The difference between average and high-performing fleets often comes down to how they manage fuel, not just how much they pay for it.

​Automotive Fleet surveyed fleet managers about their top fuel-saving tips, and a common misconception became clear: the lowest retail prices do not equal the lowest actual fleet cost. Policy, planning, and behavior are the clear ways to win at the pumps.

Here are three tips from fleet managers on how to reduce fuel spend by focusing on these key areas:

• Clear policy and accountability

• Practical fueling guidance

• Maintenance

Tip #1: Administer a Clear Fuel Policy  — That Allows Flexibility 

Jamie McKay of Aptive Pest Control says fuel savings begin with a structured policy, not individual decisions. A manager-controlled system removes guesswork and controls behavior.

“Clarity removes guesswork, and consistency ensures the policy actually drives results,” said McKay. “Have a clear process in place — and hold drivers accountable to it.”

How is this actionable? By setting simple rules, like requiring only unleaded fuel, but at the same time by avoiding complications for drivers.

Balance Flexibility with Control

Drivers should have:

• Freedom to choose convenient fuel stations v

• Clear boundaries (fuel type, network compliance)

This boosts adoption and reduces friction.

“The right balance is flexibility for drivers with accountability for the fleet,” McKay continued. However, “Fuel policies only work if they are consistently reinforced across the organization.”

Monitoring and coaching matter. Weekly audits catch exceptions. Fuel cards and telematics add visibility.

Tip #2: Guide In-Network Fueling (And Don’t Wait Until the Tank is Empty!)

David Hayward, director of fleet management at ABM, guides drivers toward preferred in-network brands or stations and gives them the freedom to choose chains they are familiar with and trust.

Hayward emphasizes practicality and simplicity for the drivers. "From there, the advice is simple: choose the lowest-cost in-network station that is already on the route, and do not wait until the tank is nearly empty to make that decision,” Hayward advised. “This also helps the fleet by keeping purchases in-network and reducing unnecessary detours or convenience buys.”

Network pricing reflects negotiated discounts and actual transaction pricing.

Aligning fueling with driver behavior will relieve pressure on drivers to search extensively for the lowest price, as managers can guide them toward a brand within the network.

“Plan ahead, stay in network, and leave yourself enough flexibility to choose the best-value stop on your route,” Hayward finished.

Tip #3: Vehicle Maintenance (Tire Pressure Matters!)

Charles Schott, fleet director at Rollins, doesn’t overlook the basics.

Maintenance boosts fuel efficiency. Checking tire pressure—especially as seasons shift—helps prevent underinflation, reduce fuel consumption, and extend tire life. Make it routine for drivers.

“During the fall and colder weather, tires will need a 3-4 PSI boost to keep tire pressure within range. Low tire pressure reduces fuel economy as well as increases tire wear,” said Schott. “Maintain and check your tire pressure, either on your dashboard or using a handheld gauge.”

Small maintenance habits can deliver measurable gains for fleets.

To sum up, fuel savings aren’t about finding cheap gas. They hinge on strong systems, behavior, and data, organized around these core pillars:

• Policy and accountability

• In-network fueling guidance

• Route-integrated fueling decisions

• Maintenance discipline

Fleets that simplify drivers' expectations while strengthening backend controls are best positioned to reduce fuel spend at scale.