Top Trucking KPIs to Track for Fleet Efficiency

To improve fleet performance, reduce cost and boost profits, trucking companies need to track Key Performance Indicators (KPIs). If you want to run a successful trucking fleet, you need to keep an eye on the most important numbers—KPIs. Think of KPIs as the “report card” for your fleet: they help you identify what’s working and what needs improving. 

KPIs are measurable values that show how well a fleet is performing and by monitoring these metrics, fleet managers can make smarter decisions, improve driver safety, and optimize fuel usage.

In this guide, we'll break down the most important trucking KPIs, how to track them and the formulas used to calculate them, all explained in simple terms.

What Are Trucking KPIs?

• KPIs are measurements that show how well something is working. In trucking, KPIs usually mean numbers about things like costs, fuel, safety, and how well the trucks and drivers are doing on the job.
• By checking KPIs often, you’ll make your trucking business safer, more efficient, and more profitable.

Top 10 Trucking KPIs to Track for Fleet Efficiency

1. On‑Time Delivery Rate (OTD)

• What it measures: What percentage of deliveries arrive on time.
• Why: Customers expect their cargo to arrive when promised.
• Formula:
• OTD (%) = (On‑time deliveries ÷ Total deliveries) × 100
• If you delivered 950 out of 1,000 shipments on time, OTD = 95% 
• How to track: Logging delivery times in a system or even manually.
• Goal: Aim for 95–98% on‑time delivery. 

2. Cost per Mile (CPM)

• What it measures: How much it costs to drive each mile.
• Why: Lower costs mean more profit.
• Formula:
• CPM = Total costs ÷ Total miles driven
• Example: $12,325 ÷ 8,542 miles ≈ $1.44 per mile 
• How to track: Add up fuel, maintenance, driver pay, insurance, etc., and divide by miles.
• Goal: Keep this number as low as possible. 

3. Revenue per Mile (RPM) & Profit per Mile (PPM)

• Revenue per mile:
• RPM = Total revenue ÷ Total miles driven 
• **Profit per mile:**
• PPM = RPM − CPM
• This shows how much money you actually make on each mile.

4. Fleet Utilization Rate (Vehicle or Equipment Utilization)

• What it measures: How much your trucks are being used versus sitting idle.
• Why: Idle trucks cost money but bring in no income.
• Formula:
• Utilization (%) = (Active hours or miles ÷ Available hours or miles) × 100.
• Or: Fleet miles driven ÷ (number of trucks × expected average miles) 
• How to track: GPS, telematics, or logs.
• Goal: Top fleets hit 80–90% or more 

5. Fuel Efficiency (Miles per Gallon or Fuel Cost per Mile)

• MPG (Miles per Gallon):
• MPG = Total miles driven ÷ Gallons used 
• Fuel cost per mile:
• Fuel cost per mile = Total fuel cost ÷ Total miles 
• Why: Fuel is one of the largest expenses.
• How to track: Use fuel cards, telematics, logs.
• Goal: Higher MPG and lower cost per mile = better efficiency.

6. Deadhead or Empty Miles Rate

• What it measures: Percentage of miles driven without cargo.
• Why: No cargo = no revenue, but costs still increase.
• Formula:
• Deadhead miles = Total miles − Loaded miles
• Deadhead rate (%) = Deadhead miles ÷ Total miles × 100
• Example: 2,260 deadhead miles ÷ 18,820 total = 12% 
• How to track: GPS data, route logs.

7. Maintenance Downtime

• What it measures: Time vehicles are out of service for repairs.
• Why: Out-of-service trucks reduce your ability to deliver jobs.
• Formula:
• Downtime (%) = Time grounded ÷ Total operating time × 100 
• Tracking: Maintenance logs, telematics.

8. Operating Ratio (OR)

• What it measures: How much revenue is used just to run the business.
• Formula:
• Operating Ratio (%) = (Total operating cost ÷ Operating revenue) × 100 
• Why: Shows overall efficiency—lower is better.
• Goal: Under 100% = profitable, over 100% = losing money.

9. Load Utilization or Cargo Utilization

• What it measures: How much of the truck’s cargo space is used.
• Formula:
• Load utilization (%) = (Weight of goods ÷ Max capacity) ×100 
• Why: Better loading means more revenue per trip.
• Aim: 75–85% of capacity, ideally closer to 90% 

10. Safety Metrics (Optional but Important)

• Examples:
• Days since last incident
• Total Recordable Injury Frequency Rate (TRIFR)
• Number of reported safety hazards 
• Why: Safety incidents cost time, money, and risk lives.
• How to track: Incident logs, driver reporting, safety systems.

How to Track These KPIs

• Manual Logs: Paper logs or spreadsheets. Can work for small fleets but are time-consuming and error-prone.
• Fleet Management Software: The best way for most companies. Software like Fleetio, Omnitracs, or ClickUp tracks KPIs automatically, collects data from vehicle sensors (telematics), and shows reports.
• Telematics Systems: Small devices in trucks track details like speed, idle time, braking, and fuel use. This data uploads directly to your software.

Why Tracking KPIs Matters

Tracking KPIs helps you:

• Save Money: Spot problems (like high deadhead miles or fuel waste) early.
• Keep Customers Happy: High on-time deliveries mean repeat business.
• Improve Safety: Fewer accidents and better-maintained trucks keep everyone safe and reduce insurance.
• Make Smart Decisions: Data helps you decide where to focus your time and resources.

Simple KPI Table (with example targets)

How to Track These KPIs

• Use telematics or GPS: Logs miles, idle time, routes
• Fuel cards or spreadsheets: Track fuel use and cost
• Maintenance software or logs: Capture downtime, costs
• Dispatch or TMS systems: Delivery times, load weights, cargo status
• Driver reports and safety logs: Incidents, hazards

Why These KPIs Matter

• Helps cut costs (fuel, downtime, empty trips)
• Increases profit per mile and overall revenue
• Improves reliability, keeping customers happy
• Ensures vehicles and drivers stay safe
• Guides smart decisions—when to buy a new truck or delay a route

Tips for Improving Trucking KPIs

• Plan Loads Carefully: Avoid empty miles—try to get a load for the return trip.
• Use GPS and Routing Tools: Plan the fastest, least congested routes.
• Train Drivers: Focus on fuel-efficient and safe driving habits.
• Keep Up with Maintenance: Prevent breakdowns and stay legal.
• Listen to Driver Feedback: Happy drivers stick around, keep turnover low.

By tracking these key KPIs, even a 7th grader can help a fleet run smarter! The key is to keep numbers up-to-date and make small, steady improvements—because success comes from consistency. When trucking companies focus on these metrics, they unlock big benefits: lower costs, faster deliveries, better truck utilization, and happier customers. It’s like managing a championship team—every small win adds up to long-term success. Want to see how it works? I’m happy to share simple templates or examples to get you started!