The investment that fleets make in their vehicles is among the largest. And yet, many fleet managers face challenges when it comes to ensuring their vehicles receive regular maintenance. There are several reasons for this, with the biggest one being cost.
For the year 2024, the American Trucking Research Institute reported that operational costs of trucking reached near-record highs of $2.260 per mile. Maintenance and repair costs were one of the main contributors to that figure, causing a conundrum because fleet managers want their trucks to have the longest possible lifespan. However, the cost of repairing these vehicles, combined with the potential downtime associated with repairs, can lead to profit losses that lower the return on their investment.
These cost and scheduling challenges tend to hurt small- to medium-sized fleets the most, as many may already face tight budgets and small profit margins. This is among the reasons why preventive maintenance sometimes falls to the back burner. Below, we’ll explain why regular maintenance is critical and how trucking software can make things easier while helping fleet managers improve their financial health.
Ignoring Maintenance Leads to Expensive Repairs and Downtime
There are many reasons why fleets should schedule regular preventive maintenance for their trucks.
- Financially Smart: Regularly scheduled maintenance ensures minor problems don’t become big ones in the future. The more extensive the repair, the more expensive it will be.
- Reduce Downtime: Downtime is expected, but larger repairs will inevitably take longer. Thankfully, you can avoid these hefty repairs with a routine maintenance schedule.
- Day-to-Day Impact: When a truck (or multiple trucks) goes out of commission, it can throw a wrench in the daily operations, as managers are forced to reallocate drivers and adjust schedules.
A TMS Lowers Costs and Keeps Trucks on the Road
One of the major benefits of a transportation management system (TMS) is that it helps fleet managers stay current on when their trucks and trailers require maintenance. Trucking software like ProTransport ensures that managers receive alerts when their vehicles have upcoming service appointments. A TMS helps them stay proactive about truck maintenance, ideally minimizing costly repairs and improving the longevity of their vehicles.
Another benefit of a TMS is that it allows managers to improve visibility and communication. Software keeps everyone on the same page regarding maintenance and how it impacts transportation schedules. Managers can stagger their repairs if needed, schedule repairs during slower times and prepare their drivers for upcoming maintenance — all to help ensure their fleets continue operating with as many trucks on the road as possible.
Additional Risks of Foregoing Regular Maintenance
Higher maintenance costs in the future aren’t the only concern with irregular maintenance.
- Adhering to Federal Motor Carrier Safety Administration (FMCSA) maintenance rules is critical for ensuring on-road safety.
- Failing to remain compliant can result in additional penalties and fees, in addition to the repair costs.
- Non-compliance and frequent downtime for repairs can hinder your fleet’s reputation and customer relations.
Operational Costs Increase Without Regular Maintenance
Routine maintenance helps ensure your fleet’s vehicles are in the best possible condition. When your trucks are maintained better, they perform better. On the other hand, neglecting your equipment will eventually catch up in ways that may not seem obvious, but add up.
Take your truck’s engine, for example. Failing to maintain the engine properly means the truck must work harder to operate. Eventually, this will lead to higher fuel consumption and more frequent stops to fill up. It’s a similar story with the other equipment required to operate a truck: if something isn’t working properly, the vehicle will have to work harder to compensate.
A TMS Reduces Operating Costs
A modern TMS makes it easier to track fleet maintenance and performance. Beyond that, trucking software can also track drivers’ performance, patterns and behaviors. With all of this available data, fleet managers can optimize their company’s operations and make informed business decisions at every turn.