Whether you’re in logistics and delivery, the field service industry, or run a transportation business, one thing’s for sure. A healthy fleet means lower costs, and more reliability. Good maintenance keeps customers satisfied, which means repeat business and more profitability. It also extends vehicle lifespan, so the need to spend on replacement stays low.
Smart leaders track certain KPIs closely. These numbers turn fleet health into something measurable. Miss a signal, and you might lose control over costs or see unexpected downtime eat into revenue. Pay attention, and small adjustments add up to major savings.
Stick around for the key fleet maintenance metrics that keep operations strong and budgets steady.
1. Cost Per Mile
Every dollar spent on keeping trucks road-ready adds up. Add up your maintenance expenses, then divide by total miles driven. That gives a clear picture of efficiency.
For expenses, look at labor, parts, and outside shop charges. You could pull the numbers from repair logs or fleet software, and use telematics for mileage data. Smart companies keep this figure low by using preventive maintenance, bulk parts purchasing, and remote diagnostics.
Watch this KPI month to month or quarter to quarter. Trends here tell you if your strategy is working or money is slipping away.
2. Preventive maintenance compliance
Late oil changes or missed inspections almost always cost more in the end. Staying on schedule with routine service is one of the most effective ways to cut surprise breakdowns.
This KPI tracks the percentage of completed tasks versus scheduled ones. Use your fleet software to set alerts and track compliance. Aim for over 90 percent completion. Spotting gaps here points to training needs or workflow issues. Every time you hit that mark, vehicles stay reliable and bigger repair bills are less likely.
3. Technician Productivity
Well-trained techs keep your fleet rolling and your costs down. A strong productivity rate means more trucks ready on time and fewer service bottlenecks. Metrics like hours billed versus hours available help pinpoint gaps or strengths. Digital work order tools track task completion in real time.
The most efficient shops often see over 85 percent productivity. And when numbers lag, it pays to focus on technician development. Certified courses such as the diesel heavy truck technician program from STVT can sharpen skills and boost output. It can bolster PM compliance and even DVIR compliance during inspections.
4. Mean Time Between Failures
Reliable fleets avoid the domino effect of repeated breakdowns. This KPI reveals how long vehicles last before hitting trouble. Start tracking every failure event, logging date and mileage between each issue. Fleet software or even spreadsheets make it manageable.
Longer stretches between failures signal strong maintenance practices.
If numbers dip, consider investigating:
- recurring problems,
- Skipped services,
- Or low-quality parts.
Use the data to identify weak spots and plan improvements. A steady increase here usually points to fewer disruptions and less wasted spend.
5. Unscheduled Downtime Hours
Nothing slows a business down faster than trucks sidelined by surprise repairs. When downtime creeps up, it’s often a sign routine checks are falling through the cracks. Having an up-to-date fleet maintenance checklist gives you a better shot at keeping vehicles rolling longer.
Quick-win interventions include:
- Reviewing scheduled maintenance gaps weekly
- Swapping out fast-wearing parts ahead of schedule
- Cross-training staff for basic field repairs
- Using telematics for instant alerts when faults appear
Again, shop logs, telematics dashboards, and technician reports make reliable sources for tracking downtime data. Shortening unscheduled downtime increases vehicle functionality and boosts profit potential. Every extra hour on the road counts.
6. Parts Inventory Turns
Idle parts sitting on shelves tie up cash that could work harder elsewhere. The inventory turnover ratio uncovers if stock is moving fast or gathering dust. In other words, are the parts you order really boosting maintenance for your fleet, or is it a ‘just-in-case’ expense?
Divide the cost of parts used by the average value of inventory held over a period. Fleet management software and ERP systems keep this math clear and easy.
A higher ratio signals better efficiency. Conversely, slow turns hint at poor planning or over-ordering. Relying on dependable third-party suppliers helps, but only if they deliver when you need them. Consistent tracking reveals where improvements make the most impact.
7. Warranty Recovery Rate
If a part fails under warranty, skipping the claim is like tossing money away. The warranty recovery rate shows how much you claim from manufacturers or vendors when repairs fall within coverage. This percentage reveals the value your team recoups against what’s available.
Pull data from warranty claim logs, vendor statements, and fleet management software. High recovery means more dollars saved for repairs you’d otherwise pay out of pocket. Besides the basic best practices, effective fleet management also depends on chasing every dollar owed, not leaving value unclaimed in a busy shop.
Final note
Well-chosen maintenance KPIs shape fleet decisions that last. These numbers spotlight trends that otherwise hide in daily operations. Every CEO benefits from knowing exactly where performance stands, alongside what small changes keep trucks dependable and costs well within reach.
