Calculator

Fleet Fuel and Maintenance Savings Estimator

Estimate recoverable savings from fleet controls across fuel and maintenance.

This tool is educational and operational. It is not legal, engineering, or financial advice.

Processed in-browser. Nothing is stored.

Inputs

Optional. Used in the memo output.

$

Use fuel spend for the last 12 months.

$

Use maintenance and repair spend for the last 12 months.

%

Percent of fuel and maintenance spend covered by enforceable controls and audits.

%

Estimated avoidable percent of in-scope fuel spend due to weak fuel card rules, missing odometer, idling, and routing waste.

%

Conservative leakage rate after controls are installed.

%

Estimated avoidable percent of in-scope maintenance spend due to markups, unapproved work, and poor invoice validation.

%

Conservative leakage rate after controls are installed.

$

Process, staffing, or tooling cost to implement and run controls.

Results

Enter inputs and click Generate.

Assumptions

  • This is an estimate. Validate using fuel card transactions, odometer and telematics data, and a sample of maintenance invoices.
  • Leakage rates are applied only to in-scope spend.
  • Fuel savings drivers can overlap (fuel policy, idling, and routing). Keep assumptions conservative to avoid double counting.
  • Payback is implementation cost divided by monthly savings.

How to use

  1. Enter annual fuel and maintenance spend with conservative leakage assumptions.
  2. Generate results and review the in-scope spend number for reasonableness.
  3. Copy or download the memo before sharing with Finance and operations leads.
  4. Validate estimates with fuel card and maintenance invoice samples.

What results mean

Estimated annual recoverable savings is the leakage gap on in-scope spend after controls are installed.

Estimated monthly recoverable savings is the annual savings divided by 12 for budgeting and payback.

Payback period compares one-time implementation cost to monthly savings when provided.

Common pitfalls

  • Setting leakage assumptions without checking recent fuel card exceptions.
  • Using in-scope percent that does not match current control coverage.
  • Ignoring maintenance approvals or repeat repair signals.

Definitions

In-scope spend is the portion of fleet fuel and maintenance spend covered by enforceable controls and audits.

Leakage rate is the avoidable portion of in-scope spend due to weak policy, behavior, or invoice validation.

Leakage gap is the improvement from current to target leakage rate after controls are installed.

Change log

v1.0 (2026-01): Latest release