equipment to estimates and projects, your cost data stays consistent and your pricing reflects what equipment actually costs to deploy.

## Add equipment

<Steps>
  <Step title="Open the Equipment catalog">
    In the sidebar, go to **Costs > Equipment**.
  </Step>

  <Step title="Create a new entry">
    Click **New Equipment**.
  </Step>

  <Step title="Fill in the details">
    Enter the following fields:

    * **Name** — A descriptive name for the piece of equipment (e.g., `CAT 320 Excavator`, `12" Miter Saw`)
    * **Type** — The equipment category (e.g., `Heavy Equipment`, `Power Tools`, `Vehicles & Trucks`)
    * **Hourly rate** — What it costs to operate per hour, including fuel, maintenance, and depreciation
    * **Daily rate** — The full-day cost if you prefer to price equipment by the day (optional; if omitted, the daily rate is calculated as hourly × 8)
    * **Location** — Where this piece of equipment is currently stored or deployed (optional)
  </Step>

  <Step title="Save">
    Click **Save**. The equipment is now available to reference in estimates and projects.
  </Step>
</Steps>

## Import from Excel or CSV

To bulk-add equipment from an existing spreadsheet:

<Steps>
  <Step title="Click Import">
    On the Equipment page, click **Import**.
  </Step>

  <Step title="Upload your file">
    Upload an `.xlsx` or `.csv` file with a header row.
  </Step>

  <Step title="Map columns">
    Match your columns to Name, Type, Hourly Rate, Daily Rate, and Location.
  </Step>

  <Step title="Review and confirm">
    Check the preview for any mapping errors, then click **Confirm Import**.
  </Step>
</Steps>

## Search and filter

Use the search bar to find equipment by name or keyword. Additional filters include:

* **Type** — Narrow to a specific equipment category
* **Status** — Show only active or inactive records
* **Location** — Filter by where the equipment is stored or deployed
* **Rate range** — Find equipment within a specific hourly cost band

Save any filter combination as a **custom view** for quick access.

## Link equipment to estimates

When adding a line item to an estimate, start typing the equipment name in the description field. Matching catalog entries appear as autocomplete suggestions. Selecting one auto-fills the hourly or daily rate for that line item.

You can override the rate on any individual line without changing the catalog entry.

## Link equipment to projects

From a project's detail page, you can associate equipment to track what's allocated and when. This gives you visibility into which pieces of equipment are in use, where they are, and what they're costing against project budget.

<Note>
  Equipment availability tracking reflects the **Location** field and any project assignments you've recorded. It does not integrate with external telematics or fleet management systems.
</Note>

## Track availability

The **Location** field on each equipment record lets you note where a piece of equipment is currently deployed. When you filter by location, you can quickly see what's available at a given site versus what's committed elsewhere.

<Tip>
  Update the location field whenever equipment moves between sites. This keeps your availability view accurate and helps project managers plan around equipment constraints.
</Tip>

## Cost categories

Assign cost categories to equipment for reporting and to apply category-specific markup in your cost profiles:

| Category          | Examples                               |
| ----------------- | -------------------------------------- |
| Heavy Equipment   | Excavators, skid steers, cranes, lifts |
| Power Tools       | Saws, drills, compactors, generators   |
| Vehicles & Trucks | Pickup trucks, flatbeds, dump trucks   |
| Safety Equipment  | Fall protection, temporary barriers    |
| Specialty Tools   | Surveying equipment, laser levels      |

To assign a category to multiple items at once, select the rows and click **Bulk Assign**.

## Division-level pricing

If your organization uses divisions, each division can maintain its own rates for the same piece of equipment. A division override takes precedence over the organization default when an estimate is created within that division.

To set a division rate, open the equipment's detail panel, go to the **Division pricing** tab, and enter the rate for each applicable division.

<Info>
  Division pricing is available on the Growth plan and above. See [Divisions](/organization/divisions) for setup.
</Info>

## Export

Click **Export** on the Equipment page to download your full catalog as a CSV file.

## Next steps

<CardGroup cols={2}>
  <Card title="Materials" icon="package" href="/costs/materials">
    Complete your cost database with a materials catalog.
  </Card>

  <Card title="Labor" icon="users" href="/costs/labor">
    Define labor rates and crew configurations.
  </Card>

  <Card title="Cost profiles" icon="percent" href="/costs/cost-profiles">
    Apply markup to equipment costs in estimates.
  </Card>

  <Card title="Projects" icon="briefcase" href="/projects/index">
    Track equipment allocations against project budgets.
  </Card>
</CardGroup>