How to gain cost visibility across a fragmented fleet

For many finance and fleet teams, managing company vehicles feels like handling too many moving parts. Leasing contracts, fuel cards, maintenance providers and insurance policies all add complexity. More recently, electric vehicle charging networks have become another factor to track.

Each supplier often brings its own invoices, billing cycles and reporting systems. The result is a fragmented fleet spend that is difficult to monitor and control.

When data is scattered across multiple suppliers and siloed platforms, blind spots appear. Low-usage vehicles add unnecessary overheads, mileage records may not match, and duplicate contracts can slip through unnoticed. Such issues make it challenging to calculate total cost of ownership (TCO) and keep suppliers accountable.

  #

Why multiple fleet suppliers create cost blind spots #

The modern fleet rarely runs through one provider. Cars may be leased from one supplier, fuel cards from another, EV charging from a third, and maintenance from local workshops. Managing this mix means chasing spreadsheets, PDFs and portal downloads across different formats and reporting standards. Lack of clarity makes it difficult to compare supplier performance or identify inconsistencies. Without unified reporting, anomalies can go unnoticed for months, leading to missed opportunities to reduce costs.

What are the common fleet cost blind spots? #

• Low-usage vehicles: Even parked vehicles incur leasing, insurance, tax and maintenance costs. Without unified data, they remain in service longer than needed.
• Inconsistent mileage tracking: Mileage forms the basis for cost per kilometre and TCO calculations. Missing or unreliable data undermines accuracy.
• Duplicate contracts: Overlapping services such as breakdown cover can mean paying twice without realising.
• Missed negotiation opportunities: Without centralised cost data, it is harder to see when contracts are due for renewal or which suppliers charge above market rates.

According to the Ayvens 2025 Car Cost Index, leasing a mid-range car in Europe costs around €1,090 per month, or €13,100 annually. Reducing costs by even 5–10% per vehicle can generate significant savings across a fleet.

The case for a single source of truth #

Centralising fleet data gives finance and fleet teams a complete overview. By consolidating contracts, invoices and usage metrics, decision-making becomes more informed and proactive.

• Finance teams: Gain accurate forecasting, monitor budgets by department, and hold suppliers accountable with benchmarked performance.
• Fleet managers: Identify underused vehicles, anticipate maintenance needs, and streamline contract management.

A unified dashboard enables real-time reporting and supplier comparisons. For example, fuel card savings can be tracked, EV charging rates compared, and maintenance costs monitored across providers.

How to centralise fleet and mobility spend data #

Centralising cost data may appear complex, but a structured approach makes it achievable. A six-step framework can help:

1. Map all cost sources. List every supplier and category, including leasing, fuel, charging, maintenance and insurance.
2. Integrate supplier data feeds. Automate imports to reduce manual entry and ensure consistent updates.
3. Standardise data formats. Align categories and units of measurement for clear comparisons.
4. Link usage data to cost data. Connect mileage logs with expenses for accurate TCO insights.
5. Use a unified dashboard. Platforms such as Muto consolidate data, monitor departmental budgets and automate invoice imports.
6. Create automated reports and alerts. Set thresholds to identify cost deviations before they escalate.

The aim is to move from manual data collection to proactive fleet cost monitoring, enabling timely interventions and more efficient budget control

Real-World impact of centralised fleet spend control #

Organisations adopting centralised fleet management typically save between 10% and 15% on costs. Savings come from removing duplicate services, retiring underused vehicles and renegotiating contracts. Telematics and GPS tracking can reduce fuel and maintenance expenses by up to 16%, and insurance by 13%.

For example, a Belgian company managing multiple leasing and fuel providers implemented a unified dashboard. Within 12 months, it retired low-usage vehicles and renegotiated contracts, cutting annual spend by nearly €120,000. Beyond savings, the company also benefited from faster reporting and improved supplier accountability.

Conclusion #

Fleet cost visibility is a strategic advantage for both finance and fleet teams. With unified data, organisations can manage budgets proactively, benchmark suppliers, and identify savings opportunities.

Beyond cost control, centralisation improves sustainability reporting and ensures fair allocation of mobility benefits. With platforms like Muto, businesses can remove blind spots, reduce fleet expenses and maximise the value of mobility data.

FAQ #

What is fleet cost visibility? 

• Fleet cost visibility is the ability to track all vehicle-related expenses across suppliers, enabling accurate budgeting and accountability.

How can companies reduce fleet costs?

• By centralising data, eliminating duplicate contracts, monitoring usage, and renegotiating supplier terms, companies can cut 10–15% from fleet costs.

Why is mileage tracking important for fleet management?

• Mileage data underpins TCO calculations and cost per kilometre analysis, making it critical for accurate fleet budgeting.

What is a fleet single source of truth? 

• A single source of truth is a unified dashboard where all fleet contracts, invoices and usage metrics are consolidated and standardised.

What are common fleet cost blind spots?

• Typical blind spots include low-usage vehicles, duplicate contracts, inconsistent mileage records and missed negotiation opportunities.

Further reading #

European Commission — Sustainable Transport: https://transport.ec.europa.eu

CIPD — Employee Benefits and Mobility: https://www.cipd.org

Ayvens Car Cost Index 2025: https://www.ayvens.com/en-gb/support-and-insights/insights-hub/cost/car-cost-index/

Verizon Connect — Fleet Cost Savings: https://www.verizonconnect.com/resources/article/fleet-management-cost-savings-strategies/