2025 Edition
Fleet Benchmarking Report
We analyzed 1,000,000 fleet assets and surveyed 300 industry professionals to reveal how organizations structure and maintain their fleets.
Asset Data
Fleet assets are the backbone of your operation's productivity and profitability. Our comprehensive analysis provides valuable benchmarking across ownership structures, vehicle age, mileage patterns, and operating costs. Understanding how your fleet composition compares to industry standards helps identify opportunities for optimization and strategic planning that can significantly impact your bottom line.
How are fleet managers handling asset data?
While 71.88% of organizations use fleet maintenance software, 40.28% still rely on spreadsheets for tracking critical metrics. Data entry responsibilities are primarily shared between fleet managers (35.76%) and administrators (30.56%), with most teams spending 2-4 hours weekly on data input. This distributed approach helps ensure accuracy but highlights the ongoing challenge of efficient data collection.
How old are fleet assets in Fleetio?
Fleet vehicles show a median age of 6.3 years and an average of 7 years across nearly one million assets. Despite conventional wisdom suggesting replacement at the 4-year mark, many organizations successfully operate vehicles well beyond this timeline. This extended lifecycle approach requires robust maintenance programs but delivers significant cost advantages when properly managed.
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Median Age In Years
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Average Age In Years
Fleetio Data
Fleetio Asset Age
Are assets owned, rented or leased?
The vast majority of fleets (89.67%) opt for direct ownership rather than leasing (8.07%) or renting (1.43%). This preference suggests organizations value long-term control over short-term flexibility, aligned with the 93.75% of survey respondents who include ownership in their vehicle procurement strategy. Your optimal mix may vary based on specific operational needs and capital expenditure plans.
How many miles have Fleetio assets traveled?
Fleet vehicles show a median mileage of 97,972 miles with an average of 229,875 miles, revealing significant utilization diversity. A quarter of vehicles (25.40%) are practically new at under 15,000 miles, while another quarter (27.35%) fall between 15,000-99,999 miles. Notably, 11.16% of vehicles have exceeded 200,000 miles while remaining in active service, demonstrating exceptional longevity with proper maintenance.
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Median Miles
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Average Miles
Fleetio Data
Asset Mileage
Operational Costs
How you manage your fleet directly impacts your financial performance. This section explores the real-world costs associated with fleet operations across different vehicle ages, industries, and time periods. By examining these operational benchmarks, you can make more informed decisions about vehicle replacement timing, industry-specific cost management, and long-term budget planning to maximize efficiency.
How do asset costs change with age?
Vehicle operating costs increase predictably with age, starting at $0.23 per mile in the first five years, rising to $0.25 between years 6-10, and jumping to $0.31 after a decade. This 35% cost increase for older vehicles makes a compelling case for strategic replacement planning. Understanding this age-cost relationship helps fleet managers optimize total cost of ownership and replacement timing.
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Years 1-5
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Years 10+
Fleetio Data
Asset Cost by Age
How do costs vary by industry?
Operating costs vary dramatically by industry, with Arts & Entertainment fleets averaging $0.51 per mile compared to just $0.17 for Retail & Manufacturing operations. Transportation & Logistics, one of the largest sectors, averages $0.31 per mile due to intensive usage patterns. These variations reflect differences in vehicle types, operational demands, maintenance requirements, and regulatory environments specific to each industry.
Fleetio Data
2024 Cost per Mile by Industry
How are costs changing year over year?
Fleet operating costs have followed a clear pattern over the past five years, starting relatively low at $0.25 per mile in 2020, peaking at $0.39 during 2022, and recently stabilizing around $0.29 (a 16% decrease from the high point). This trend reflects broader economic patterns including post-pandemic adjustments, fuel price fluctuations, parts and labor cost variations, and ongoing supply chain challenges.
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2022 cost per mile
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2024 cost per mile
Fleetio Data
Cost per Mile YOY by Industry
When and how are fleets retiring their assets?
Vehicle replacement decisions are primarily triggered by operating cost thresholds (38.19%) and predetermined mileage targets (17.36%), while 21.18% of fleets wait until vehicles are no longer operable. When retiring assets, organizations primarily sell through auctions (45.14%), to private individuals (45.83%), or via dealership trade-ins (31.94%). This diversified approach maximizes resale value while meeting operational replacement needs.
Maintenance Data
Effective maintenance strategies determine both vehicle reliability and operational costs. Our analysis of millions of work orders reveals patterns in scheduled versus unscheduled maintenance, compliance rates, and service costs across the industry. These insights help you balance preventive and reactive approaches, overcome common compliance challenges, and optimize your maintenance budget for maximum vehicle uptime.
How are fleets handling maintenance and repairs?
Fleet maintenance programs average 54.51% scheduled service, 39.33% unscheduled repairs, and 6.17% emergency work. While this approaches the ideal 70/30 scheduled-to-unscheduled ratio, most organizations have room for improvement. Only 2.08% of survey respondents claim to run fully scheduled maintenance programs, while 40.14% report achieving at least 75% scheduled maintenance, showing significant optimization opportunity.
What does fleet compliance look like?
Preventive maintenance compliance averages 84.33% industry-wide, with 27.79% of fleets achieving excellent rates of 95-100%, while 23.19% struggle below 75%. When compliance falls short, fleet managers cite technician availability (34.62%), communication gaps (25.64%), and limited fleet status visibility (17.95%) as primary challenges. Improving these areas offers significant opportunity for reducing costly emergency repairs and vehicle downtime.
Survey Data
Reasons for Low Compliance
Fleetio & Survey Data
On-Time Compliance Rate
What are average service task
costs and labor times?
Quickly access detailed cost and labor benchmarks for common fleet maintenance activities and compare your operation against real-world data from millions of work orders across the industry.
A/C Compressor Replacement
$602
2hr 4min
A/C System Evacuate & Recharge
$141
1hr 15min
A/C System Test
$197
1hr 18min
Accessories/Upfitting (Miscellaneous)
$431
1hr 46min
Admin/Misc Charges
$102
1hr 15min
Air Conditioning System Inspect
$132
1hr 9min
Air Dryer Desiccant Cartridge Replacement
$105
40min
Alternator Replacement
$305
1hr 30min
where does your fleet stand?