Plant Hire Reconciliation Agent
The Plant Hire Reconciliation Agent checks every plant hire invoice against the hire agreement, the plant register, off-hire notices, daily plant returns and telematics. It catches plant billed after off-hire, idle days charged as working days, breakdown time charged as standby, and duplicate units, before the invoice is paid.
Ideal forPlant managers
The difference
From 20-30 minutes per invoice to 2-3 minutes
Your team checks every hire invoice in full, instead of sampling a few and approving the rest.
Done by hand
20-30 minutes per invoice
With the Vanine agent
2-3 minutes
Time returned to your team
90%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
No paying for plant that left
Hire often continues on invoices after the off-hire was called. The agent matches every invoice day to the off-hire record.
Hire terms applied correctly
Minimum hours, wet and dry rates, standby and breakdown terms differ by agreement. The agent applies each one.
Idle plant made visible
Usage data shows which hired units sit idle, so sites can off-hire sooner.
Capabilities
Pay only for the plant hours you actually used.
Built for plant managers, commercial managers and accounts payable teams at South African contractors hiring earthmoving, lifting and site equipment.
Hire agreement capture
Reads rates, minimum hours, wet or dry terms, standby, breakdown and transport charges from each agreement.
Usage matching
Matches invoice days and hours to daily plant returns and telematics hours.
Off-hire tracking
Checks each invoice against off-hire notices and collection records.
Breakdown and standby check
Applies the agreement's rules for breakdown, standby and weather days.
Idle plant report
Shows units hired but idle for more than a set number of days.
Dispute pack
Drafts a query to the hire company with the evidence for each disputed line.
How it works
From your systems to a result you sign off
Your plant manager confirms every disputed line before a query is sent, and accounts payable holds only the disputed amount.
Connect the places your plant records already live.
Hire agreements and invoices from SharePoint and your ERP, daily plant returns from Procore or your site system, and telematics from your fleet provider. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- SAP, Syspro and Sage ERP
- MiX Telematics, Cartrack and OEM portals
- Procore daily logs
- SharePoint and Outlook
Runs when each hire invoice is received and weekly on idle plant, or on request in Teams or OpenAI Frontier.
An invoice check report in Excel, an idle plant list for each site, and draft queries to hire companies in Outlook.
Step by step
- 01
A hire invoice is received in accounts payable.
- 02
The agent reads the invoice and the matching hire agreement.
- 03
It matches each day and hour to plant returns, telematics and off-hire records.
- 04
It flags lines that do not match the agreement or the usage.
- 05
Your plant manager confirms disputes and the agent drafts the query.
- 06
Accounts payable pays the undisputed amount.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Check this month's hire invoices for the N2 site"
- site
- N2 upgrade
- invoices
- 27
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your plant records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your plant records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your plant records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR PLANT RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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