8 ways for fleets to manage surging fuel costs

In just a matter of weeks, the national average for gasoline prices has surged from approximately $2.98 per gallon in late February to more than $3.70 as of today. For fleet operators, this can quickly become a direct hit to margins.

Fuel remains one of the largest vehicle-based expenses for motor carriers, accounting for roughly 21–24% of total marginal operating costs in recent years, making it the second-largest expense for most fleets after labor. When macro-economic factors drive prices up, the most effective response is to focus on micro-operational efficiency. You may not be able to control the price at the pump, but you can control how effectively every gallon is used. 

When every gallon matters, access to real-time data can make a massive difference. End-to-end visibility into fuel spend—combined with tools to proactively cut costs, minimize waste, and prevent fraud—can protect your margins. Here are eight proven, data-driven strategies many of our customers are using to control fuel costs.

1. Minimize unnecessary idling

Idling is often a leading source of fuel waste. Experienced drivers may be aware that idling can burn through nearly a gallon of fuel per hour, but the myth that idling is easier on the engine than restarting still remains prevalent. According to the U.S. Department of Energy, idling generally burns more fuel than restarting the engine.

To effectively reduce this fuel waste, you need context-rich data to distinguish between "unproductive" idling and "operationally necessary" idling, such as keeping a cabin comfortable in extreme weather or running a Power Take-Off (PTO) unit for equipment. With the right data, you can coach drivers to minimize unnecessary idling before it drains your budget.

2. Coach for fuel-efficient driving

Idling is a major source of fuel waste, but it’s not the only behavior that has a significant impact on total fuel spend. Speeding, rapid acceleration, harsh braking, and other variables can also be costly. The U.S. Department of Energy notes that behaviors like hard braking and rapid acceleration can decrease gas mileage up to 40% in stop-and-go traffic. Proactively coaching drivers to use cruise control, maintain steady speeds, and anticipate slowdowns is one of the fastest ways to reduce fuel consumption immediately.

3. Gamify efficiency performance

Data is most powerful when it’s in the hands of the people behind the wheel. By sharing efficiency benchmarks with your team and rewarding the most fuel-conscious drivers, you can engage and retain one of your most valuable resources—your drivers—while improving fuel efficiency and protecting your bottom line. Incentive programs encourage drivers to take ownership of their fuel use, often resulting in organic, lasting improvements in behavior.

4. Optimize every route

The most efficient gallon of fuel is the one you never have to burn. Advanced route optimization technology is helping dispatchers plan the most direct paths, avoiding traffic congestion and reducing unnecessary "out-of-route" mileage. For a heavy-duty fleet, avoiding just a few miles of unnecessary driving per day can save thousands of dollars annually.

5. Direct drivers to the lowest cost fuel option

The newest way to manage rising fuel costs with technology is by connecting where your drivers buy fuel with how they get there. By integrating fuel card data with specialized commercial navigation, you can automatically guide drivers to preferred vendors where you have the lowest, pre-negotiated prices and avoid out-of-policy fuel stops. 

6. Prevent fuel theft and fraud

As fuel prices climb, the incentive for theft and fraud grows alongside them. WEX reports that 5% to 10% of the average fleet’s annual fuel consumption is lost to theft or misallocation. In a high-price environment, this can significantly impact your margins, but it’s hard to prevent without visibility. Advanced systems can now automatically cross-reference vehicle locations with fuel card transactions to flag suspicious activity—like when fuel purchased exceeds tank capacity—ensuring you only pay for fuel that goes into your tanks.

7. Stay on top of preventative maintenance

A vehicle’s mechanical health is directly correlated to its fuel economy. For example, for every 1 PSI drop in tire pressure, a vehicle can lose 0.4% of its mileage. Proactive maintenance ensures that your fleet is operating at peak efficiency, preventing poor vehicle condition from becoming a constant drain on your fuel budget.

8. Use benchmarking to spot outliers

You can’t manage what you don’t measure. Comparing fuel performance across different regions, vehicle types, or groups helps you identify "outliers"—specific assets or routes that are consuming significantly more fuel than their peers. This makes it possible to target coaching or maintenance efforts where they will have the highest ROI.

How Samsara customers are maximizing every gallon

These strategies only work when you have the data to act on them. In a high-cost environment, data is your greatest advantage—and the right technology turns these goals into measurable savings. Samsara helps fleets use fuel data to control costs with:

• Navigation to the lowest cost, preferred fuel vendor: See real-time fuel prices in the Driver App and automatically route drivers to preferred fuel vendors so they consistently buy at the lowest negotiated price.

• Advanced idling alerts and coaching tools: Stop fuel waste in real time with in-cab alerts and coaching tools that use context-rich data, including weather and PTO context, to pinpoint and reduce unproductive idling. Gamify fuel-friendly driving habits and celebrate idling reductions with personalized Kudos.

• Real-time fuel theft and fraud alerts: Get instant notifications for suspicious activity and unauthorized transactions.

Take control of your fuel spend with Samsara

In a challenging time when rising fuel prices are putting pressure on every fleet's bottom line, our commitment is to provide the real-time data and proactive tools you need to regain control. You may not be able to lower the price at the pump, but you can minimize fuel waste, theft, and fraud to protect your margins.

See how our fuel-saving features can help, and get in touch with our team to learn more.