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Fleet reports for van hire firms: see which vans earn

Booqable's product performance reports show how often each van is hired and what it earns, so you know which to keep. From about $29£22€26A$42C$41 a month.

At a glance

  • What it costs$29–35£22–26€26–31A$42–50C$41–49 a month

  • Worth, in extra profit or time saved in the worked example$266£200€238A$384C$376 a month

  • Pays for itselfIn about a week

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Every van costs money every month whether it's hired or not: finance, insurance and road tax. In a fleet of 10, one or two vans may barely leave the yard, but with bookings on a wall planner nobody sees it. A van hired 5 days a month at $93£70€83A$134C$132 earns $466£350€417A$672C$658 against an assumed $505£380€452A$730C$714 a month in fixed costs, so it loses money before fuel and wear.

What the AI does

Booqable records every booking against the individual van, and its product performance reports show rental frequency, revenue and return for each item, with availability reports for any period. Once a quarter, compare each van's hire days and revenue with its monthly finance, insurance and tax. Sell or swap the van that doesn't pay its way, or price it to move.

A worked example

A 10-van hire firm in Leicester runs its bookings in Booqable Start. A quarterly report shows one old mid-sized van hired about 5 days a month while the others average 14.

Before

One van earning $466£350€417A$672C$658 a month against an assumed $505£380€452A$730C$714 of fixed costs

After

Van sold; about 3 of its 5 monthly hires move to other vans with spare days

What it's worth

About $266£200€238A$384C$376 a month: selling the van saves an assumed $505£380€452A$730C$714 a month in finance, insurance and tax and loses its $466£350€417A$672C$658 of hires, but 3 hires a month at $93£70€83A$134C$132 move to other vans, $279£210€250A$403C$395 at an assumed 80% margin since those vans' fixed costs are already paid, about $223£168€200A$323C$316. Booqable Start is $29 (about $29£22€26A$42C$41) a month billed yearly.

How to set it up

  1. Make sure every hire goes through Booqable against the right van, including phone bookings.
  2. Each quarter, run the product performance report for each van.
  3. List each van's monthly finance, insurance and tax next to its hire days and revenue.
  4. Decide what to do with any van that earns less than it costs: sell it, swap it or reprice it.
  5. Check the availability report for the busiest weeks before cutting the fleet, so you don't turn away peak hires.

What goes wrong

  • Reports only show what was booked through Booqable. Phone bookings kept on paper make a van look idle.
  • A van that's quiet all year may be essential on bank holidays. Look at peak weeks as well as averages.
  • The fixed costs here are assumptions; use your own finance agreements and insurance schedule.

More ideas for Van and car hire

Online van hire booking with live availability and deposits

Booqable shows which vans are free, takes bookings and payments online and holds security deposits. From about $29£22€26A$42C$41 a month, billed yearly.

  • Costs $29–35£22–26€26–31A$42–50C$41–49/mo
  • Worth $505£380€452A$730C$714/mo
  • Pays for itself in a few days
  • Some setup needed

Damage photos at pickup and return for van hire firms

CompanyCam keeps timestamped photos of every van at pickup and return, so damage charges stand up. From about $63£47€56A$90C$88 a month, billed yearly.

  • Costs $92–113£69–85€82–101A$132–163C$130–160/mo
  • Worth $499£375€446A$720C$705/mo
  • Pays for itself in about a week
  • Easy to set up

Hire agreements e-signed before pickup for van hire firms

Booqable Grow sends the hire contract for e-signature with the booking, so Saturday pickups take minutes. About $69£52€62A$100C$98 a month, billed yearly.

  • Costs $69–86£52–65€62–77A$100–125C$98–122/mo
  • Worth $339£255€303A$490C$479/mo
  • Pays for itself in about a week
  • Some setup needed

Damage charge letters for van hire firms, drafted with AI

Draft clear, fair damage and extra-charge letters from your notes with ChatGPT, Claude or Gemini, checked against your terms. Free to about $27£20€24A$38C$38 a month.

  • Costs Free–$27Free–£20Free–€24Free–A$38Free–C$38/mo
  • Worth $80£60€71A$115C$113/mo
  • Pays for itself in about a week
  • Easy to set up

Hire invoices sent to Xero automatically for hire firms

Booqable Grow sends customer and invoice details to Xero, so hires aren't typed in twice. About $69£52€62A$100C$98 a month for Booqable, plus Xero.

  • Costs $69–86£52–65€62–77A$100–125C$98–122/mo
  • Worth $120£90€107A$173C$169/mo
  • Pays for itself within the month
  • Some setup needed

Last updated October 17, 2026.