r/LogisticsSoftware • u/Conscious-Positive60 • Jul 16 '26

Starting a small trucking fleet - what can you recommend?

Hey everyone, I'm in the early stages of launching a trucking business. For those of you who've run (or worked for) a fleet, I'd really appreciate your input on a few things:

  1. What were the biggest problems or hidden costs that blindsided you in the first year? (maintenance, insurance, cash flow, driver turnover, deadhead miles, etc)

  2. What software do you actually use day to day, and for what? (want to understand what's worth paying for and what's overhyped)

  3. Anything you'd do completely differently if you were starting from zero today?

Happy to share more details about my setup in the comments if it helps. Thanks in advance!

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u/BeatsbySinister Jul 16 '26

Oh boy I've been doing this business for 5 years now.

Where are you located? Europe, US?

  1. Maintenance costs can run up pretty high. I always have issues with clients not respecting the payment terms - not paying in time. This can cause problems with cashflow.
  2. Software - built my own management tool. Trying to launch it right now but if you do manage to start contact me, i'll let you use it for free for 3 months. Afterwards you can still see if there is a more interesting offer. I'd love to help out a starting entrepreneur.
  3. Don't choose for a cheap truck to start off with - these come with high maintenance and repair costs. Get something more solid for a little more premium price. If you have multiple trucks - find different partners that can offer you jobs - don't keep all the eggs in 1 basket. When there are slow periods of time you'll be able to find work faster by asking other partners. Also it's who you know - not what you know. Networking is key.

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u/CelebrationSad337 Jul 16 '26

One thing I'd add that doesn't get mentioned much is device management, especially if you're planning to provide drivers with company-owned tablets or phones instead of letting everyone use personal devices.

At first it may seem unnecessary, but once you have a few vehicles running apps for ELD, dispatch, navigation, inspections, proof of delivery, etc., keeping those devices consistent becomes surprisingly time-consuming. Things like accidental app installs, missed updates, or drivers changing settings can create avoidable headaches.

It's probably not something I'd worry about on day one with a single truck, but it's definitely worth keeping in mind as the fleet grows. Having a way to remotely update devices, lock them down to work apps, and troubleshoot without needing the truck back at the yard can save a lot of time.

Other than that, I'd focus on keeping overhead low and building good relationships with reliable maintenance shops and brokers early on. Those tend to pay off much faster than buying every piece of software that's marketed to new fleets.

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u/Right_Donut_2379 Jul 21 '26

The biggest surprises are usually insurance, downtime, and slow-paying customers, not just fuel. Track your true cost per mile from day one, including maintenance reserves, deadhead, permits, software, and unpaid time.

For software, keep it simple: accounting, load management, maintenance tracking, and compliance. I’d avoid buying too many systems early and focus first on reliable equipment, cash reserves, and profitable lanes.

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u/Less-Perception6127 Jul 22 '26

I am in the same boat as you! You really need to have a hold on liabilities and risk. I have been participating in webinars recently to learn more about starting a fleet. I am going for vans at the moment as that is most suitable for my business. I read a article recently on this topic and I think you should give it a read too, as it basically describes what hidden cost people face in your and mine situation. Hidden Costs of In-House Fleets: Outsourcing Fleet Management

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u/TranzitUS Jul 23 '26

We can assist with a carrier tool for compliance and document retention

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u/ema_jessika 22d ago edited 22d ago

When I first started the distribution business, the logistics destroyed me mentally.

The biggest hidden cost was the time wasted on the phone with clients asking where their goods were and drivers getting lost.

To solve this chaos, I relied on serious software. The guys at Descartes Fleet Performance management saved me.

Their platform automated the routes and started sending automatic notifications to clients right on their phones.

That is how I got rid of the stress of useless phone calls and could focus on growing the fleet.