Fleet and Fuel Cost Control

Fleet spend leaks in predictable places:

• fuel cards are used for non-fuel purchases or outside policy
• odometer data is missing, so miles per gallon is not trustworthy
• idling burns fuel and creates unnecessary maintenance risk
• maintenance invoices include markups and unnecessary work
• routes and utilization create deadhead miles that never should exist

This collection installs a beginner-safe operating system to reduce cost, reduce risk, and reduce fuel emissions at the same time.

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Who this is for

• Procurement and operations leaders who manage fleet vendors, shops, and fuel programs
• Finance teams that need predictable run-rate and fewer invoice disputes
• Operators who want simple rules that drivers and vendors can follow

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What you will install

By the end of this collection you should have:

• fuel card controls, driver assignment, and odometer capture rules
• idling and driver behavior thresholds with a coaching cadence
• maintenance invoice audit checks and parts markup rules
• route utilization and deadhead reduction KPIs
• an estimate of savings so you can prioritize and staff appropriately

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How to use this collection

Install in this order:

1. Fuel card controls and odometer capture kit
2. Idling reduction and driver behavior playbook
3. Maintenance invoice audit and parts markup playbook
4. Route utilization and deadhead reduction playbook
5. Fleet fuel and maintenance savings estimator

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Beginner-safe definitions

Fuel leakage: fuel spend that could have been prevented with better controls, behavior, or routing.

Idling: running the engine when the vehicle is not moving.

Deadhead: miles driven with no productive load or delivery.

Parts markup: an added percentage on parts cost charged by the shop.

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What good looks like

• fuel spend is tied to vehicles, drivers, and miles driven
• idling and harsh events trend down over time
• maintenance invoices are validated against entitlements and approvals
• cost per mile improves and stays improved