The cost of administration in a coach business
An illustrative 25-coach model for weighing staff time against the cost of connected operations software.
Where duplicate work builds up
A booking can pass through planning, drivers, workshop and accounts before it is complete. When each team works from separate records, staff spend time copying details, checking versions and chasing updates. That work has a cost, even when it sits inside an existing salary.
From booking to invoice
Operations connects the records used by each department. The comparison below shows where that can remove repeated administration.
Separate systems
- Booking details copied into separate spreadsheets
- Driver and vehicle allocation checked against other records
- Duty changes relayed by phone, email or messaging app
- Completed paperwork collected and reconciled
- Defect reports passed to the workshop manually
- Job details assembled again for invoicing
With Operations
- A shared booking and customer record
- Driver and vehicle allocation within the job
- Duties and updates sent to North Route Drivers
- Walkaround checks and photo evidence returned digitally
- Defects and repairs recorded against the vehicle
- Accounts working from the existing job details
A 25-coach cost model
This example assumes connected software releases 30% to 50% of two office roles’ working time. The figures value that capacity at its employment cost. The reduction is a modelling assumption, not measured customer results or guaranteed cash savings.
- Assumed transport administrator salary
- £28,500
- Assumed planning and allocation salary
- £31,500
- Employer NI and minimum pension contributions
- £8,928
- Combined annual employer cost
- £68,928
- Assumed working time released
- 30% to 50%
- Annual value of released capacity
- £20,678 to £34,464
- Annual Operations subscription for 25 coaches
- £4,308
- Capacity value after subscription
- £16,370 to £30,156
At a lower assumption of 20%, the annual capacity value is approximately £13,800, or £9,500 after the subscription. Your own payroll costs and measured hours provide a better basis for a purchasing decision.
What published guidance supports
DVSA accepts electronic maintenance records when they contain the required information and are secure, traceable and available for inspection. Its guidance supports the use of digital records within a properly managed maintenance system. Read the DVSA guidance.
HMRC research estimated annual time savings of 26 to 40 hours among VAT businesses using fully functional Making Tax Digital software. That research concerns financial record keeping across businesses; it does not establish the reduction assumed in this coach operations model. Read the HMRC research.
Calculation and sources
The salaries are model assumptions. Employer costs use 52 weekly payrolls, 15% employer National Insurance above £96 a week, and a 3% pension contribution on qualifying annual earnings above £6,240. This gives £32,694 for administration and £36,234 for planning, or £68,928 combined. Employment Allowance and other employer arrangements are excluded.
Capacity values apply 30% and 50% to the combined cost, then deduct £4,308 for twelve months of Operations at £359 per month, the 6 to 30 vehicle tier. Figures are rounded to the nearest pound. The model excludes the operator’s internal training and transition time.
See how it fits your operation
Bring your booking, allocation and accounts process to a demonstration.