The verdict in three sentences
A Manchester motor claims and loss adjusting firm handling 5,000 instructions a year and re-keying every instruction received from insurers can get custom software for 35,000 to 60,000 GBP in 2026 terms, delivered in about 4 months. The main gain is measurable from the first month: an assessment report generated in 15 minutes instead of 45, freeing about 2,500 hours a year. The success condition is clean integration with insurer portals and the estimating system, otherwise re-keying creeps back in.
Where the hours go today
In a mid-size firm, the engineer and the administrator spend more time copying than assessing. The instruction arrives via the insurer's portal, is re-keyed into a spreadsheet or an old system, photos travel by phone, then the report is written in a word processor.
| Task per instruction | Current time | With custom software | Gain per instruction |
|---|---|---|---|
| Receiving and logging the instruction | 8 min | 1 min, automatic import | 7 min |
| Booking with the policyholder or repairer | 6 min | 2 min, SMS with booking link | 4 min |
| Filing photos and documents | 7 min | 1 min, geotagged mobile upload | 6 min |
| Writing the report | 45 min | 15 min, prefilled template | 30 min |
| Sending to the insurer and chasing | 5 min | 1 min, automatic upload | 4 min |
| Fee invoicing | 4 min | 1 min, fee scale per insurer | 3 min |
Across 5,000 instructions, the report gain alone is 2,500 hours. Adding the other tasks takes it past 4,500 hours a year, close to 3 admin roles.
The modules and their cost
| Module | Key functions | 2026 range (GBP) |
|---|---|---|
| Insurer portal connector | Instruction import, statuses, report upload | 7,000 to 13,000 |
| Instruction management | Allocation to engineers, diary, routes, SLA deadlines | 5,500 to 10,000 |
| Field mobile app | Photos, video, VIN, mileage, sketches, offline mode | 7,000 to 12,000 |
| Estimating system link | Import of estimate, parts, labour rates, paint | 4,500 to 8,500 |
| Report generator | Templates per instruction type (damage, total loss, salvage category) | 5,500 to 10,000 |
| Invoicing and fee scales | Fees per insurer, agreements, chasing | 3,000 to 4,500 |
| Dashboard | Turnaround per insurer, instructions per engineer, late report rate | 2,000 to 2,500 |
The high end includes total loss handling with salvage categories (Cat S and Cat N) and DVLA-related steps, plus migration of 5 years of report archives.
Why turnaround matters as much as hours
Insurers score their panel firms. A report filed in 48 hours instead of 5 days improves the ranking, and therefore next year's instruction volume. Panel agreements often include penalties or lower fees beyond a target turnaround. As an order of magnitude, a firm that cuts late reports from 30 % to 8 % can expect 5 to 10 % more instructions, 250 to 500 extra jobs at average fees of 95 to 120 GBP.
Mini case study
Marc, managing engineer of a motor assessing firm in Manchester, handles 5,000 instructions a year with 4 engineers and 3 administrators. He approves a 50,000 GBP scope. Estimated time saved: 4,500 hours a year, of which he cautiously values only half, 2,250 hours at a loaded 32 GBP per hour, or 72,000 GBP a year. He redeploys an administrator to repairer relations instead of hiring. Maintenance: 450 GBP per month. Net gain: about 66,600 GBP a year. The software pays back in about 9 months, before counting extra instructions won through faster turnaround.
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FAQ
Does the software replace the estimating system?
No, the estimating system remains the reference insurers accept. The software imports its output into the report, avoiding around 10 minutes of re-keying per instruction.
Can it connect to insurer portals?
Yes for most standardised market exchanges, subject to the firm's authorisation. Plan 3 to 6 weeks per connector depending on the provider and available documentation.
Does the field app work without signal?
Yes, offline mode stores photos and findings on the phone and syncs when signal returns. That is essential in underground car parks and rural areas around Greater Manchester.
How much does maintenance cost?
Roughly 350 to 600 GBP per month, including UK hosting of photos (about 2 to 4 TB over 5 years) and adapting to insurer portal changes.
What timeline should we plan?
About 4 months: 3 weeks of scoping with engineers, 10 weeks of development, 3 weeks of pilot with one insurer before full rollout.
Let's scope your project. Send us your instruction volume, insurer clients and current tools: we will price a prioritised scope with an indicative budget and rollout plan. 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.
