For large or fleet equipment like forklifts, scissor lifts, and tracked machinery, ToolWatch allows you to calculate charges based on actual hours of use. This is done using the Hourly Usage Calculation Method and the Equipment Usage Log.
This article explains:
What the Hourly Usage Method is
How to log usage for tools assigned this method
How Idle Time is calculated
What happens to Job Cost and Billing charges after usage is logged
What Is the Hourly Usage Method?
The Hourly Usage Method calculates charges based on the number of hours a tool was actively used—not simply how long it was assigned.
Use this method when:
You need to charge for actual operating hours (not assignment duration)
You want to include Idle Time charges for unused but assigned time
The tool is uniquely tracked and usage can be logged accurately
Hourly Usage is ideal for:
Backhoes
Generators
Tracked equipment
Fleet vehicles
📌 This method only works if a tool is set to Hourly Usage in its Rate Sheet row.
Example: Logged Hours vs. Idle Time
A backhoe is assigned to a project from Monday to Friday (40 hours).
You log 2 hours of actual usage in the Equipment Usage Log
ToolWatch calculates the remaining 38 hours as Idle Time (if the Rate Sheet enables Idle Charges)
Assignment Window | Logged Hours | Idle Time |
40 hours | 2 hours | 38 hours |
Idle Time = Assignment Time – Logged Hours
This ensures accurate billing that reflects both use and downtime.
When to Use the Equipment Usage Log
Log usage when:
A tool using the Hourly Usage Method has been returned or is actively in use
You want to apply either actual usage charges or Idle Time
⚠️ If no usage is logged, the tool will not be billed using Hourly Usage—even if it was assigned.
Step-by-Step: Log Equipment Usage
Use the steps below to enter actual hours for a uniquely tracked tool.
Expand the Job Cost and Billing menu from the Navigator panel.
Click Equipment Usage Log.
Click + Add Item.
(Alternatively) Enter the tool number in the Enter item number field.
Click Enter.
In the Tool Browser, filter by Category if needed.
Select the equipment item you want to log.
Click Add Item.
In the new row that appears, enter the Start Date (when the tool was transferred to the jobsite or employee).
Enter the End Date (when the tool was returned to the warehouse or stock location).
Select the Cost Center that should be charged.
Enter the Hours Used — the number of hours the equipment was actively in use during this time.
Use numbers only (e.g., 6 or 8.5).
Do not include letters or symbols.
These hours are used to calculate actual time worked. If Idle Time is enabled on the Rate Sheet, all unlogged hours within the start and end dates may be billed as Idle Time.
Click Save.
✅ After saving, the usage record is stored and will be processed in the Billing Browser for charge calculation.
How Idle Time Is Charged
If the Rate Sheet includes Idle Time billing, ToolWatch will calculate it as the time between Start Date and End Date minus the Hours Used.
Example:
Start Date = July 1
End Date = July 3 (3 days = 24 hours if working 8-hour days)
Hours Used = 4
→ Idle Time = 20 hours (if enabled in the Rate Sheet)
What Happens After Usage Is Logged
Once usage hours are saved:
Charges for the tool will reflect actual usage
Idle Time will be calculated (if applicable)
You can now post the charges in the Billing Browser
Charges will appear in Job Cost and/or Billing summaries and exports
⚠️ Unused tools with no usage logged will not be charged unless Idle Time is enabled.
Helpful Tips
Use the Equipment Usage Log before posting
Make sure the tool’s Rate Sheet row uses the Hourly Usage Calculation Method
Save regularly—entries are not submitted until you click Save
You can log usage retroactively within the billing period