{"id":2572,"date":"2025-11-03T10:15:18","date_gmt":"2025-11-03T09:15:18","guid":{"rendered":"https:\/\/drive.nl\/how-do-you-calculate-the-true-tco-of-short-leasing-per-employee\/"},"modified":"2025-12-01T10:34:24","modified_gmt":"2025-12-01T09:34:24","slug":"how-do-you-calculate-the-true-tco-of-short-leasing-per-employee","status":"publish","type":"post","link":"https:\/\/drive.nl\/en\/blog\/how-do-you-calculate-the-true-tco-of-short-leasing-per-employee\/","title":{"rendered":"How do you calculate the true TCO of short leasing per employee?"},"content":{"rendered":"\n<p><em>Short lease seems clear: a fixed amount per month and drive away. But those who really want to get a grip on costs, look beyond the monthly amount. Because the real TCO (Total Cost of Ownership) &#8211; depending on use, changes and downtime &#8211; can vary considerably. In this article we show you what to look out for.   <\/em><\/p>\n\n<h2 class=\"wp-block-heading\">Why TCO is more important than ever<\/h2>\n\n<p>Providing insight into actual car costs per person is crucial for budgeting and optimization. Regardless of whether you are sending one employee out or providing cars for an entire project team. The monthly price of a short lease contract is just the beginning.  <\/p>\n\n<p>TCO is all about the big picture: from the contract amount to unexpected costs such as damage, downtime or extra mileage. Only with that full understanding can you make a fair comparison between mobility options or make better choices for subsequent projects. <\/p>\n\n<h2 class=\"wp-block-heading\">What is (usually) included in the monthly amount of short lease?<\/h2>\n\n<p>A short lease contract is often &#8220;all-in. This means that the following items are included as standard: <\/p>\n\n<ul class=\"wp-block-list\">\n<li>Depreciation<\/li>\n\n\n\n<li>Insurance (WA + Casco)<\/li>\n\n\n\n<li>Road tax<\/li>\n\n\n\n<li>Maintenance and tires<\/li>\n\n\n\n<li>Breakdown assistance<\/li>\n\n\n\n<li>Administration fee<\/li>\n<\/ul>\n\n<p>But that doesn&#8217;t mean you&#8217;re done with that. Because actual usage determines whether you stay within this bundle or pay extra. <\/p>\n\n<h2 class=\"wp-block-heading\">The variables that really make a difference<\/h2>\n\n<p>Below are the major cost items that are often overlooked when estimating TCO per employee:<\/p>\n\n<h3 class=\"wp-block-heading\">1. <strong>Mileage bundle vs. realistic usage<\/strong><\/h3>\n\n<p>Short lease packages assume a pre-selected mileage bundle (e.g., 1,500 or 2,500 km per month). But does an employee structurally drive more? Then you pay per extra kilometer and that amount is often higher than expected (sometimes \u20ac0.15 to \u20ac0.25 per km).  <\/p>\n\n<p><strong>Case in point:<\/strong> someone who drives 3,000 km\/month with a 1,500 km bundle quickly pays an extra \u20ac300 per month.<\/p>\n\n<h3 class=\"wp-block-heading\">2. <strong>Downtime = still paying<\/strong><\/h3>\n\n<p>An employee on vacation or sick? The car is idle, but the monthly charge continues. Some providers offer a break option, but often you just keep paying anyway. For larger fleets, it pays to take a critical look at this each month.   <\/p>\n\n<h3 class=\"wp-block-heading\">3. <strong>Exchange and transportation costs<\/strong><\/h3>\n\n<p>Does a car need to be picked up, swapped or taken to another location? Then transportation costs are charged, especially for short-term deployments in projects or changing teams. These amounts range from a few tens to hundreds of euros per swap.  <\/p>\n\n<h3 class=\"wp-block-heading\">4. <strong>Damage and excess<\/strong><\/h3>\n\n<p>Any damage, no matter how minor, can affect the <a href=\"https:\/\/www.rijksoverheid.nl\/documenten\/rapporten\/2023\/08\/17\/bijlage-2-handreiking-tco-berekening-juni-2023?utm_source=chatgpt.com\" target=\"_blank\" rel=\"noreferrer noopener\">TCO<\/a>. Not only because of the deductible, but also because of possible downtime or costs for replacement transportation. <\/p>\n\n<p>Pay close attention to the <strong>terms and conditions<\/strong>:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>What is the standard deductible?<\/li>\n\n\n\n<li>Can you buy this off?<\/li>\n\n\n\n<li>Is damage repair mandatory with a permanent partner?<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">5. <strong>Replacement transportation in the event of damage or maintenance<\/strong><\/h3>\n\n<p>Not always included as standard. Does a car break down or have to go to the garage? Then a car can still be rented at your expense. Some leasing companies charge for this separately, others offer it as part of the package. Check in advance and make clear arrangements.    <\/p>\n\n<h2 class=\"wp-block-heading\">TCO calculation tool: calculate the full monthly amount per employee<\/h2>\n\n<p>Use the<strong>&#8220;general<\/strong>&#8221; <strong>example<\/strong> below as a basis for understanding the true cost of short leasing per employee:<\/p>\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Cost item<\/strong><\/td><td><strong>Average amount per month<\/strong><\/td><td><strong>Explanation<\/strong><\/td><\/tr><tr><td>Contract amount (including maintenance)<\/td><td>\u20ac 725<\/td><td>Depending on vehicle and bundle<\/td><\/tr><tr><td>Exceeding km bundle<\/td><td>\u20ac 180<\/td><td>1,200 km extra at \u20ac0.15 p\/km<\/td><\/tr><tr><td>Damage \/ Excess<\/td><td>\u20ac 50<\/td><td>Spread over year, e.g. 1 claim of \u20ac600<\/td><\/tr><tr><td>Transportation and exchange costs<\/td><td>\u20ac 25<\/td><td>Spread, e.g. 1 change\/quarter<\/td><\/tr><tr><td>Replacement transportation<\/td><td>\u20ac 30<\/td><td>In case of maintenance or breakdown<\/td><\/tr><tr><td>Downtime (unproductive)<\/td><td>\u20ac 60<\/td><td>Eg. 5 days p\/month unused<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<p><strong>Total TCO per employee per month: approximately \u20ac1,070 <\/strong><\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Tip: make this part of your monthly reporting. That way you can steer and compare real-time between employees or teams. <\/p>\n<\/blockquote>\n\n<h2 class=\"wp-block-heading\">Smart TCO management: 3 tips from practice<\/h2>\n\n<ol class=\"wp-block-list\">\n<li><strong>Work with mobility profiles per employee<\/strong><br\/>Keep a structural record of who drives how much, in what region, and with what usage patterns.<\/li>\n\n\n\n<li><strong>Set up a central TCO monitor<\/strong><br\/>For example, in Google Sheets or Power BI, linked to trip tracking or fuel declarations.<\/li>\n\n\n\n<li><strong>Evaluate quarterly instead of yearly<\/strong><br\/>That way you can adjust contracts in a timely manner, turn in unnecessary cars or cluster them better by team.<\/li>\n<\/ol>\n\n<h2 class=\"wp-block-heading\">TCO is more than an amount at the bottom of the invoice<\/h2>\n\n<p>Those who only look at the monthly amount run the risk of paying too much structurally. By gaining insight into the full cost picture per employee, you can make better choices and be much more focused on savings, without sacrificing flexibility. <\/p>\n\n<p>Do you have questions about short lease, TCO or want to calculate your situation together? <a href=\"https:\/\/drive.nl\/en\/contact\/\">Contact<\/a> us without obligation! <\/p>\n","protected":false},"excerpt":{"rendered":"<p>Short lease seems clear: a fixed amount per month and drive away. But those who really want to get a grip on costs, look beyond the monthly amount. Because the real TCO (Total Cost of Ownership) &#8211; depending on use, changes and downtime &#8211; can vary considerably. In this article we show you what to [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":2573,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[23],"tags":[],"class_list":["post-2572","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-shortlease"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How do you calculate the true TCO of short leasing per employee? - Drive<\/title>\n<meta name=\"description\" content=\"What is the TCO short lease per employee? 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