Fleet utilization measures how efficiently your trucks, drivers, and routes generate revenue across your operation.
When utilization drops, profit margins shrink. Idle time increases costs, maintenance schedules get thrown off, and driver hours go underused.
For most carriers, the challenge is having the visibility to improve fleet utilization overall. Spreadsheets and disconnected systems make it nearly impossible to see where assets sit idle or where loads could be better distributed.
Modern transportation management systems (TMS) solve these challenges by combining real-time tracking, AI-powered route planning, and automated workflows—giving carriers full visibility and control to reduce idle time and increase revenue per mile.
This post breaks down what fleet utilization means and how to improve it using automation tools so your operation gets more out of every mile.
What Is Fleet Utilization and Why It Matters
At its core, fleet utilization is the percentage of time your vehicles are actively generating revenue compared to the total time they’re available. High utilization means your assets are being used efficiently. Low utilization means trucks are sitting idle, running empty, or waiting too long between loads.
To break it down further:
Fleet Utilization = (Active Vehicle Hours ÷ Total Available Vehicle Hours) × 100
For example, if a truck is available for 10 hours but only spends 6 of those on active hauls, its utilization rate is 60%. That may not sound bad, but across a 50-truck fleet, those idle hours add up fast, resulting in higher costs and lower profit per mile.
High fleet utilization directly translates to measurable business results. Fleets that maintain strong utilization rates typically:
- Move more loads per truck without expanding headcount.
- Reduce cost per mile by minimizing empty miles.
- Increase on-time delivery rates through better scheduling.
- Improve driver satisfaction with fewer wasted hours.
When utilization dips, so does profitability. Every hour a truck sits idle or a driver waits for dispatch is lost revenue. In today’s competitive market, few fleets can afford that inefficiency.
Common Causes of Low Fleet Utilization
Even well-run fleets struggle with utilization gaps. The biggest culprits usually come down to five issues:
1. Poor route planning
Inefficient routes lead to longer travel times, higher fuel costs, and wasted miles between stops.
2. Empty miles
Deadhead miles (when trucks return empty) are one of the largest drivers of low utilization and wasted capacity.
3. Unplanned downtime
Maintenance delays, breakdowns, and poor scheduling can leave trucks sidelined when they should be moving freight.
4. Lack of visibility
When dispatchers and planners don’t have access to real-time data, trucks often go underused or misallocated.
5. Disconnected systems
When your dispatch, accounting, and tracking tools don’t communicate, you lose valuable insights into performance.
Each of these issues compounds the other. Automation tools are starting to become commonplace for measuring and monitoring utilization. This helps fleets react to inefficiencies while also helping them keep ahead of incoming problems.
Fleet Utilization Benchmarks: Measuring and Improving Performance
Knowing your utilization rate is one thing. Knowing how it stacks up to industry averages is what makes it meaningful.
Fleet utilization benchmarks vary widely depending on the type of operation. A regional carrier running shorter routes will always see different utilization trends than a long-haul fleet or private delivery network. Instead of focusing on a single benchmark number, it’s more valuable to track how your utilization rate changes over time and how it compares to similar operations.
Here are a few of the biggest factors that influence utilization performance:
- Fleet type and freight mix: Truckload (TL) fleets tend to run higher utilization rates than less-than-truckload (LTL) carriers because trucks usually move point-to-point with full trailers. LTL networks involve more stops, cross-docking, and dwell time, which lowers utilization.
- Route density and geography: Regional or last-mile carriers may cover shorter distances but face more frequent stops and tighter delivery windows. Long-haul fleets, on the other hand, can maintain steadier movement but risk longer empty miles between markets.
- Customer and lane consistency: Fleets that run regular, repeat lanes see fewer gaps between loads. Variable freight or inconsistent scheduling creates idle time and increases cost per mile.
- Maintenance and downtime: Preventive maintenance programs and reliable scheduling directly affect asset availability. Even short unplanned outages can drag down weekly utilization averages.
- Driver turnover and availability: Utilization depends on having the right number of active drivers. High turnover or extended time off the road leads to underused equipment and fluctuating productivity.
Tracking these factors week to week gives you a clearer picture of fleet health than comparing against a static “industry average.” The real goal is to increase the percentage of time your trucks are working productively and earning revenue.
Consistency is key. Tracking utilization weekly gives your team a live performance pulse, uncovering seasonal trends and route inefficiencies faster than monthly reviews.
Fleet Utilization Metrics to Track
To improve fleet utilization, you need to measure it consistently. The following KPIs give a clear picture of asset performance:
| Metric | Definition | Why It Matters |
|---|---|---|
| Utilization rate (%) | Percentage of total vehicle hours spent actively hauling freight | Indicates overall fleet productivity |
| Loaded miles (%) | Ratio of loaded miles to total miles driven | Measures how effectively each trip generates revenue |
| Idle time (%) | Percentage of time vehicles are running but not moving | Identifies wasted fuel and maintenance wear |
| Cost per mile ($) | Total operating costs divided by total miles | Tracks profitability across the fleet |
| Revenue per truck ($) | Total revenue divided by active trucks | Highlights whether assets are earning their keep |
Tracking these numbers daily lets your team spot inefficiencies before they erode margins. A TMS can help your team do just that.
How a TMS Improves Fleet Utilization and Asset ROI
A transportation management system (TMS) provides the real-time visibility and automation needed to eliminate utilization gaps and improve asset ROI.Here’s how:
- Real-time tracking: Know where every truck is, how long it’s been idle, and whether it’s on schedule. This visibility lets dispatchers redeploy assets quickly and prevent downtime.
- Load and route optimization: Advanced routing tools help match loads to available capacity, reducing empty miles and maximizing revenue-producing trips.
- Automated scheduling: Integrated scheduling aligns driver availability and compliance hours, which improves asset allocation and keeps loads on time.
- Predictive maintenance: A TMS connected to telematics can anticipate maintenance needs before breakdowns occur, reducing downtime and extending vehicle life.
- Data-driven planning: Dashboards and utilization reports highlight underperforming routes, drivers, or equipment so teams can make proactive adjustments.
Together, these capabilities give carriers the foundation to improve utilization across every part of the operation.
AI enhances this foundation by automatically recommending optimization actions that improve fleet efficiency in real time. Instead of waiting for reports or manual reviews, dispatchers and planners can act on live insights to keep assets productive and earning.
The Impact of AI on Fleet Utilization
Artificial intelligence is helping fleets move from reactive planning to proactive optimization. AI continuously analyzes live data to surface inefficiencies before they impact performance.
Here’s how AI enhances utilization management:
- Predictive load matching: AI reviews load history, driver availability, and route data to match trucks with the best upcoming loads. This reduces empty miles and keeps assets consistently earning.
- Smart maintenance scheduling: Telematics data is used to forecast when vehicles need service, minimizing unplanned downtime that drives utilization down.
- Dynamic routing: AI evaluates real-time traffic, weather, and driver hours to automatically reroute loads when conditions change, ensuring trucks stay moving and schedules stay intact.
- Performance insights: Instead of static reports, AI tools deliver live recommendations. This includes which trucks are underused, which lanes underperform, and where to redeploy capacity for maximum return.
AI empowers fleet managers to make faster, smarter decisions—maximizing the productivity and profitability of every asset.
How PCS TMS Helps Maximize Fleet Utilization and Profitability
PCS Software unifies dispatch, tracking, routing, billing, and accounting in a single cloud-based TMS platform.
With Cortex AI embedded across planning, execution, and visibility, fleets get actionable insights where the work happens. PCS helps you:
- Identify idle trucks and redeploy them faster: PCS gives dispatchers real-time visibility into every truck’s status. Idle units are flagged automatically, helping you reassign equipment before downtime turns into lost revenue.
- Optimize load assignments to fill capacity and reduce empty miles: With Cortex AI built in, PCS analyzes route history, available drivers, and load details to recommend the best assignments. That means fuller trailers and stronger margins on every trip.
- Forecast utilization trends using live telematics and driver data: PCS connects with your Electronic Logging Device (ELDs), GPS, and maintenance systems to surface usage patterns across the fleet. You can anticipate dips in utilization and plan resources more effectively week to week.
- Streamline maintenance and compliance tracking: Preventive maintenance schedules and compliance alerts are fully integrated into your workflows. When a truck needs service or inspection, the system notifies you early, reducing unplanned downtime and keeping vehicles road-ready.
- Improve asset ROI by connecting operations and accounting: PCS links dispatch, billing, and cost data in one place. You’ll see which routes drive the most revenue so you can make smarter investment decisions.
When every system works together, utilization stops being a guess. PCS delivers a live, accurate view of performance across your entire operation, helping you act fast to grow profitably.
Run a More Efficient Fleet with PCS TMS
PCS TMS uses built-in Cortex AI to turn real-time data into action. From dispatch to delivery, you’ll see where your assets stand and how to keep them performing at their best.
With one connected platform, your team can plan smarter, react faster, and maintain peak utilization across every lane.
Book a free personalized demo today to see how PCS TMS helps carriers and brokers boost fleet utilization, reduce costs, and get more out of every mile.
FAQ
Fleet utilization measures how effectively your trucks and drivers generate revenue compared to total available time. High utilization means assets are earning, while low utilization signals idle hours and lost profit.
Divide active vehicle hours by total available vehicle hours, then multiply by 100. Many fleets also track loaded miles versus total miles to see how much time is spent hauling freight.
Strong-performing fleets often maintain 75–85% utilization, depending on route type and freight mix. The best benchmark is your own trend over time — consistent improvement shows operational efficiency.
A transportation management system (TMS) centralizes dispatch, routing, and tracking so carriers can redeploy assets faster, reduce downtime, and plan smarter routes that minimize empty miles.
PCS TMS uses Cortex AI to identify idle assets, optimize load assignments, predict maintenance needs, and recommend data-driven actions that keep every truck moving and earning.
Yes. PCS TMS tracks utilization across company-owned, leased, and brokered equipment in one dashboard, letting managers compare performance by asset type or region.
Absolutely. PCS connects with over 70 leading industry partners to deliver real-time visibility into vehicle activity, driver compliance, and asset performance.
Yes. Carriers can manage multiple terminals or divisions from one account, with shared data visibility and localized control over loads, drivers, and assets.
PCS dashboards flag vehicles with high idle time or low activity, using AI to surface trends and recommend redeployment strategies that increase utilization.
Start by analyzing idle time, optimizing routes, and automating load assignments through a TMS. Real-time tracking and predictive maintenance deliver immediate gains in asset efficiency.
