Managing a forklift fleet isn’t cheap—and it rarely runs itself. Between repairs, fuel use, training requirements, and operational downtime, the costs stack up fast. But the biggest issue? Many facilities aren’t tracking those costs in a way that leads to action.
That’s where cost tracking becomes more than just a spreadsheet—it’s a tool for decision-making.
Understand What You’re Trying to Measure
Before anything else, set your targets. Tracking for the sake of tracking doesn’t help much. Define what matters to your operation.
Common starting points:
- Fuel consumption per unit
- Maintenance and repairs over time
- Operator certification and ongoing training costs
- Usage hours by machine or operator
These metrics are basic, yes, but they’re usually where the hidden costs live.
Pick a System That Will Actually Get Used
You don’t need a complicated platform if your team won’t touch it. The best system is the one that fits into your daily operation without dragging everything down.
Some questions to ask:
- Is it simple enough for daily use?
- Can it work with your current warehouse or maintenance systems?
- Does it provide useful reporting—not just raw data?
Some managers still rely on manual entry tools. Others prefer cloud-based software with integrations. Either can work, but only if they’re consistent.
Set Up Data Collection That Doesn’t Collapse on Monday Mornings
After choosing the system, create a collection process that works. That means:
- Who’s collecting the info
- How often
- Where it’s being stored
You may want to use barcode scanners or RFID tags to reduce manual steps. But even with automation, there’s no substitute for accountability. If the data isn’t entered accurately, the rest of the process falls apart.
Review the Data Like You Mean It
It’s not just about collecting information. You need to interpret it.
A spike in maintenance costs for a specific truck? That might be wear, or operator error, or just poor scheduling. But without digging into the numbers, you won’t know.
Look for trends—not just problems. Are certain models underperforming? Do newer operators require more repairs? These insights can drive serious cost reduction.
Take Action. Then Revisit.
The best tracking system is worthless if no action follows. Use your data to adjust maintenance schedules, improve operator training, or retire equipment that’s no longer cost-effective.
And then, come back to it. Reassess what you’re tracking. Tighten the process where it’s falling apart. Fleet operations change—your tracking approach should too.
Fleet costs don’t go away—they shift. The difference between a reactive operation and a proactive one often comes down to visibility.
Set your targets. Track what matters. Act on what you see.
That’s the real job.