How a Vegetation Management Company Saved $1.57M with a Fleet Management Program

The largest vegetation management company in the U.S., operating from over 175 locations, faced escalating fuel costs across its extensive fleet of pickup trucks and utility vehicles. Clearing vegetation from critical infrastructure requires over 42 million gallons of gas and diesel annually. The lack of a structured fueling network, combined with the challenges of remote project sites, made cost control and procurement efficiency increasingly difficult.

By partnering with Breakthrough, the company implemented a data-driven fleet fuel management program that addressed these challenges head-on. They achieved $1.57 million in annual savings by optimizing fuel procurement, leveraging volume discounts, and increasing visibility into fueling operations.

Fueling challenges for a nationwide fleet

Managing a fleet of pickup trucks and utility vehicles across a national footprint presented significant logistical hurdles. The company’s extensive fleet consumed more than 42 million gallons of gas and diesel annually to maintain critical infrastructure like railroads, pipelines, and utility lines.

Their primary challenge stemmed from the lack of a structured fueling network. Without a centralized system, drivers frequently purchased fuel from out-of-network vendors across variable routes. This decentralized approach prevented the company from leveraging its significant buying power to secure volume discounts.

Furthermore, setting up fueling services for new projects was time-consuming and inefficient. Many project sites were located in remote areas where finding reliable fuel vendors was consistently difficult. To regain control, they needed a robust solution to:

• Control spiraling fuel costs

• Establish a dependable, nationwide fueling network

• Streamline procurement for remote operations

Optimizing fleet fuel management for efficiency

Breakthrough partnered with the company to implement a tailored fleet fuel management program designed to address their unique operational needs. This comprehensive program encompassed several strategic components aimed at optimizing fuel procurement and cost control.

1. Strategic Price Negotiation: Utilizing benchmark pricing for gas and diesel, Breakthrough renegotiated discounts with the client's existing fuel vendors. This ensured the company consistently paid a fair market price, allowing them to immediately capitalize on their significant fuel consumption volume.

2. Robust Invoice Auditing: A key part of the solution was the implementation of regular, detailed invoice audits for both mobile and over-the-road fueling. Breakthrough's dedicated team meticulously reviewed every invoice to verify pricing, confirm the application of negotiated discounts, and identify billing errors. This rigorous process uncovered discrepancies that led to thousands of dollars in credits recovered for the client.

3. Streamlined Fuel Procurement: To address the challenge of fueling at new project sites, Breakthrough established a streamlined fuel procurement process. Essential site information was gathered including the number of vehicles, required fuel volume, and delivery frequency. Quotes were solicited from the local vendors and competitive discounts were negotiated. Coordination with vendors and on-site teams ensured seamless fueling setup.

4. Comprehensive Reporting: Breakthrough provided the client with detailed fuel reports, offering clear visibility into their fleet fuel management program. These reports included trend analyses and monthly/yearly breakdowns, equipping the company with the data needed to make informed strategic decisions and continuously optimize their fleet fuel strategy.

Fleet Fuel Management Achieves $1.57M in Savings

Breakthrough's comprehensive fleet management services delivered significant, measurable savings and operational improvements. The strategic partnership enabled the vegetation management company to:

• Save $1.5 million in yearly over-the-road fuel costs

• Recover thousands of dollars in credits from billing errors

• Achieve a total annual savings of $1.57 million

By negotiating favorable discounts and establishing an efficient in-network fueling strategy, the client now powers its vehicles at a substantially lower cost, even in the most remote areas. Ongoing invoice audits continue to protect them from overbilling, contributing directly to their bottom line.

Unlocking sustainable savings through fleet fuel management

The partnership between Breakthrough and the vegetation management company demonstrates the impact of a strategic approach to fleet fuel management. By addressing challenges related to decentralized purchasing and remote operations, Breakthrough delivered a solution that produced immediate financial benefits and created a sustainable and scalable model for future growth. With a streamlined program in place, the company can effectively manage its vast fleet while realizing impressive annual savings and focusing resources on its core business activities.