Fleet and fuel management is about keeping your trucks on the road, cutting fuel costs, and making every mile more profitable. Whether you run a single truck or manage dozens of vehicles, here are the proven strategies that help carriers of all sizes maintain profitability in today’s challenging market. In this article, we’ll explore 11 best practices for optimizing your operation and show how OTR Solutions’ tools help you run leaner and more efficiently.
Key Takeaways
- Fleet and fuel management isn’t just for large fleets — these best practices apply to carriers of every size, from single owner-operators to multi-truck operations.
- Tracking and planning matter most: fuel usage, route optimization, and preventive maintenance drive significant cost savings.
- Driver habits directly impact profitability — idle time, aggressive driving, and poor training all increase fuel costs.
- Fuel cards and factoring services work best together, giving carriers control over expenses while ensuring steady cashflow.
- Continuous improvement is key — use data from fuel cards, load boards, and maintenance logs to refine operations month after month.
What is Fleet Management?
Fleet management is about keeping your trucks running safely and profitably. This means taking care of maintenance, managing drivers, planning routes, and staying compliant so your trucks keep making money on the road.
What is Fuel Management?
Fuel management is about controlling how much you spend on fuel by buying smart, tracking usage, and finding ways to use less. This helps carriers cut their biggest expense while still delivering loads on time.
11 Best Practices for Smarter Fleet and Fuel Management
These proven strategies help carriers save money and run more efficiently, whether you drive one truck or manage a whole fleet. Each tip addresses real challenges that impact your bottom line, from fuel waste to financial management.
1. Track Fuel Usage for Every Vehicle
Detailed fuel tracking reveals patterns and inefficiencies that cost you money every month. Fuel card data makes it easy to monitor consumption by vehicle, route, and driver.
The OTR Mobile App delivers real-time transaction monitoring, spending controls, and digital records for easier tracking. The OTR Fuel Card provides detailed transaction data through the app, helping you identify which vehicles or drivers need attention. This data becomes the foundation for making informed decisions about your operation.
2. Use Route Planning to Reduce Fuel Waste
Effective route planning eliminates deadhead miles and reduces overall fuel consumption through optimized delivery schedules. Use the Fuel Finder tool in the OTR Mobile App to locate discounts along your route and reduce fuel costs. For complete route optimization and maximum efficiency, pair it with GPS route planning tools.
Free and low-cost apps like Google Maps or Waze can save thousands of gallons annually by avoiding traffic congestion, construction zones, and inefficient routes that waste time and fuel.
3. Monitor Idle Time and Driving Habits
Driver behavior directly impacts fuel efficiency, with excessive idling and aggressive driving significantly increasing fuel consumption. Keeping track of how your drivers handle the truck helps you spot areas where you can save fuel.
Coaching drivers on fuel-efficient techniques like gradual acceleration, maintaining steady speeds, and reducing idle time creates immediate savings. Teaching proper driver road etiquette not only improves fuel economy but also enhances safety and professionalism on the road.
4. Schedule Preventive Maintenance
Well-maintained engines and properly inflated tires help to improve fuel economy while preventing costly breakdowns. Regular maintenance schedules ensure optimal performance and identify potential issues before they become expensive problems.
Proper tire maintenance is especially critical, especially since the price of diesel is so high and every efficiency gain matters. Seasonal considerations like winter blend diesel fuel also affect maintenance schedules and operating costs.
Key maintenance items that affect fuel efficiency include:
- Air filter replacement every 15,000-30,000 miles
- Regular oil changes with proper oil viscosity
- Tire pressure checks and rotation
- Engine tune-ups and fuel system cleaning
- Transmission and differential service
5. Compare Fuel Prices Before You Buy
Fuel prices vary quite a bit between locations, making price comparison essential for controlling costs. The OTR Fuel Finder tool built into the mobile app helps you compare the best discounts along your route, so you always know where to save the most on fuel.
When you know how fuel cards work, you can maximize savings beyond posted prices. Cards with extensive networks ensure drivers can find discounted fuel regardless of their location.
6. Use Fuel Cards for Security and Tracking
Fuel cards provide security, spending controls, and detailed transaction monitoring that benefit operations of all sizes. When choosing between a fuel card and credit card for fuel purchases, dedicated fuel cards offer purchase restrictions, spending limits, and comprehensive transaction data that helps monitor and control fuel expenses.
OTR Fuel Card Benefits:
- Available in both prepaid and credit versions (no credit check required)
- Credit version available to carriers who factor with OTR Solutions
- Average savings of $0.50 per gallon, up to $2.25 at select stations
- $0 transaction fees at 2,500+ in-network locations
- Accepted at 8,000+ total locations nationwide
- Real-time transaction monitoring through the OTR Mobile App
- Discounts on tires and maintenance at select locations like TA/Petro
7. Pair Fuel Management with Factoring Services
Combining fuel management with transportation and freight factoring simultaneously solves cashflow and operating cost challenges. OTR’s True Non-Recourse Factoring protects you from broker non-payment, and BOLT Instant Funding delivers your money as soon as the invoice has been processed, keeping drivers financed.
Carriers can stay profitable during fuel price surges by effectively pairing these services. OTR’s comprehensive approach helps carriers maintain steady cashflow through True Non-Recourse Factoring while reducing fuel costs with the OTR Fuel Card and Fuel Finder technology.
8. Monitor Load Weights and Trailer Aerodynamics
Excess weight and poor aerodynamics significantly impact fuel consumption, especially at highway speeds. Every 100 pounds of additional weight reduces fuel economy by approximately 1%, according to the U.S. Department of Energy, making load optimizations crucial for efficiency, whether you’re hauling tractor fuel or reefer fuel loads.
Simple aerodynamic improvements include:
- Installing side skirts and trailer tails
- Maintaining proper tire inflation
- Removing unnecessary equipment and accessories
- Optimizing load distribution for better balance
9. Reduce Empty Miles with Better Load Planning
Empty miles directly reduce profitability by consuming fuel without generating revenue. Load boards, backhaul planning, and strategic partnerships help both single-truck operators and larger carriers find profitable return loads.
Effective load planning considers pickup and delivery locations, timing, and equipment requirements to minimize deadhead miles. Even small improvements in loaded mile percentages create significant annual savings.
10. Train Drivers on Fuel-Efficient Driving
Driver training programs deliver immediate and lasting fuel savings through improved driving techniques. Professional drivers who understand fuel-efficient practices can significantly improve fuel economy through proper acceleration, speed management, and reduced idling.
Key training topics include:
- Smooth acceleration and deceleration techniques
- Optimal shift points for manual transmissions
- Cruise control usage on highways
- Proper following distances and speed management
- Idle reduction strategies and APU usage
11. Use Data to Continuously Improve
Combining fuel card data and maintenance records creates a complete picture of your operational efficiency. Regular analysis identifies trends, problem areas, and opportunities for improvement that might otherwise go unnoticed.
Monthly reviews of fuel consumption, cost per mile, and efficiency metrics help carriers make informed decisions about equipment, routes, and operational procedures that impact profitability.
Choosing the Right Fleet and Fuel Management System or Services
Fleet and fuel management systems are software and hardware solutions that automate tracking and analysis, while fleet and fuel management services include factoring, fuel cards, and consulting that provide direct operational support. The right choice depends on your operation size, budget, and specific needs.
Owner-operators and small carriers often benefit more from services like fuel cards and factoring that provide immediate cost savings and cashflow improvements. Larger operations may require comprehensive software systems that integrate with existing management processes.
Keep Your Operation Moving with OTR Solutions
OTR’s combination of True Non-Recourse Factoring and the OTR Fuel Card helps implement many of these best practices while providing the financial stability needed to maintain operations. With same-day funding on approved and processed invoices, average fuel savings of $0.50 per gallon, and a dedicated operations team supporting overall client services, carriers get the tools needed to run efficiently.
Start saving on fuel while securing your cashflow with OTR Solutions. Our integrated approach helps carriers of all sizes reduce operating costs and maintain profitability in today’s challenging market.