The verdict in three sentences
For a plant hire company with 600 machines and 5 depots around London, a custom fleet management app costs, as a 2026 order of magnitude, 48,000 to 105,000 GBP, delivered in 5 to 6 months. Against a hire ERP at 13,000 to 35,000 GBP a year, custom makes sense when telematics, photo condition reports and preventive maintenance must work together to recover lost days. Recovering 3 of the 8 points of untracked downtime is enough, at this size, to pay back the project in under a year.
Where the 8 % of lost days come from
A machine sitting idle without anyone knowing is a machine that does not earn. Across depots in Park Royal, Croydon, Barking, Enfield and Slough, the causes are almost always the same.
| Downtime cause | Estimated share of lost days | App response |
|---|---|---|
| Off-hire not reported, machine left on site | 25 % | Geolocation and end-of-contract alert |
| Fault known to the workshop but not to sales | 20 % | Real-time shared machine status |
| LOLER inspection or service overdue, machine blocked | 18 % | Preventive maintenance plan by engine hours |
| Dispute over return condition | 12 % | Timestamped photo condition report on and off hire |
| Machine at the wrong depot | 15 % | Multi-depot availability view and transfers |
| Data entry error or double booking | 10 % | Single booking with conflict check |
The LOLER thorough examination, required every 6 months for lifting equipment such as MEWPs and telehandlers, is a sensitive point: a machine with an expired examination cannot go out. The app should alert 30 days before the due date.
Scope and budget
| Module | Content | 2026 range (GBP) |
|---|---|---|
| Contracts and bookings | Quotes, contracts, extensions, off-hires, scheduling conflicts | 9,000 - 17,500 |
| Photo condition reports | Mobile app, timestamped photos, customer signature, PDF | 6,000 - 12,000 |
| Telematics | Engine hours and location pulled from manufacturer units | 9,000 - 22,000 |
| Preventive maintenance | Plans by engine hours, LOLER, workshop job cards | 7,000 - 15,500 |
| Customer portal | Orders, extensions, off-hire requests, documents, invoices | 6,000 - 13,000 |
| Invoicing and accounting export | Daily rates, damage, fuel, export to accounts | 5,000 - 12,000 |
| Multi-depot dashboard | Utilisation, lost days, profitability per machine | 6,000 - 12,000 |
Telematics is the most variable item. Major manufacturers expose data through the ISO 15143-3 standard, but a mixed fleet of 600 machines often combines 4 to 6 brands plus aftermarket units. Each extra source adds 1,800 to 4,500 GBP of connector work.
Hire ERP or custom
| Criterion | Off-the-shelf hire ERP | Custom app |
|---|---|---|
| Cost | 13,000 - 35,000 GBP a year, often per user or depot | 48,000 - 105,000 GBP then 7,000 - 15,500 GBP a year |
| Timeline | 3 to 6 months of configuration and migration | 5 to 6 months |
| Contracts and invoicing | Very complete | Built for your rules |
| Multi-brand telematics | Often limited to a few partners | Connectors chosen for your fleet |
| Photo condition reports | Optional or third-party module | Built in, designed for your yard staff |
| 5-year cost | 65,000 - 175,000 GBP | 83,000 - 182,000 GBP |
Over 5 years, costs converge. The choice comes down to fit: an ERP covers standard commercial management well, while custom wins when the stake is field data (engine hours, photos, location) combined with maintenance. A middle path is to keep the ERP for invoicing and build a field app connected to it.
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James, managing director of a plant hire firm with 600 machines and 5 depots in Greater London, has about 150,000 hireable days a year (600 machines × 250 days). His 8 % of untracked downtime equals 12,000 days. If the app recovers 3 points, so 4,500 days, and half of them are actually hired at an average of 130 GBP a day, the revenue gain reaches 2,250 × 130 = 292,500 GBP a year. For an 83,000 GBP project with 12,000 GBP of annual maintenance, payback comes in under 4 months of operation. Even halving that gain, the project pays for itself within a year.
FAQ
Can we pull telematics data from every brand?
Most recent manufacturers expose engine hours and location through ISO 15143-3. For older machines, an aftermarket unit costs 130 to 350 GBP per machine plus a subscription of a few pounds a month.
How long does a photo condition report take on return?
With a well-designed app, 3 to 5 minutes per machine, versus 10 to 15 minutes on paper. Timestamped photos sharply reduce damage disputes.
Do we have to replace our current ERP?
Not necessarily. A field app connected to the ERP costs 35,000 to 60,000 GBP and keeps invoicing in your existing system.
How does the app handle LOLER inspections?
It schedules thorough examinations every 6 months for lifting equipment, alerts 30 days ahead and blocks booking of an out-of-date machine.
How long to go live across 5 depots?
Plan 5 to 6 months of development, then a depot-by-depot rollout over 4 to 6 weeks, starting with the largest.
Let's scope your project. Tell us your fleet size, machine brands and current tool: we will price the scope, an indicative budget and a rollout schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
