Maintenance continues to consume an ever-growing share of fleet budgets.
…and here’s the hard truth that many fleet managers don’t want to hear.
The vast majority of that spend is entirely preventable. Because the issue isn’t always with vehicles themselves. Sometimes, it’s the choices made when it comes to fueling, lubrication, and who you choose as your commercial fuel supplier.
Pick the wrong supplier and you’ll get:
- Inferior lubricants that shorten engine life
- Inconsistent fuel quality that leads to breakdowns
- Increased total cost of operations mile after mile
Pick the right one and you can begin to reverse the trend.
Here’s what’s covered:
- Rising Maintenance Costs: Why Do They Keep Going Up?
- Fuel and Lubricant Quality Have a Direct Impact on Fleets
- What Qualities Should You Look for in a Fuel Supplier?
- Why Your Choice in Fuel Supplier Matters
- Buying Practices that Create Real Savings Over Time
Rising Maintenance Costs: Why Do They Keep Going Up?
The statistics paint a grim picture. Fleet maintenance and repair costs increased by 11.3% in 2024 versus 2023 per data sourced from Fleetio. And that number jumped an additional 4.9% in just the first quarter of 2025.
That’s significant.
And according to research from ATRI, fleet repair and maintenance now costs $0.202 per mile which makes it one of the biggest expenses a fleet operator has that they can control.
Control. That’s the key word.
Because while you have no control over fuel prices or inflation… you do have control over who you buy your fuel and lubricants from.
The problem? Most fleets focus on vehicle technology or driver training when looking to reduce operating costs. Very few look inward at their supplier relationships. And that’s a tremendous opportunity lost.
Fuel and Lubricant Quality Have a Direct Impact on Fleets
Consider what every engine in a fleet depends on more than anything else. Clean fuel and proper lubrication.
When either one of those variables are compromised, the consequences don’t happen overnight. They accrue slowly, then devastate.
Sludge-building diesel? Fuel injectors get clogged and fuel filters dunk too soon. Inferior quality oils? Critical engine components wear out before they should.
And while neither of those issues likely come with a neatly packaged invoice… they will ultimately lead to costly repairs.
Here are a couple of examples:
- Using the wrong viscosity when changing an oil can void warranty.
- Fuel contaminated with dirt or water will throw fault codes across an entire fleet.
- Without consistent lubricant stocking practices, scheduling preventative maintenance is all but impossible.
Product quality goes hand in hand with maintenance costs. And that starts with who you decide to supply your operation.
What Qualities Should You Look for in a Fuel Supplier?
Commercial fuel suppliers aren’t created equal. Here’s a look at what separates an exceptional supplier from the rest.
Brand Quality and Product Range
Does your supplier carry premium name brands that have stood the test of time? Or do they offer whatever petroleum products are cheapest that week?
For fleet operators, this translates to having access to the right oils and lubricants for your specific vehicle classes that meet OEM specs.
Partnering with an established Mobil distributor in Tennessee like Best Wade means access to the entire lineup of high-performance Mobil lubricants ensuring the right products for every vehicle in your fleet, not just what’s available on the shelf.
Reliable Supply and Regional Presence
If a supplier can’t show up when needed, then they aren’t much of a supplier at all. Local fuel suppliers with deep roots in their region understand what fleets in that area need. Seasonal fuel blends. What local roads do and don’t offer. Average fleet duty cycles.
Local suppliers also typically offer faster response times and a more personalised experience than you’d receive from the national guys.
Technical Expertise and Support
When was the last time a supplier sat down and explained which products were best for which vehicle and why?
They should be doing this. Experts in the field know more than just how to sell a barrel of oil. They can guide fleet managers to the right products based on the specific needs of their fleet.
And that expertise is invaluable.
Why Your Choice in Fuel Supplier Matters
Here’s a little known fact…
Premium lubricants cost more. However, the ROI comes from extending oil drain intervals, reducing the number of oil changes needed, and keeping engines properly protected.
Those savings add up quickly when talking about an entire fleet.
Fleets using premium API FA-4 oils have reported that the return on investment from improved fuel economy and decreased engine wear offsets the increased product cost, according to FleetOwner. Fleet managers that have run the numbers agree the savings far exceed the premium.
Here’s another way to look at it…
The average fleet loses $448 in revenue for every hour of downtime. Avoid a single breakdown and the premium product has already paid for itself.
This is the calculus smarter fleets are performing.
Buying Practices that Create Real Savings Over Time
In addition to choosing the right supplier, there are buying practices that can help the bottom line when it comes to maintenance costs.
Standardise your lubricants. Using a variety of different oils for different vehicles may work… but it also introduces complexity, increases the opportunity for human error, and makes it harder to purchase lubricants in bulk. A commercial fuel supplier should be able to help pinpoint a core group of products that will work for the entire fleet.
Where possible, buy lubricants in bulk. Bulk purchasing will not only save money on each unit, but makes inventory management a breeze. Plus, most commercial fuel suppliers offer bulk storage options and on-site delivery programs.
Focus on product performance over price. That cheap oil at $2.30 per gallon didn’t seem so cheap when it needed changing every 5,000 miles instead of 10,000. Monitoring maintenance intervals, warranty claims, and repairs in relation to product changes allows for a more complete picture of how much value a supplier is (or isn’t) bringing.
Review your supplier relationship annually. Prices, quality, and service offerings will change from year to year. Taking the time to ensure you are still working with the best supplier for your needs may reveal a better option out there.
Wrapping Up
Reducing fleet maintenance expenses isn’t about fixing broken vehicles more quickly or purchasing newer trucks.
It starts with making better decisions about which commercial fuel supplier to trust when it comes time to purchase the products that power every vehicle in your fleet.
Here’s a quick recap:
- Maintenance costs are growing year after year that’s backed by data
- The quality of your fuel and lubricants has a direct impact on engine longevity and the frequency of breakdowns
- Look for a fuel supplier that offers top-tier brands, has a strong local presence, and doesn’t just drop product at your door
- Premium lubricants may cost more per gallon, but they save money in the long run through increased efficiency and protection
- Implement buying practices that allow you to take advantage of savings wherever possible: buying in bulk, standardising your lubricants, and conducting an annual supplier review
Fleets that excel at reducing maintenance spend aren’t cutting costs indiscriminately. They’re making smarter decisions with where that money gets spent starting with who they buy from.
