Looking for corporate cars and commercial vans? Click here

  • Live hire desk: 0870 8330119
01 · Hire Cost Calculator Calibrated · UK industry data · Sources cited

What does fragmented hire actually cost you?

Enter your annual volume. We’ll show you the bill — task by task, hour by hour, with the working shown. Calibrated against APQC, CIPS and Levvel research, signed off against the Nexus methodology.

Your annual hire volume

500 hires / year
502,5005,0007,50010,000+
See the breakdown ↓ Run advanced mode ↓
Annual admin cost
buried in fragmented hire £31,250
Hours absorbed per year 1,000
Equivalent FTE weeks 25
02 · The Breakdown

A single hire isn’t one task. It’s thirteen.

Most procurement and operations teams treat hire administration as one job. It isn’t. A single hire, from request to settled invoice, passes through thirteen distinct administrative tasks across four functional groups. Hover or tap a segment to see what’s hiding inside each one.

Sourcing & Booking 31.7%
Compliance & Documentation 26.7%
Financial 12.5%
Exception Handling 29.2%
01
Accessing and managing supplier portalsSourcing & Booking
8min
02
Sourcing and fulfilmentSourcing & Booking
18min
03
Coordinating deliveries across providersSourcing & Booking
12min
04
Chasing compliance certificates (LOLER, PMI, MOT, servicing)Compliance & Documentation
14min
05
Manual reporting and spreadsheetsCompliance & Documentation
10min
06
Off-hire admin and proof of collectionCompliance & Documentation
8min
07
Processing and reconciling invoicesFinancial
10min
08
Tracking and authorising paymentsFinancial
5min
09
Managing assets that go off-roadException Handling
7min
10
Arranging servicing and breakdownsException Handling
9min
11
Chasing suppliers and managing escalationsException Handling
12min
12
Damage claims and queriesException Handling
4min
13
Fines administrationException Handling
3min

Times are weighted across the realistic mix of straightforward and complex hires. Some tasks happen every hire (sourcing, booking, invoicing). Some happen occasionally (damage claims, fines). The 2-hour per-hire figure reflects the modal UK customer profile — fragmented supplier base, mature procurement function, mid-volume operation — not the worst case.

03 · Advanced Mode

Run the model on your own assumptions.

The default figure works against the modal UK profile. If your operation is light or heavy on any of these dimensions, adjust the inputs and watch the model recalibrate. Nothing is hidden — change anything, see everything.

Plant
Access
HGV
Welfare

Total: 100%

Source: CIPS 2025 + Indeed UK Jan 2026 — admin / coordinator / manager blend. Default £35.

Your tailored estimate

£36,094

Range: £28,875 – £43,312

Per-hire admin cost£72.19
Hours absorbed / year1,031
FTE-equivalent weeks26
FTE-equivalent headcount0.50
04 · The Difference

Your operation, with and without the coordination layer.

Same volume. Same supplier base. Same compliance burden. The only thing that changes is who absorbs the thirteen tasks. On the left, your team. On the right, ours.

Without Nexus

£31,250

1,000 hours absorbed · 25 FTE weeks

  • ×Six or more supplier portals — one login, one process, one reporting cadence per relationship.
  • ×Compliance chased manually — LOLER, PMI, MOT and servicing certificates filed and re-filed across systems.
  • ×Invoices reconciled one by one — supplier by supplier, hire by hire, line by line.
  • ×Exception handling on top of the day job — breakdowns, damage, fines, escalations absorbed by operations capacity.

With Nexus

Reclaimed

1,000 hours back to operations · 25 FTE weeks of capacity

  • ✓One platform — every supplier. Iris® is the single coordination layer between you and your hire market. One login. One workflow.
  • ✓Compliance managed in-platform. Certificates governed against each asset, surfaced before they expire, audited not chased.
  • ✓One consolidated invoice. Reconciliation absorbed into the platform. Your finance team approves a single statement, not dozens.
  • ✓Live Hire Desk handles the exceptions. Breakdowns, damage claims, fines and escalations sit on our desk, not yours.
Iris® plus the Live Hire Desk, working as one

You’re funding a small team you didn’t know you employed.
And you can stop tomorrow.

05 · Where the Number Comes From

Strong claims deserve to be defended.

The £50–75 per-hire figure is calibrated against published industry research. We’ve kept it honest about what’s measured and what’s calibrated, and we’ve cited the sources so you can check the working yourself.

APQC & CAPS ResearchOpen Standards Benchmarking · 2022
Average procurement transaction cost runs between $35 and $500+ across industries, with engineering and construction at the upper end. CAPS Research’s 2022 Metrics of Supply Management puts the cross-industry average at $527 per purchase order. A single Plant, Equipment or HGV hire involves substantially more administrative activity than a single PO.
Levvel ResearchUK invoice processing · 2024
Manual invoice processing in the UK averages £15 per invoice, with complex or error-laden invoices reaching £25+. AccountingWEB and Pegasus Software UK confirm the £10–£25 range. Invoice reconciliation is one of thirteen tasks in our model.
CIPS & Indeed UKProcurement & Supply Salary Guide 2025
Average UK procurement salary £54,576. Procurement Manager pay £51,285; Coordinators £24,717; Officers £32,640. Our model applies a blended hourly rate of £35 — reflecting fully-loaded employer cost across the realistic mix of administrator, manager and senior approval time.
UK Fleet Management ResearchOlaris · FleetEase · Cameramatics
Mid-sized UK fleets typically run £5,000–£12,000 per vehicle per year in total cost of ownership. Multi-supplier fragmentation is repeatedly cited as a primary driver of hidden admin cost — the least visible category of fleet expenditure.
Procurement Consultancy LiteratureSirion · Velocity Procurement · APQC
Supplier consolidation is consistently identified as one of the most effective procurement cost reduction strategies, with hidden savings of 15–30% of category budget when fragmented multi-supplier spend is consolidated under a single coordination layer.

How we calibrated

The Nexus £50–75 figure sits below what these benchmarks would imply if you summed them naïvely. Calibration is deliberately conservative — the model is more likely to under-state than over-state the true cost. Where the published research disagrees, we took the lower number.

06 · The Honest Bit

What this model isn’t.

We’ve tried to be straight about the methodology. Three things this model is not, and why being clear about them strengthens the claim rather than weakens it.

01

It is not a measured baseline of every Nexus customer.

It is a calibrated industry model. We’re investing in customer-specific baselining over the coming months to convert the model into a measured average. Until then, the figure is defensible — but it is a model, not a meter reading.

02

It is not specific to your operation.

Actual admin cost varies with hire volume, supplier mix, compliance requirements, and the maturity of your existing procurement function. The strongest claim we can make is that the model reflects the modal UK customer profile — established operations, fragmented supplier base, no consolidation layer.

03

It is not a guarantee of savings.

It is an estimate of the cost you’re carrying today. The savings you’d realise with Nexus depend on your starting point, your hire volume, and the categories you consolidate. The next step is a tailored discovery conversation — see below.

07 · Take it further

Three ways to turn the model into a number you can defend internally.

Save your inputs. Share them with finance. Bring us in to model your actual operation against the framework. Three doors, one staircase.

Door 01 · Email

Email me my result

A saveable email with your inputs, the 13-task breakdown and source citations — formatted for a finance audience. Includes a deep-link back to the calculator pre-loaded with your numbers, so you can pick up where you left off.

Door 02 · Share

Send your result to a colleague

A unique link that preserves your inputs. Share with procurement, finance, or operations. Anyone clicking it sees the same calculator, pre-loaded with your numbers and ready to redirect.

Copy share link

Door 03 · Talk

Model your actual operation in 30 minutes

A discovery conversation against the framework above — your real volume, supplier mix, compliance burden, process maturity. Output is operation-specific, not generic. Iris® walk-through included.

Book a discovery call