6 Ways To Reduce Administrative Costs

Tips for reducing the administrative burdens on fleets with leasing

A group of four executives stand around a table looking at files and papers.
Rising operational costs, labor challenges and increased regulatory scrutiny are putting mounting pressure on trucking companies to do more with less. Back-office teams often spend hours each week on manual administrative work, including data entry, compliance documentation, mileage and fuel tax reporting, and maintenance recordkeeping. The work is important, but it can pull staff away from higher-value work or revenue-generating activities.

Leasing with Penske helps alleviate the administrative burden on fleets by taking over some of the back-office tasks and providing tools that automate and simplify workflows. Here are six ways Penske lightens the administrative load.

Licensing and Back-Office Support

Managing licensing, permitting, taxes and regulatory documentation is time-consuming and highly detailed work that often requires specialized knowledge. Unfortunately, none of these tasks directly contribute to revenue. Penske offers customers comprehensive back-office support. This includes vehicle licensing and registration, permitting and regulatory paperwork so staff doesn’t have to visit DMVs or regulatory offices.

Fuel and Distance Reporting

Fuel and mileage tax reporting is one of the most time-intensive administrative responsibilities for any fleet. Penske handles fuel tax payments to help customers comply with International Fuel Tax Agreement (IFTA), the International Registration Plan (IRP) and the State Weight Distance Tax requirements. Penske collects fuel purchase and mileage data through various methods, including the Penske Driver™ App, electronic logs, telematics data or paper reports. Penske then processes the data, prepares the filings and submits reports.

Centralized Information

Having critical information scattered across multiple systems, spreadsheets and filing cabinets can dramatically increase admin time and reduce operational visibility. Penske’s Fleet Insight™ customer website serves as a single, easy-to-use repository for important data, including federal, state and local safety regulations, vehicle locations and fuel receipts from Penske Driver™. Fleet Insight also provides a single platform to manage billing and invoicing, maintenance repairs and rental reservations.

Increased Uptime Through Automated Maintenance Processes

Unplanned downtime disrupts operations and creates administrative pressure, especially if teams have to adjust schedules, communicate delays or coordinate emergency repairs. Penske’s preventive maintenance program helps improves equipment uptime and uses digital maintenance workflows to eliminate manual approvals and paper forms, streamlining communication between fleet managers and service teams. If over-the-road breakdowns occur, Penske offers 24/7 roadside assistance and can provide replacement vehicles, so staff doesn’t have to scramble to find capacity.

Transparent Maintenance Record Keeping

Accurate maintenance documentation is essential for Department of Transportation (DOT) compliance, Compliance, Safety, Accountability (CSA) scoring and overall fleet safety. Penske simplifies recordkeeping by electronically logging every maintenance event and ensuring records remain complete and consistent. Maintenance-related CSA reporting is handled automatically as part of the preventive maintenance (PM) process, and all documentation is easily accessible if needed.

Audit Support

If an audit occurs, Penske provides comprehensive audit support for IFTA, DOT and other regulatory requirements, offering guidance on data retention and preparation to help fleets navigate the process. The audit support not only reduces administrative workload but also minimizes the risk of violations or fines due to missing, incomplete or inaccurate records.

To learn more about how Penske can help simplify day-to-day operations and increase back-office efficiency, contact us today.

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