Vehicle replacement
Every day a car sits still costs you twice.
Once in the revenue it did not earn, and once in the standing cost it incurred anyway. Which is why the two numbers that run a replacement business are how long a vehicle was out and why it was not.
Your operation
You have a finite number of vehicles and an unpredictable number of requests. Both change hourly. A car comes back this morning and could go out this afternoon, if anybody knows it is available and it is not due a service.
The scheduling is a whiteboard, or a spreadsheet, or one person who holds the whole picture in their head and is the reason the operation works. When they are on leave, deployment slows and nobody can entirely say why.
Meanwhile the compliance dates sit in a separate spreadsheet, and the first time anybody looks at them properly is when something has already lapsed.
Where it costs you
Availability lives in somebody's head
So deployment depends on who is in the office, and the business has a key-person risk it has never priced.
A vehicle goes out of test
The date was recorded. Nothing made anybody look at it. It is on a road with a customer in it, and that is a very expensive kind of administrative failure.
Servicing is scheduled by date
A hire fleet reaches its mileage interval in a third of the time, so a date-based reminder is consistently late in exactly the fleet that can least afford it.
Half the fleet is idle and nobody knows why
A single utilisation figure cannot distinguish soft demand from vehicles stuck in a workshop, and those need opposite responses.
The charge is only known at the end
Which is the one moment the figure is no longer useful for a decision about whether to extend, swap or recover.
What changes
Every vehicle's state is a record, not a memory
On hire, available, off road with a reason. The whiteboard becomes a screen anybody can read, which is what removes the key-person risk rather than documenting it.
Fleet Pro →Compliance chases itself
MOT, tax, insurance and servicing raise a task before each falls due, on the lead time you set. The point is not the reminder — it is that nobody has to remember to check.
Servicing on mileage as well as date
Because that is how a hire fleet actually reaches its intervals.
Two utilisation figures, side by side
Against days available and against the whole period. A wide gap is a workshop conversation; a narrow one at a low number is a sales conversation.
Charges accrue daily
So the decision to extend or recover is made against what the hire is currently worth, not against an estimate.
What a firm like yours actually runs
Core — the claim, the hire, documents, e-signature, invoicing and the pipeline.
- Fleet Pro — the reason you are here — compliance, cost history and utilisation for vehicles you own.
- Credit Hire Pro — only if you recover the charges from the other side rather than billing a customer directly.
If you hire on a straightforward commercial basis rather than on credit, you do not need Credit Hire Pro and should not be sold it.
See it against one of your real claims.
Thirty minutes, no slides. Bring a live file and we will run it through the system end to end.