Skip to main content
Resource Center Fleet Management Metrics: Key Performance Indicators You Should Be Tracking

Fleet Management Metrics: Key Performance Indicators You Should Be Tracking

August 22, 2023 Tyler Linn

As a fleet manager, tracking performance metrics is crucial to ensuring your fleet operates at peak efficiency. By monitoring key performance indicators (KPIs), you can identify areas of improvement and take corrective action to make more informed decisions and optimize your fleet’s performance.

In this article, we’ll discuss some of the critical KPIs you should be monitoring tracking for the efficiency, safety, and cost-effectiveness of your fleet operations.

1. Fuel Efficiency

Fuel consumption is one of the most significant expenses for fleets. According to the American Transportation Research Institute (ATRI) report, “An Analysis of the Operational Costs of Trucking: 2023 Update”, fuel costs account for approximately 28% of the average operational costs of a commercial vehicle in the U.S. Therefore, tracking fuel efficiency is crucial to controlling costs. By monitoring fuel usage per mile or per hour, you can identify fuel-wasting practices such as idling, speeding, or poor vehicle maintenance.

Monitor the fuel consumption of each vehicle to assess fuel efficiency.

An advanced fleet management system, such as IntelliHub, can track fuel consumption through vehicle data and sensors. This data is used to calculate fuel efficiency and identify trends. Additionally, managers can leverage this data to improve fuel efficiency by optimizing routes, addressing excessive idling, and promoting fuel-conscious driving behavior.

2. Maintenance and Repair Costs

Regular vehicle maintenance is the most effective way to keep you fleet running efficiently and safely. Tracking maintenance and repair costs can help you identify trends, such as which vehicles require more maintenance than others and the most common types of repairs.

By analyzing this data, you can take proactive measures to reduce maintenance and repair costs, such as implementing preventive and predictive maintenance programs, which can reduce the number of unscheduled repairs. Preventive maintenance can reduce vehicle maintenance costs by up to 30%, while predictive maintenance costs are often half that of an unscheduled service event.

Fleet management solutions, such as IntelliHub, typically offer fleet maintenance tracking solutions, which include maintenance reminders, scheduling, alerts, and digital DVIRs to ensure vehicles receive regular maintenance as needed. Such tools can track vehicle maintenance schedules based on factors like mileage, engine hours, or time elapsed. This proactive approach helps prevent breakdowns, reduce downtime, and control maintenance costs. Speaking of downtime…

3. Vehicle Downtime

When a vehicle is out of service, it can have a significant impact on your fleet’s productivity and profitability. According to Fleet Owner, unplanned downtime can cost fleets up to $760 per day per vehicle. Tracking vehicle downtime, including scheduled maintenance and unscheduled repairs, can help you identify areas for improvement.

Minimizing downtime is crucial for maintaining a productive fleet.

By scheduling preventive maintenance and repairs during off-hours, implementing driver training programs, and investing in more reliable vehicles, you can reduce downtime and improve your fleet’s efficiency. According to the National Private Truck Council, preventive maintenance can reduce unplanned downtime by up to 75%.

Beyond fleet maintenance systems, implementing an effective driver training program is an excellent way to promote overall driver safety. Fleet’s with better drivers have lower maintenance costs, reduced fuel consumption, and less vehicle downtime. IntelliHub Driver Scorecards, for example, identify opportunities to promote better driving behavior and provides actionable insights to help you save money on fuel, maintenance, and traffic violations.

4. Safety and Compliance

Ensuring driver safety and compliance is critical to managing a successful fleet. According to the Federal Motor Carrier Safety Administration (FMCSA), the average cost of a commercial motor vehicle involved in a fatal crash is over $11 million. Tracking metrics such as speeding violations, accidents, and compliance with Hours of Service (HOS) regulations can help you identify areas for improvement.

By implementing driver training programs, monitoring driver behavior, and investing in safety features such as dashcams and real-time AI driver safety assistance, you can reduce the risk of accidents and ensure compliance with regulations. According to the FMCSA, fleets with strong safety practices can reduce their crash rates by up to 70%.

A quality driver behavior monitoring systems can provide a wealth of actionable data, including harsh acceleration/braking, excessive vehicle idling, and aggressive driving. Fleet managers can then use this information to improve driver awareness and accountability, and provide additional training to reduce accidents, and improve safety.

5. Asset Utilization

Maximizing asset utilization is crucial to improving fleet efficiency and profitability. According to Frost & Sullivan, idle time can account for up to 20% of a fleet’s total fuel cost. Tracking metrics such as vehicle utilization, idle time, and miles driven can help you identify underutilized assets and optimize fleet performance.

Most fleet management systems provide real-time GPS tracking of vehicles, allowing fleet managers to monitor vehicle locations, routes, and movements. This information helps optimize routes, reduce idle time, and improve overall operational efficiency.

Maximize asset utilization with real-time asset tracking data.

By implementing route optimization, reducing idle time, and improving vehicle utilization, you can reduce costs and improve your fleet’s overall efficiency. According to McKinsey & Company, optimizing loading and unloading processes can increase asset utilization by up to 10%.

Beyond vehicle tracking, IntelliHub performs asset tracking to help ensure maximum utilization of your critical business assets. Asset trackers offer a versatile way of tracking trailers, construction equipment, heavy machinery, containers and more. Asset trackers offer significant benefits, including:

  • Instant access to accurate GPS location data
  • Usage data to highlight underutilized assets
  • Routine maintenance planning based on usage frequency

Simply put, asset tracking ensures you get the most productivity out of your business’ equipment and vehicles.


Tracking KPIs is crucial to managing a successful fleet. By monitoring fuel efficiency, maintenance and repair costs, vehicle downtime, safety and compliance, and asset utilization, you can identify areas for improvement and take proactive measures to optimize your fleet’s performance.

Implementing fleet management solutions such as route optimizers, driver behavior monitoring, and real-time AI driver safety assistance can help you track these KPIs and improve your fleet’s efficiency and profitability. By leveraging data and analytics, you can uncover hidden opportunities for improvement and drive success in your fleet management operations.

Ready to make fleet management more manageable?