Hire Vehicles & Agreements

Hire Vehicles & Agreements

Not every vehicle in your fleet needs to be owned. NexusRMS lets you track vehicles hired from external suppliers alongside your owned fleet, complete with hire agreement management, mileage limits, cost tracking, and client recharge calculations.

Creating a Hire Vehicle

Navigate to Vehicles → Hire Vehicles and click Create Hire Vehicle. The form includes all standard vehicle fields (registration, type, capacity, fuel type) plus additional hire-specific fields:

• Supplier — the hire company providing the vehicle
• Agreement Number — the supplier's reference or contract number

Hire vehicles appear in the main vehicle list alongside owned vehicles but are clearly labelled with a "Hired" badge.

Hire Agreement Statuses

Every hire agreement follows a defined lifecycle:

1. Draft — agreement created but not yet confirmed with the supplier
2. Confirmed — supplier has confirmed the booking
3. Active — the hire period has started and the vehicle is in use
4. Overdue — the agreed return date has passed without the vehicle being returned
5. Returned — the vehicle has been returned to the supplier
6. Closed — all costs finalised and the agreement is complete
7. Cancelled — agreement was cancelled before activation

Rate Types

Rate Type	Description
Daily	Charged per day for the duration of the hire period
Weekly	Charged per full week, with pro-rata for partial weeks
Monthly	Charged per calendar month
Fixed	A single fixed price for the entire hire period

Agreement Fields

• Supplier — select from your supplier contacts
• Agreement Number — the supplier's contract reference
• Hire Start Date — when the hire period begins
• Hire End Date — the agreed return date
• Actual Return Date — recorded when the vehicle is physically returned
• Rate and Currency — the hire rate in the selected currency
• Deposit — any upfront deposit paid to the supplier
• Insurance — mark whether insurance is included in the hire rate or arranged separately

Mileage Management

Many hire agreements include a mileage allowance. Track this with the following fields:

• Mileage Limit — the maximum miles included in the hire rate
• Excess Mileage Rate — the per-mile charge for exceeding the limit
• Current Mileage — updated from trip records and fuel log odometer readings

The system calculates remaining mileage and warns you as you approach the limit.

Client Recharge

Hire costs can be recharged to clients using one of four methods:

• None — the cost is absorbed by your organisation
• Percentage Markup — hire cost plus a percentage (e.g. cost + 15%)
• Fixed Markup — hire cost plus a fixed amount (e.g. cost + £50)
• Fixed Price — charge the client a specific amount regardless of actual cost

The calculated client charge appears on the agreement detail page and can be included in project invoices.

Additional Tracking

• Damage Charges — record any damage charges applied by the supplier on return
• Project Linkage — associate the hire agreement with a specific project so costs appear in the project's financial summary
• Approval Workflow — agreements record who created them, who approved them, and when approval was granted

Hire Agreement List Page

The hire agreements index page shows all agreements in a data table with status chips, hire date columns, vehicle registration, supplier name, and total cost. Filter by status, supplier, or date range to find specific agreements quickly.

Hire Agreement Detail Page

Opening an agreement shows the full record: vehicle and supplier details, all dates, rate and cost breakdown, current mileage versus limit, client recharge calculation, damage charges, and a timeline of status changes. All fields can be edited until the agreement is closed.