What does a vehicle utilization report show?
Vehicle utilization is the share of the available time a vehicle is actually used. A monthly report shows it for every vehicle, so you can see which ones sit in the yard, which ones are worked every day, and where a vehicle could be moved, shared or sold.
The Fleet Vehicle Utilization Calculator gives a one-off estimate. This template is the recurring report: the same layout every month, built from daily data, with the decisions you take and who carries them out.
Days used, km or hours: which basis should you use?
| Basis | Utilization | Fits |
|---|---|---|
| Days used | Working days used ÷ available days | Pool cars, service vans, sales cars |
| Km | Km ÷ (available days × daily km target) | Trucks and vans on routes |
| Driving hours | Driving hours ÷ (available days × daily hours target) | City delivery, buses, vehicles that idle a lot between stops |
A day counts as used when the vehicle covers at least the used-day threshold, 20 km in the example, so a short move inside the yard does not count. The threshold, the daily targets and the band limits are your company's choices; the values in the file are examples.
How to use the vehicle utilization report
- Set the period on Settings, choose the weekend and list public holidays. Available days are calculated.
- Choose the basis and set the used-day threshold and the band limits.
- List your vehicles with their group or site, and their monthly fixed cost if you want cost per used day.
- Paste daily usage from your tracking export, or type it from odometers and trip sheets.
- Read the monthly report and the group summary, starting with under-used and over-used vehicles.
- Record each decision on Right-sizing actions and follow it to Done.
How is vehicle utilization calculated?
Days used on a weekend or holiday are counted in their own column and not in Days-used utilization, so a vehicle that works every weekend stands out without passing 100%.
Worked example: ten vehicles in October 2026
October 2026 has 21 available days with a Friday and Saturday weekend. Basis: days used.
- V-01 heavy truck, Riyadh: used on all 21 working days and on 4 weekend days, 7,427 km. Utilization 100%: Over-used. The decision: study adding a truck or moving trips to V-07.
- V-05 van, Jeddah: used on 10 of 21 days, 655 km. Utilization 48%: Under-used. The decision: use it on Riyadh routes instead of short-term rental.
- V-09 and V-10 pool sedans: used on 2 and 3 days. The pool group averages 12% and its fixed cost is 5,800 a month. The decision: sell V-10 and move its bookings to V-09, an expected saving of 2,900 a month.
- Fleet: average utilization 68%, with 3 vehicles under-used, 5 normal and 2 over-used.
Common mistakes in utilization reports
- Counting every day of the month as available. Weekends and public holidays are not lost days; take them out.
- Counting a yard move as a used day. Set a used-day threshold that matches real work.
- Deciding on one month. A vehicle in the workshop or a driver on leave looks under-used. Look at two or three months.
- Ignoring over-used vehicles. A vehicle used every day, weekends included, may be skipping maintenance or hiding a need for one more vehicle.
- Mixing bases. Compare vehicles on the same basis, and use km or hours for vehicles that run all day.
Limits of the template
The report is only as complete as the daily data. A missing row reads as an unused day, and the file cannot tell a parked vehicle from a missing export. It assumes one row per vehicle per day. For a quick estimate without daily data, use the Fleet Vehicle Utilization Calculator; to decide when to replace a vehicle, use the Fleet Vehicle Replacement Calculator.