Home / Pricing
HGV fleet software pricing. Priced by the vehicle, with two trailers counted as one.
£175 a month covers your first 10 vehicles. Every vehicle after that is charged at a lower rate, and the rate drops again at 21, 51 and 101. Billed monthly, plus VAT.
| Vehicles | Price |
|---|---|
| 1 to 10 | £175.00 in all |
| 11 to 20 | £12.50 a vehicle |
| 21 to 50 | £8.00 a vehicle |
| 51 to 100 | £6.00 a vehicle |
| 101 and over | £4.50 a vehicle |
Each band is charged at its own rate, so the price rises smoothly as the fleet grows. A fleet with no vehicles on the system yet pays the first band. Two trailers count as one vehicle.
Each rate applies only to the vehicles in its band, so adding a vehicle never puts up the price of the ones you already run. Two trailers count as one vehicle, rounded up, so eight units and eleven trailers count as 14 vehicles: £175 for the first 10 and 4 at £12.50, which is £225 a month, plus VAT. Questions about your price? Call 01594 733452 and we’ll go through it with you. Paying for several separate tools now? See what HGVault replaces.
Roughly £4 a vehicle a week. Less as the fleet grows.
Ten vehicles come to about £4 per vehicle per week, and the figure drops as the fleet grows. A haulier with 60 units and 40 trailers is counted as 80 vehicles and pays £720 a month, under £1.70 a week for each unit and trailer.
Put that next to what HGVault is there to head off. A prohibition on a loaded unit at the roadside, with the load and the driver stuck in a lay-by. A fortnight of your transport manager’s time spent pulling files together for an examiner. A public inquiry where the inspection sheet nobody can find does the talking. HGVault keeps every record complete, signed and quick to find, and shows you what an examiner is likely to pick up before the visit.
Everything, whatever the size of the fleet.
59 features, the same for every fleet. Only the number of vehicles changes the price. Pick a team to see theirs.
On the driver’s own phone, before the first drop.
Checks for each kind of vehicle
A tractor unit, a rigid, a trailer and a van each get their own list, with a line under every item saying what to look for.
Look at this first
The check opens with what HGVault already knows about that vehicle: a worn tyre, a defect waiting on a part, a gate check find.
Defects with a photo
Every defect needs a note and can take a photo, and goes to the workshop as its own record.
Not fitted, left off
No tail lift on a tractor unit, no coupling on a rigid. Items a vehicle doesn’t have come off its check.
A minimum check time
The server times each check from the moment it opens, and one finished too fast is flagged.
No signal needed
The check saves on the phone and sends when it can, stamped with when it was really done.
Nothing to install
Point the phone camera at the QR tag and the check opens in the browser.
Licence check codes
When a licence check is due, the phone asks the driver for a GOV.UK check code and passes it to the office.
Fuel from two photos
A photo of the pump and one of the dashboard fill in the litres, price and mileage for the driver to check, where photo reading is switched on.
Shared phone, cleared
One tap clears a driver’s ID from a pool phone, so the next driver puts in their own.
On a tablet beside the lorry, over the pit or in the bay.
Inspections from the HGV manual
Items and IM numbers from DVSA’s HGV inspection manual. Trailers leave out the items the manual says don’t apply to them.
Laden brake tests
Roller tester, decelerometer or road test figures, laden or unladen, or the printout as a photo or a PDF.
Tyres at every wheel
Tread, pressure and DOT date at each position, with last time’s figures beside each box.
Pressures per axle
A recommended pressure for each axle, and a warning for any tyre found 20% or more under it.
Wheel torque, signed in stages
A wheel diagram, the torque figures and the re-torque check, each stage with its own signature.
Checked before signing
HGVault reads the sheet the way an examiner would and lists the gaps before anyone can sign.
Repeat faults
An item faulted on back-to-back inspections is flagged, so somebody looks at why it keeps failing.
Defects to jobs
Driver defects land in the workshop as jobs and stay open until they’re put right and signed off.
Parts on the job
Each part goes on the job as it’s fitted, with the supplier and a photo of the label. The cost can follow with the invoice.
Tail lifts and LOLER
Each tail lift’s thorough examinations held on the vehicle, every six months unless you set a different interval.
Equipment register
Pit jacks, vehicle lifts, the compressor and calibrated torque wrenches, each with its examinations and renewals.
Fitters’ qualifications
irtec licences, courses and certificates for each technician, with a reminder before any of them lapse.
Upload link for garages
A private link, with no login, for an outside garage to send its inspection reports and repair paperwork.
Contractor reports read
Upload a contractor’s report and key the facts in, or let AI read it for the office to check.
On one board, for the transport manager and the office.
Fleet board
What’s off the road, what’s due, open defects and open actions for every lorry, trailer and van.
Add vehicles from the registration
DVSA’s MOT history fills in each vehicle, one at a time or up to 250 at once.
Forward planner and calendar
PMIs, annual tests, tacho calibrations and tail lift examinations planned months ahead.
Office sign-off
Sheets signed off in the office, with the transport manager countersigning if you want a second name on them.
VOR records
Off road dates and reasons, so a missed PMI comes with its explanation attached.
Goods licence and discs
Lorries and trailers against what the licence authorises, a disc register, and the VOL list compared both ways.
Gross weight and C1
A gross weight on each lorry and van, so a driver with only C1 shows up against anything over 7,500 kg.
Driver records
Categories, Driver CPC hours, tacho card and D4 dates for every driver, with anyone who can’t drive shown in red.
Suppliers and invoices
A supplier list that fills itself in, with each invoice tied to the parts it covers.
Stock and the stocktake
Parts on the shelf, counted on the phone and valued for the year end.
Fuel card statements
Every line on the statement matched to the driver’s fill and the pump photo.
Whole-life cost
What each vehicle has cost, per 1,000 miles as the miles build, and the point it passes your line.
Booking system link
Bookings from your own booking system checked against the workshop, the dates and the driver, with profit by vehicle.
Phone alerts
Defects, lorries off the road and failed inspections sent to the right phones, with no app.
Switch off what you don’t use
Settings in plain sentences. Hide what the fleet doesn’t use and its records are kept.
The examiner’s questions, put to your own records.
DVSA readiness, every night
Checks on your own records run each night, worst first, each with an owner and a due date.
Maintenance investigation self-check
DVSA’s HGV question set filled in from your records, with a suggested answer and the reason for it.
OCRS score and forecast
A running roadworthiness score between DVSA’s reports, and how many clean encounters bring it down.
Roadside encounters
Entered from the PG35EC on the day, with the notices for the unit and the trailer, defect by defect.
Prohibitions and failed tests
Each PG9 and failed annual test investigated from the records you already hold.
SIPCAT figures
Your inspection records worked through the way DVSA’s safety inspection analysis tool does it.
Gate checks with planted tags
Supervisors plant tags on a lorry or trailer to see which drivers find them.
Missed defects
When a PMI finds something a walkaround passed, the driver who ticked it is recorded.
Earned recognition figures
DVSA’s five maintenance KPIs for each 4-week period, worked out from your records. HGVault isn’t part of the scheme itself.
PI preparation pack
Where you stand and the full history for the last 6, 12 or 24 months, on paper.
Kept the way an examiner will ask to see them.
Full audit trail
Who changed what, and when, on every compliance record.
Void, never delete
A mistake is voided with a reason and a name. The original stays on file.
PDFs in DVSA-style layouts
Inspection sheets, self-checks and investigations print in layouts examiners recognise.
Read-only auditor logins
Your consultant or an examiner can look and print until a date you set, and change nothing.
Roles for every job
Driver, fitter, supervisor and office logins, each seeing what that job needs.
Download everything
Export every record you hold whenever you want it.
Incident pack
A vehicle’s record up to the moment of an incident in one PDF, with supplier invoices if you want them.
Compliance links for tenders
A live page and a certificate for a customer’s tender, with your figures and no names or costs.
Monthly board report
One page for the directors, sent on its own and filed with their comments.
Two-step login
A code from an authenticator app at login, and a fleet can make it compulsory for the office.
Reading photos and contractors’ reports with AI is switched on for each fleet by us. Anything a fleet doesn’t use can be switched off under Settings, Features, and its records are kept.
What happens on the walkthrough.
It runs on Severn Vale Haulage, a made-up haulier with tractor units, rigids, a van and four trailers, so you can watch the whole thing working before you decide anything.
Straight in, no call to book
Give your name, company and email and you are looking round the sample fleet a minute later. Send the link to whoever does your PMIs as well. Fitters tend to ask the sharpest questions.
A guided tour, in chapters
It starts with the dashboard and DVSA readiness. From there, pick the chapters you care about, from walkaround checks and safety inspections to drivers, the goods licence, parts and costs. Each step shows where a finding comes from.
Then a free trial
It is read only, so nothing you click changes anything. Take as long as you like, and start a free trial from there when you are ready.
Questions
Are the prices plus VAT?
Yes. Each price on this page is per month, billed monthly, with VAT on top.
How is the price worked out?
The first 10 vehicles are covered by one price of £175. Vehicles 11 to 20 are £12.50 each, 21 to 50 are £8 each, 51 to 100 are £6 each, and every one over 100 is £4.50. Each rate applies only to the vehicles in its band, so 25 vehicles come to £175, plus 10 at £12.50, plus 5 at £8: £340 a month, plus VAT.
What happens when the fleet changes size?
The price follows the number of vehicles on the system. Add a unit or a trailer, or take one off, and the next bill changes to match, with any part month worked out for you. There is no plan to move up or down.
How are trailers counted?
Two trailers count as one vehicle, rounded up, so one or two trailers count as one and three count as two. Each trailer still gets its own tag, inspections, annual test and place on your goods licence. Eight units and eleven trailers are counted as 14 vehicles.
Are licence checks extra?
No. Licence checks by GOV.UK check code are included for every fleet, at no extra cost.
Can we see it before we decide?
Yes. Look round Severn Vale Haulage, a read-only sample fleet, straight away, with a guided tour that starts at the dashboard and DVSA readiness. You can start a free trial whenever you are ready. Explore the walkthrough.
We run coaches as well as lorries. Which one is for us?
HGVault is for lorries, trailers and vans. Coach, bus and minibus fleets have their own platform, PSVault, our sister platform built on the same foundations.
See it on a working sample fleet.
Severn Vale Haulage is a made-up haulier with tractor units, rigids, a van and four trailers, and months of records behind them. Look round it yourself, read only, with nothing to install. A guided tour takes you through each part.