Fuel can account for nearly 60% of a fleet’s total operating costs — but most fleets aren’t managing it as tightly as they should.
The top performers aren’t just paying attention to prices at the pump. They’re tracking how fuel is used, where it’s wasted, and how to prevent it — daily.
If idling goes unchecked, if routes stay static, or if drivers aren’t coached, the waste adds up fast.
This article breaks down the fuel management strategies that set high-performing fleets apart — with real-world examples, industry-backed data, and steps you can apply right away.
1. Where Fuel Waste Hides (And Why Most Fleets Miss It)
Fuel costs are usually the largest line item in a fleet’s operating budget. But the real issue isn’t how much fuel costs — it’s how much gets wasted without anyone noticing.
The most common example? Idling.
The U.S. Department of Energy estimates that one heavy-duty truck idling for an average year can burn about 1,440 gallons of diesel. Multiply that across a fleet, and the numbers get serious fast.
In field service fleets, vehicles often idle between job sites, during service calls, or while technicians eat lunch. In construction, trucks are left running during material drop-offs or crew changes. In waste collection, idling happens at every stop — and there can be hundreds of stops per day.
But without alerts, usage tracking, or thresholds in place, most of that fuel loss goes unnoticed. Not because no one cares — but because no one’s watching the right data.
2. What the Top Fleets Do Differently
Top-performing fleets don’t guess where their fuel is going — they know.
They’ve built systems to monitor usage in real time, coach drivers proactively, and adjust routes based on actual conditions. Here are four key habits that separate them from the rest.
They Monitor and Cut Idling in Real Time
Unnecessary idling is one of the easiest ways to waste fuel — and one of the hardest to spot without the right tools.
According to Natural Resources Canada, cutting just 10 minutes of idle time per vehicle per day can save about 110 liters of fuel annually. Now multiply that by 50, 100, or 500 vehicles.
In construction fleets, it’s common for trucks to idle while waiting for materials, site access, or crew instructions. In delivery operations, drivers often leave engines running during quick drop-offs to save time. It doesn’t always feel like a big deal in the moment — but across dozens of vehicles, it adds up fast.
That’s why top fleets set clear idle time limits and use automated alerts to flag when those limits are exceeded — giving supervisors and drivers a chance to take action before fuel waste spirals.
They Coach Driver Behavior Based on Real Fuel Data
The American Transportation Research Institute found that aggressive driving behaviors — like harsh acceleration and speeding — can increase fuel use by 15–30%. Without behavior monitoring, this goes unnoticed.
Public transit agencies have seen this firsthand. In one case, a city fleet found fuel spikes during early morning and evening shifts. The root cause? A few drivers were rushing between stops to stay on schedule. Top fleets use driver scorecards, event data, and coaching sessions to reduce these habits — and the extra fuel they burn.
They Route Smarter — Not Just Shorter
Many fleets still rely on static routes built in spreadsheets or route sheets. But top fleets adjust routes dynamically based on job changes, traffic, and fuel efficiency goals.
The North American Council for Freight Efficiency reports that fleets can improve overall fuel economy by up to 7% by combining route optimization, telematics, and behavior tracking.
In waste and logistics fleets, reordering just a few stops can eliminate unnecessary mileage. That means less time on the road and fewer gallons burned — without changing anything else.
They Track and Analyze Fuel Use — Daily
Even small changes in consumption can signal bigger issues — like failing equipment, inefficient driving, or route problems.
According to the U.S. Energy Information Administration, fleets using real-time telematics for fuel monitoring reduced fuel waste by up to 13%, particularly in long-haul operations.
Municipal and utility fleets have started using daily fuel reports to flag vehicles that suddenly start consuming more. Sometimes it’s an engine issue, sometimes a route change — either way, it’s caught early because the data is being reviewed, not just logged.
3. 5 Fuel-Saving Strategies Used by Top Fleets
Fuel savings don’t come from one big fix — they come from consistently doing small things right. The most efficient fleets build habits around visibility, accountability, and real-time decision-making.
Here’s how they do it.
1. Track Fuel Use by Vehicle and Driver
The first step is knowing how much fuel each vehicle is using — and who’s behind the wheel when usage spikes. That kind of tracking makes it easier to spot outliers, catch inefficiencies early, and hold the right people accountable.
ZenduIT’s ZenTRACK OBD provides real-time GPS and engine diagnostics, so fuel usage can be tied directly to specific vehicles and drivers. That data gives managers a clearer picture of what’s happening in the field — without relying on estimates or fuel card totals.
2. Reduce Idling with Alerts and In-Cab Feedback
Most idling isn’t intentional — drivers usually don’t realize how long they’ve been sitting. But a system that alerts them in real time can change that quickly.
ZenduIT’s ZenCAM Plus combines AI dash cams with ADAS and in-cab coaching to flag excessive idling and deliver instant feedback. It also supports automated reporting, so fleet managers can review idle time trends and take action without digging through trip logs.
3. Optimize Routes with Real-Time Job and Traffic Data
Static route plans don’t account for real-world conditions — but top fleets use dynamic routing tools to adjust as they go. Whether it’s a job site change, traffic delay, or missed stop, real-time routing saves time and fuel.
ZenTRACK OBD enables live location tracking and route data, while ZenCAM Plus offers BLE gateway support to integrate cargo sensors, temperature tags, and door status — all of which help dispatch make smarter routing decisions on the fly.
4. Monitor and Coach Driver Behavior
Fuel efficiency often comes down to how the vehicle is being driven. Hard braking, quick acceleration, and high-speed driving all contribute to fuel waste — even on short trips.
ZenduIT’s ZenCAM Lite and ZenCAM Plus offer dual-facing video and event-triggered alerts, so managers can coach drivers with real examples of what happened — and how to improve. Top fleets use this not just for safety, but to improve driving habits that directly affect fuel use.
5. Catch Fuel Anomalies Early Through Trend Analysis
Fuel spikes often point to bigger issues — like underinflated tires, failing components, or route inefficiencies. But unless someone’s reviewing trends regularly, those signs get missed.
ZenduIT’s ZenTRACK Power+ and ZenTRACK Solar provide long-term tracking and telemetry for high-value trailers, off-grid assets, and remote vehicles. That makes it easy to track usage over time and identify when something’s off — before it becomes expensive.
4. The Payoff: What Real Fleets Are Achieving
Fuel-saving strategies don’t just look good on paper — they produce real, measurable results across industries. The fleets that put data and discipline behind their operations are seeing major returns, not just in fuel savings but in reduced downtime, better planning, and lower total cost of ownership.
Logistics Fleets Cut Fuel Waste with Real-Time Monitoring
A long-haul transport company running cross-border freight implemented real-time fuel tracking alongside driver coaching and idle alerts. Within months, they reduced overnight idling and gained better visibility into fuel stops and driver behavior.
This isn’t unique — it reflects a wider trend. According to the U.S. Energy Information Administration, fleets using real-time telematics for fuel monitoring reduced fuel waste by up to 13%, particularly in long-haul operations.
Public Sector Fleets Save Through Fuel + Maintenance Alignment
One public utility fleet was running older trucks without insight into how much extra fuel they were consuming. After pairing their fuel data with maintenance schedules, they identified underperforming vehicles, pulled them from daily use, and prioritized servicing.
This type of proactive management has led to big wins industry-wide. The Canadian Urban Transit Research & Innovation Consortium (CUTRIC) reported that public and utility fleets practicing active fuel and maintenance management reduced total energy costs by up to 18%.
Industry-Wide Impact: Billions Saved
At scale, these strategies lead to transformative savings. The EPA’s SmartWay Program reported that participating fleets saved over 357 million barrels of oil — nearly $60 billion in fuel costs — between 2004 and 2023. The takeaway? Fuel efficiency isn’t just about individual vehicles — it’s about organizational habits that compound over time.
5. You Don’t Need a Big Budget to Make a Big Impact
Most fuel savings don’t come from sweeping changes — they come from tightening up the small things that happen every day: shorter idle times, better routes, smarter driving.
Top fleets don’t wait for a major overhaul. They start with visibility, set clear expectations, and take action when the data points to waste.
If you’d like to see how these workflows operate in real fleet environments, we can walk through them with you.
