Machine-hours billing software for a bauxite haulage contractor

The verdict in three sentences

A haulage and maintenance contractor serving bauxite mines bills by the machine hour, and every poorly recorded hour turns into a dispute with the mining client. Specialised solutions for this work cost around USD 60,000 to 150,000 in 2026 for a fleet of 80 to 200 units, while a medium-complexity custom application from Kolonell sits between 4,000,000 and 7,000,000 FCFA (6,100 to 10,670 EUR). The return comes mainly from disputed billing variances falling by 70 % when hour logs, maintenance and HSE certificates live in a single tool.

Why machine-hour billing goes wrong in spreadsheets

At mining services contractors in Guinea, Ghana or Sierra Leone, the usual chain looks like this: a checker writes down on paper the hours of each dump truck or loader, a supervisor re-keys the sheets into Excel, then accounting consolidates a monthly statement sent to the mine. At every step hours vanish or get duplicated. The client then compares the statement with its own dispatch data and rejects any line that does not match.

The modules that matter for a mining contractor

The core of the tool is equipment hour logging on a tablet or smartphone, working offline and syncing when the network returns. The checker records start time, end time, hour meter and status (production, client standby, breakdown). Each log is approved by the mine's supervisor directly in the app, which removes most end-of-month disputes.

Around this core sit preventive maintenance triggered by the hour meter (oil change at 250 hours, service at 500 hours), HSE certificate tracking for staff with alerts 30 days before expiry, and monthly invoicing generated automatically from each contract's hourly rates.

What the mining client expects from you

Major bauxite producers require full traceability from contractors: hours approved by both parties, mechanical availability rates, HSE incidents reported within 24 hours. A contractor that sends a clean monthly report, with the client supervisor's digital sign-off on every log, gains credibility at contract renewal. The next tender may well require availability reporting above 85 %, which demands reliable breakdown tracking.

Mini case study

Moussa runs a bauxite haulage company with 90 trucks and 12 loaders billed at an average of USD 65 per hour. The fleet logs about 38,000 hours a month, for monthly revenue close to USD 2,470,000.

Today 4 % of hours are disputed every month: 1,520 hours or USD 98,800 on hold, half of which is eventually lost. With logs approved on tablet by the client supervisor, disputed variances drop by 70 %, leaving only 456 hours in dispute. The avoided loss is about USD 34,500 a month, more than USD 400,000 a year. A complex Kolonell application at 15,000,000 FCFA (22,870 EUR) pays for itself in the first month.

FAQ

Does the app work without network coverage on mine sites?

Yes, data entry works offline and syncs as soon as 3G or wifi is available. A rugged tablet costs roughly USD 400 to 900 in 2026.

Can we manage several mining contracts with different rates?

Yes, each contract carries its own hourly rates and standby and breakdown rules. The monthly invoice is generated per contract in under 10 minutes.

How long does deployment take?

Plan 10 to 16 weeks for a medium-complexity application, with a pilot on 10 to 15 units during the first 3 weeks.

How are staff HSE certificates handled?

Each driver or mechanic has a file with training and medical validity dates. The tool alerts 30 days before expiry and blocks assignment of a non-compliant worker.

What maintenance budget should we plan?

Kolonell maintenance ranges from 35,000 to 120,000 FCFA (53 to 183 EUR) per month depending on service level. New modules, such as accounting integration, are quoted separately.

Let's scope your project. We define hour logging, maintenance and per-contract invoicing together, with a pilot on part of the fleet within a few weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.