OTR fleet management: 5 strategies to improve efficiency and cut costs

Operating an over-the-road (OTR) fleet in today’s economic environment requires more than just keeping trucks on the road — it means staying agile in the face of inflation, fluctuating fuel prices, rising labor costs, and supply chain challenges. Fleet business owners and managers are under pressure to control costs while ensuring operational efficiency across long-haul routes, particularly during economic downturns.

The good news? There are creative and practical ways to manage your OTR fleet that can improve your bottom line and keep your trucks moving. Below, we break down the cost categories you need to understand and share five actionable strategies for smarter OTR fleet management.

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Understanding OTR fleet costs: Fixed vs. variable

Before tackling cost-saving strategies, it’s good to understand the expenses involved in OTR fleet management. These fall into two categories:

Fixed costs

These costs remain stable regardless of how much your trucks are on the road:

Vehicle depreciation
Insurance premiums
License fees and permits
Lease or loan payments
Taxes

Variable costs

These fluctuate based on mileage, usage, and driver behavior. They can be split into:

Mandatory:

Fuel
Tires
Maintenance and repairs
Breakdowns

Non-mandatory:

Tolls and fines
Driver incentives or bonuses

Effectively managing variable costs is one of the best ways to optimize OTR fleet operations.

Top challenges in OTR fleet management

Labor shortages and driver retention

The transportation sector continues to grapple with a shortage of qualified drivers and technicians. As of December 2024, unemployment in this sector was 4.3%, one of the highest across industries. The impact on OTR fleet operations includes:

Higher wages and sign-on bonuses
Delays in repairs and vehicle turnaround
Risk of driver fatigue from longer shifts

Supply chain delays

While supply chains have improved since we were in the depths of the pandemic, labor costs continue to rise, offsetting any relief from cheaper parts. With the current economic uncertainty we face globally, supply chains may once again experience disruption in the near term as well. Fleet managers are already facing delays in sourcing critical vehicle components, driving up downtime and costs.

Fraud and unauthorized spend

Nearly half of fleet operations leaders surveyed by Automotive Fleet in 2025 stated that achieving driver compliance to help prevent fraud was the most onerous issue for them. From fuel card abuse to route deviations, these hidden costs can take a big toll. AI-powered fleet cards and telematics are helpful tools for identifying and preventing fraudulent activity.

5 smart strategies for OTR fleet cost management

1. Lease instead of buy

Leasing vehicles instead of purchasing them outright can help reduce upfront investment and keep your fleet updated with newer, more efficient vehicles. Leasing benefits include:

Lower capital expenditure
Predictable maintenance costs
Access to modern vehicles with better fuel efficiency

2. Prioritize preventive maintenance

With the average commercial vehicle age rising to 12.6 years by December of 2024, keeping your vehicles road-ready through preventive maintenance is more important than ever. Use telematics and fleet software to:

Schedule inspections and services
Catch small issues before they become costly breakdowns
Extend vehicle lifespan and improve safety

3. Maximize your fleet card features

Fuel cards designed for OTR fleet management offer more than just convenience — they provide control, visibility, and cost savings. A comprehensive OTR fuel card like WEX offers can help you:

Track real-time fuel spend
Receive discounts and rebates
Spot unusual activity or fraud
Analyze driver behavior and route efficiency

4. Involve drivers and technicians in change

Employee engagement is key to successful operational improvements. Encourage input from drivers and technicians when introducing new tools or policies. Share your vision and why it will help your business differentiate itself and you will:

Improve morale
Reduce turnover
Attract skilled labor to your fleet

5. Commit to continuous improvement

Staying competitive in the OTR space means adapting to change and investing in future-forward strategies:

Adopt telematics and automation tools
Train drivers in safety and fuel efficiency
Explore alternative fuel or EV options as they become available in the future
Set sustainability goals

Why WEX for OTR fleet management?

WEX is a trusted partner for tens of thousands of fleet managers looking to streamline operations and reduce costs. Its fuel card and fraud prevention solutions give businesses the tools to:

Increase fraud prevention
Improve driver safety
Cut unnecessary expenses

WEX’s Dynamic Prompt with two-factor authentication technology increases fuel card security and savings

Learn more about two-factor authentication with Dynamic Prompt

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WEX has designed a security feature – Dynamic Prompt – that minimizes the threat of fraudulent activity with two-factor authentication, creating an additional barrier to prevent skimmers from being successful. This security feature helps you avoid disruption to your business and keeps your drivers moving.

Log into eManager to learn more about Dynamic Prompt two-factor authentication from WEX.

Add additional fuel card security features with SecureFuel

Did you know you can add SecureFuel technology to many WEX-issued trucking fleet cards? This technology provides greater fleet card control, gives fleet managers sophisticated data reporting and telematics features, catches fraudulent behavior, and helps prevent misuse.

SecureFuel technology delivers innovation to the fleet card industry

SecureFuel technology – which doesn’t require any hardware – integrates with a truck’s built-in telematics data to monitor fueling transactions in real time, creating more ways to keep an eye on trucks in your fleet. As credit card fraud continues to plague businesses and becomes more sophisticated, this technology can be valuable to your business.

When a driver attempts to purchase fuel with a fleet card, SecureFuel technology checks the truck’s location and tank level before securely authorizing the purchase. By combining telematics with fleet card transaction data, SecureFuel technology identifies any unauthorized purchases or misuse, and companies can choose to be notified immediately of the incident or even decline the transaction.

SecureFuel technology provides ECM reconciliation and protects skimmed cards from being used

By combining truck telematics with fleet card transaction data to pinpoint suspicious transactions in real time – and by providing a report on the vehicle’s proximity and tank level after fuel purchases – SecureFuel can quickly find purchase irregularities and trigger an alert to your fleet manager. SecureFuel is one of the industry’s only solutions that uses the truck’s engine control module (ECM) with no additional hardware needed. Plus, as a broadly accepted solution, SecureFuel technology works at more than 16,000 truck stops across the United States.

Not all fleet cards are created equal. Compare WEX’s suite of OTR fleet solutions to find the right fit for your business.

Learn more on how to better manage your over-the-road fleet:

All fleet cards are not the same, and different types of fuel cards suit the needs of different kinds and sizes of businesses. View WEX’s fleet card comparison chart to see which fleet fuel card is right for you.

Apply for a fleet card today!

Editorial note: This article was originally published on November 2, 2022, and updated in 2025 for accuracy and relevance.

Resources:
American Trucking Association
Bureau of Labor Statistics
Go Motive
Trucker Parts and Service
SP Global
DC Velocity
Automotive Fleet
Statista