The verdict in three sentences
For a mining contractor headquartered in London, custom equipment hours and billing software costs roughly 100,000 to 250,000 GBP in 2026, depending on fleet size and telematics integration. Since one unbilled engine hour is worth 75 to 220 GBP, recovering just 3 % of the hours of an 80-machine fleet funds the project within months. The core of the system is the daily report signed by the client on a tablet, which turns disputed hours into accepted invoices.
Why hour-based billing leaks
London is home to many contract mining and earthmoving groups whose fleets work in West Africa, East Africa or the Gulf. Excavators, haul trucks, loaders and drill rigs run two or three shifts. Hours are read off meters by hand, copied onto paper timesheets and consolidated at month end, then emailed to head office. The result: gaps between the meter, the operator sheet and the client's record, undocumented standby time and fuel that never reconciles. The client disputes, the operations director negotiates, and the final invoice often loses 3 to 8 % of the hours actually worked.
| Source of loss | Paper process | With software and telematics | Estimated monthly impact (80 machines) |
|---|---|---|---|
| Missed or miscopied hours | 2 to 4 % | Under 0.5 % | 300 to 600 hours recovered |
| Undocumented standby | Rarely billed | Time-stamped and justified | 100 to 250 billable hours |
| Client disputes | 5 to 10 days of negotiation | Report signed daily | Cash collected 15 to 30 days sooner |
| Fuel variances | Not reconciled | Litres per hour per machine | 3 to 7 % diesel saved |
| Unplanned breakdowns | Reactive maintenance | Preventive by hour threshold | 10 to 20 % more availability |
| Monthly billing close | 4 to 6 days | Under one day | Lighter back office in London |
Modules and their 2026 cost in GBP
The ranges below are 2026 orders of magnitude for custom development by a UK or European agency, telematics hardware excluded. GPS and CAN bus units typically cost 200 to 550 GBP per machine, plus 8 to 20 GBP per month for data.
| Module | Key functions | 2026 range (GBP) |
|---|---|---|
| Telematics ingestion | Engine hours, location, idling, stop alerts | 18,000 - 45,000 |
| Daily tablet report | Hours per shift, standby, offline client signature | 15,000 - 35,000 |
| Hourly billing | Rates per machine and contract, auto pre-invoice, accounting export | 15,000 - 35,000 |
| Fuel | Diesel tickets, litres per hour, variance detection | 10,000 - 25,000 |
| Preventive maintenance | OEM plans, 250, 500 and 1,000 hour thresholds, parts | 15,000 - 40,000 |
| Multi-site dashboard | Availability, utilisation, margin per machine and contract | 12,000 - 30,000 |
| Integrations | ERP or accounting, OEM APIs (VisionLink, KOMTRAX) | 15,000 - 40,000 |
| Total by scope | 100,000 - 250,000 |
Offline mode is essential, since pits often have no coverage. Rugged tablets cost 350 to 900 GBP each. Budget for application maintenance too, often 15 to 20 % of the build per year with London providers. Kolonell, a Dakar-based agency close to West African sites, prices maintenance from 50 to 180 EUR per month depending on the service level.
What to lock down before building
Three topics drive success. First, the contract rules: each mining client has its own minimum hours, standby terms and chargeable breakdown rules. Second, the source of truth for hours: telematics meter, operator entry or client validation, with a clear rule when they disagree. Third, the signature: a report validated every day by the client's supervisor beats a perfect monthly statement.
Mini case study
James, operations director of a London-based mining contractor, runs 80 machines on 3 sites, averaging 400 billable hours per machine per month, so 32,000 hours. At an average rate of 130 GBP per hour, monthly revenue reaches 4.16 million GBP. Recovering only 2 % of lost hours, 640 hours, adds about 83,000 GBP per month. A 180,000 GBP project plus 80 telematics units at 350 GBP (28,000 GBP) pays back in under three months of recovered hours. These are illustrative estimates to recompute on your own contracts.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Do all machines need telematics units?
No, start with the 20 to 30 most billed machines, usually excavators and haul trucks. Recent machines already carry OEM telematics available by API, cutting hardware cost by 30 to 50 %.
How long does the project take?
Allow 4 to 6 months for a first complete site, then 1 to 2 months per additional site. A 30-day pilot on one contract measures the hours gap before rollout.
Will the mining client accept a digital report?
In most cases yes, since the client also gains visibility. A time-stamped, geolocated touch signature has the same practical value as paper and cuts 5 to 10 days of disputes to almost zero.
Can fuel be tracked machine by machine?
Yes, by matching diesel tickets, engine hours and OEM consumption data. Variances above 10 % of the usual ratio trigger an alert.
Can the software handle several countries and currencies?
Yes if the architecture plans for multiple entities and currencies (GBP, USD, XOF, AED). Expect 10,000 to 25,000 GBP extra for multi-entity accounting.
Let's scope your project. Tell us your fleet size, sites and standard contracts, and we will propose a scope, an indicative budget and a single-site pilot. 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.
