What UK & Ireland Construction, Plant & Tool Hire Operators Really Think About Their Current Systems

We asked about system confidence. About where work slows down and where it flows smoothly. We asked how well systems connect across the hire desk, workshop and transport teams, where information breaks down and what frustrates staff the most. We asked what customers complain about, and what finally pushes operators to rethink, upgrade or replace their core systems.

Introduction

Construction, plant and tool equipment rental operators across the UK and Ireland are doing a solid job. Fleets are moving, sites are supplied, and teams are working hard to keep projects on track in an environment where timing and coordination matter.

But behind that day-to-day delivery, many businesses are starting to question whether the systems supporting them are really helping, or simply coping. Not because everything is broken, but because complexity has increased, and margins are under pressure.

Confidence is high, but outcomes vary

Most operators say they are confident in how their systems perform today. On the surface, things work. Jobs go out, invoices are raised and customers are served.

But the data shows something more nuanced.

Confidence does not always translate into competitive performance. While teams are able to manage current demand, there are meaningful differences in execution. Some businesses move faster, recover assets quicker and resolve issues earlier. Others rely more heavily on workarounds, manual checks and experience held by a few individuals.

The difference is not effort, it's how well systems support the workflow.

Where systems are easy to use and information updates in real time, teams stay aligned across the hire desk, workshop, transport and field. Where information is delayed or re-entered, friction builds quietly and issues surface later as delays, disputes or missed revenue.

When systems don’t connect, the impact compounds

We asked operators where integration works well and where it falls down.

Within individual functions, most systems hold up reasonably well. The problems appear at the joins.

Asset tracking, inventory, route planning, CRM and accounting are the most common weak points. These areas rely on accurate, live information, yet they often sit outside the hire desk’s immediate view.

When systems don't talk to each other properly, people fill the gaps. Phone calls increase. Notes are copied between systems. Updates are delayed until later. Over time, this creates risk.

The knock-on effects are familiar across the sector; late deliveries, unavailable equipment, billing corrections and customer frustration.

Route optimisation gaps add cost that is rarely visible in reports. Inventory and accessory issues generate a disproportionate number of complaints. Accounting disconnects show up later as disputes and write-offs.

The data is clear. Integration gaps do not just slow teams down. They quietly erode utilisation and margin.

Generic ERP systems are creaking under pressure

The construction, plant and tool survey data revealed that many operators run on generic ERP platforms adapted to fit rental workflows. These systems bring structure, but they often rely on customisation and additional steps that increase complexity.

For larger operators, this approach can support scale in the short term. Over time, however, it introduces friction.

Customisation creates technical debt. Each workaround makes upgrades harder, slows the adoption of new features and increases reliance on legacy processes. As systems age, change becomes slower and more expensive.

Smaller and mid-sized operators show a different pattern. Those using industry-specific rental systems report faster onboarding, easier training and smoother execution in the field. Purpose-built platforms reduce workarounds and allow teams to work from the same live data, rather than compensating for system gaps.

Utilisation remains the biggest untapped opportunity

Average utilisation across the sector sits in the mid-sixties. Only a small proportion of operators consistently achieve eighty percent or higher. This is not a demand issue. The data points to process inefficiencies: delayed returns, assets out of service longer than necessary, missing accessories, and late updates that prevent equipment from being rebooked quickly.

Even modest improvements in turnaround can unlock meaningful revenue. In an environment of rising asset, labour and transport costs, utilisation gains matter more than ever.

What’s driving system change

When operators talk about upgrading or replacing systems, the motivations are practical and commercially focused.

The most common drivers include:

• Better integration between systems
• Improved fleet availability
• Enhancements in customer service
• Greater visibility across operations
• A move to industry-specific solutions

Security and compliance now feature prominently in these decisions, reflecting both regulatory pressure and growing risk awareness.

Sustainability is also entering the conversation. While not yet the primary driver, more operators recognise that better planning, fewer unnecessary journeys and higher utilisation support both environmental and commercial goals.

What’s next for construction, plant & tool hire operators

Fifty-seven percent of survey respondents expect to switch or upgrade their current systems within the next 3 years, with almost one in ten expecting to upgrade within the next twelve months. Many operators told us they are focused on making everyday work easier and more predictable.

• They want to know what is available without double-checking.
• They want fewer manual steps and fewer handovers.
• They want systems that support the pace of site work, not slow it down.

Across the sector, the direction of travel is clear. Simplify processes. Connect workflows. Capture information once and share it everywhere.

Read the full report

Take a closer look at how construction, plant and tool hire businesses are really performing across the UK and Ireland.

Explore detailed insights on utilisation, integration, maintenance, ERP strategy and customer impact, with clear comparisons between small and medium-sized operators and large enterprise-sized businesses.

Download the full Klipboard Rental Benchmark Report for Construction, Plant & Tool.