PurpleSquare replaced a tangle of rigid claims tools with a single custom system built on Ninox, cutting hours of admin work off the team's plate every week. Vehicle rental and fleet management come with a particular kind of headache, and PurpleSquare had hit its limit.
Off the shelf claims systems were too rigid to bend around the way the company worked, setup and scaling costs kept climbing, and connecting to everyday tools like Outlook, Google Drive, and Xero was often more trouble than it was worth. What PurpleSquare needed wasn't another system to manage. It was one that pulled its own weight.
Ship custom, skip the bloat
That search led the team to Ninox partner Arctec Data, and together they built a custom Claims Management System entirely on Ninox. Instead of running claims processing and fleet tracking through separate tools, the new platform brought both together under one roof, shaped from the ground up around PurpleSquare's real day to day operations.
The system checks vehicle MOT and tax status in seconds through a one click integration with a UK government service, generates branded, personalized PDF letters in just a few clicks using automated templates, and gives the team real time visibility into vehicle location, upcoming MOT and tax dates, damage reports, and fines through a dedicated fleet management module. No more chasing the same information across five different logins.
One stack, full visibility
Everything now lives in one place: accessible, accurate, and always current. Claims move faster and with fewer errors, fleet operations run on real data instead of guesswork, and customers get quicker answers because the team isn't scrambling to piece information together after the fact. The hours that used to vanish into admin work each week are back on the table for things that grow the business.
As Alan Brown, Managing Director of PurpleSquare, puts it:
Ninox and Arctec gave us the flexibility we needed. We finally have a system that works the way we do, not the other way around.
The system has kept pace with PurpleSquare ever since, scaling without a hitch as the business grows. What began as a fix for a claims processing headache has become the backbone the whole operation now runs on.
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