Fleet Cost and Route Profitability Intelligence
A haulage or delivery business running several vehicles, where fuel and repairs are recorded in a notebook and per-vehicle profitability is a feeling.
The problem
The business knows its total revenue and its total costs. It does not know which vehicles, routes or customers are losing money, so it cannot stop doing the unprofitable work.
In scope
- Cost capture
- Cost allocation
- Revenue attribution
- Margin per vehicle, per trip, per route and per customer
- Maintenance forecasting
- Document expiry
Out of scope
- Replacing the business's accounting.
- Automated route pricing.
- Telematics hardware integration — worth stating, because a business may already have been sold a tracker and will ask.
What this would cover
Grouped by module — open the ones you want to read.
Cost capture
- Fuel with litres, cost and odometer; repairs and parts; tyres; licensing, insurance and roadworthiness; driver cost per trip or per period
Consumption
- Litres per distance per vehicle, trended, which surfaces both a failing engine and fuel that never reached the tank
Revenue attribution
- Trip and job revenue pulled from the operations system, matched to vehicle and route
Margin views
- Per vehicle, per trip, per route, per customer; the customer view is usually the most uncomfortable and the most valuable
Maintenance
- Scheduled by distance or date, with due and overdue alerts, and cost history per vehicle
Document expiry
- Insurance, roadworthiness, licences, with advance alerts, because an expired document is an operational stoppage
Replacement signal
- Cumulative maintenance cost against vehicle age and distance, informing when a vehicle costs more to keep than to replace
Data model
- Read-mostly over operations, plus its own cost records.
- Vehicle
- FuelRecord
- MaintenanceRecord
- CostAllocation
- Trip (read)
- Job (read)
- Customer (read)
- DocumentExpiry
- MetricDefinition
Invariants
- Every cost record carries an odometer reading where the vehicle has one, because cost without distance is not analysable.
- Allocation rules for shared costs are explicit, versioned and visible on the report — an allocation that cannot be explained will not be believed.
Offline behavior
Fuel capture should work from a driver's phone at the pump, offline, queued. Everything else is desk work.
Hard trade-offs
The difficult decisions, stated plainly — not trimmed for length.
Allocating shared costs is an accounting judgement, not a calculation, and different reasonable choices produce different answers.
Whether workshop overhead is spread by distance, by vehicle count or by revenue will change which vehicle looks profitable. Afivox implements the rule the business chooses, shows the rule on every report, and refuses to present one allocation as objective truth. A vendor that hides the allocation method is producing numbers nobody should act on.
This depends entirely on fuel and maintenance data being captured consistently.
Where they currently live in a notebook, the first months of output are unreliable and should be labelled as such rather than presented as findings.
End state
What would be true about their day once this is running.
- Cost per kilometre per vehicle is known and trended.
- A vehicle consuming more fuel than its history is flagged before it fails.
- Margin is visible per route and per customer, so unprofitable work can be repriced or declined.
- Document expiry arrives as a warning rather than a roadside stop.
Let's map how your operation actually runs.
One session. We look at what's breaking, and what we'd build around it — whether or not you hire us afterward.
Start the operations review