Case study / Vehicle leasing

Salary sacrifice car leasing, joined up end to end

A pricing engine, an employee and employer portal, partner integrations and the automation behind them, so a salary sacrifice car moves from first quote to monthly mileage without anyone re-keying it.

Industry: Vehicle leasing
Used by: Employees, employers and the leasing team
Our part: Advise, design, build and manage
Built with: AWS, Python, Django, React, Terraform
Status: Live, and still growing

01 / The industry

Tax-efficient cars, with many moving parts

Salary sacrifice lets employees lease a car through their employer, paid from gross salary. The real monthly cost depends on income tax, National Insurance and benefit-in-kind, so every quote is a tax calculation as much as a price.

A leasing provider sits between employers who run the schemes, employees choosing cars, funders who set monthly rentals by term and mileage, and partners who send enquiries. Each deal then moves through checks, contract, Direct Debit and delivery, and is watched for mileage for years afterwards.

02 / The problem

Every deal touched by hand

The business ran on a CRM, with manual steps at every stage. Employees could not see their real monthly cost without asking. Employers needed paperwork for payroll. The team re-keyed figures between quotes, contracts, billing and accounts, and every funder's rate book arrived in its own format.

The brief grew over several years, but always came back to the same goals:

show every employee their real cost, after tax, National Insurance and benefit-in-kind;
give employers one place to run their scheme;
move every deal from enquiry to payment without re-keying;
always know what stage each deal is at, and what is being charged for it.

03 / What we built

One engine, several front doors

The pricing engine. One calculation for the gross sacrifice, tax and National Insurance savings (including Scottish rates), benefit-in-kind, employer National Insurance, insurance, maintenance, extras and early termination. It produces PDF quotes and payroll documents.
The employee and employer portal. Employees browse new and used cars and subscriptions, choose a term, mileage and options, see an example payslip, then enquire and track their order. Employers manage their staff, Direct Debit and documents.
Staff tools. An admin dashboard for companies, rate books, used stock and quotes, and checks in the CRM that stop a deal moving on until everything its customer type needs is complete.
Contract to cash. E-signature, then Direct Debit set-up, with payments flowing into the accounts under the right codes.
Connected cars. Vehicles are onboarded to a connected-car data platform with the driver's consent, and odometer readings sync to the CRM twice a day.
Partners. An embeddable widget and a two-way enquiry API let a leasing partner offer salary sacrifice prices on its own site.

04 / How it works

Built to keep running

One price, everywhere. The portal, the staff tools and the partner channel all call the same calculation service, so a quote is the same wherever it is given.
No second copy of an order. The portal reads orders live from the CRM, so the two can never drift apart.
Rate books by file drop. Funders deliver rate books to a secure file drop, and each format has its own parser.
Rules as data. The checks that gate each deal are configuration, not code, so they change without a release.
Careful with bulk changes. One correction touched more than 2,000 deals. It wrote a recovery file first and was checked by a second, independent pass, with no mismatches.

Everything runs on AWS in London, with the services in containers behind Cloudflare and the integrations on Lambda, all defined in Terraform. Test and live environments are separate, and changes reach them from GitHub.

05 / Where it is now

Live, and still growing

The pricing platform came first, then the portal, connected-car onboarding, automated billing and, most recently, the partner channel. Each piece went live in phases, alongside the business it was running.

1pricing engine behind every quote
270+field checks that gate each deal
2,000+deals corrected in one checked change
1,000+automated tests

06 / More work

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07 / Contact

A business held together by re-keying?

Tell us where the same figures get typed in twice, and we will show you how the systems could pass them along instead.

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