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Fleet/fleet management

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target group	Basic statement	cost relevance
Companies with employee or commercial vehicle fleets	The issue of company cars is an emotional issue in companies with a high potential for conflict. Communication and employee involvement are essential. The optimization primarily starts with the type of procurement and the determination of requirements.	an optimized fleet finds the balance between employee satisfaction and low costs.

The costs for the vehicle fleet are roughly made up of the leasing and financing costs, or the acquisition costs, the maintenance and operating costs and the consumption costs for fuel, etc.

There is also the question of the range of services provided by the car dealerships involved and also the tax portion for private use. The latter in particular makes up a cost block that is repeatedly underestimated. As soon as it comes to optimizing the company car situation, employees are quickly on the barricades.

Because, for example, switching to a cheaper vehicle model is associated with problems insofar as employees do not want to accept any compromises in terms of comfort or equipment. When starting to optimize costs, a first look should therefore be taken at the employee contracts, because promises made here must not be undercut under any circumstances - but benefits beyond that are definitely open to debate.

Accurately informing employees and communicating with them is therefore essential in this case. Existing contracts also severely restrict the choice of vehicle and established business relationships must be carefully examined here in particular. Through fleet guidelines, all employees in the company are sworn to a common line of use, which above all helps to avoid exceptions and subsequent discussions.

In the Deciding on a brand or model discounts should not be the deciding factor. Because the purchase price must also always be included in the calculation operating cost be connected and also be calculated with the expected loss of value.

All of these preliminary considerations must then also be taken into account with regard to Structure of the fleet to be analyzed. Because management vehicles and field service vehicles, construction site vehicles and other transport machines each have completely different basic requirements in terms of their Furnishing, usage intensity, maintenance and Operation and the loss of value. Field service and management vehicles are usually not used for more than four years, but commercial vehicles are used much longer.

That's why buyers and controllers keep asking about the right one procurement strategy confronted. With leasing, high claims can arise if the contract is terminated prematurely and the vehicle is returned. If the vehicles are company-owned, losses are generated by the value of the vehicle and high maintenance costs. At the leasing In principle, the monthly charges are lower. However, the type of contract should be carefully examined here. At the residual value contract the underlying car value at the end of the contract is the calculation basis for the leasing rate. The residual value also determines whether the difference between the contractually agreed return value and the actual return value has to be repaid. Given the unpredictable development of the car market, this is more like a bet.

The mileage contract is completed over a specified number of kilometers driven, at the end of which the car is returned. The residual value does not play a role here, but costs for additional kilometers are charged. Therefore, in the contract on the goodwill agreement for exceeded distances, which can be up to 5,000 kilometers. The more realistically the kilometers actually driven are estimated in advance, the lower the risk of an additional payment.

When drafting the contract, one should always Full service option be taken into account, which already includes the costs incurred for tire changes, repairs, etc.

When a provider change is classified as a better alternative in the long term, the existing contract should pay attention to the claims for damages in the event of early return of the vehicle. A counter calculation between the amount of the claim and the future lower costs with the new provider should definitely take place. fuel cards have proven useful in the corporate space. In addition to the usual services for fuel and services, many service providers also offer transparent billing, online tools for analysis and an emergency service. By analyzing the data, a company can quickly determine the actual need for vehicles.

Fleet checklist

Determine the need for vehicles and their equipment
Unify fleet, no exceptions for individual employees
Implement fleet policies
enter into lease agreements
Prefer full-service providers

case studies

A plant manufacturer had previously only ordered vehicles at short notice, which led to high costs. The long-term planning brought high savings, also through a change of supplier. By introducing a fuel card system with special agreements with a provider and switching to cheaper fuel, almost 9 percent of costs could be saved.
A dealer for dyes had annual costs for the vehicle fleet of around 300,000 euros. The fleet consisted of older cars from different manufacturers. The optimization was carried out by switching to a leasing contract with a regional brand dealer, which should last a maximum of three years per vehicle. The cost reduction was more than 15 percent.
A packaging manufacturer spent around 200,000 euros a year on its vehicle fleet. The vehicles were written off and bought by the company. The older models caused intensive maintenance costs. The optimization included the procurement of new vehicles in a full-service model. The analysis showed that only 60 percent of the vehicles were needed, reducing their total number. This reduced costs by around 40 percent.
A mechanical engineering company with its own fleet of vehicles reduced its annual costs of half a million euros by around 20 percent through a leasing contract, which also reduced management costs. This also made it possible to standardize the management of the vehicles internally and regulate them in a binding manner.