The verdict in three sentences
A Toronto carrier running 85 tractors on Highway 401, Quebec and cross-border US lanes typically loses 6 to 10 % of its fuel to idling, out-of-route kilometres, aggressive driving and unverified fill-ups. A fleet management platform that combines telematics, fuel card data, tank sensors and preventive maintenance shows the cost per kilometre of every truck and recovers a large share of those losses. Custom builds run CAD 90,000 to 200,000 as a 2026 order of magnitude, against recurring Samsara style subscriptions, with 3 to 5 months of rollout and 8 to 14 months payback.
Where 6 to 10 % of fuel goes
Ontario carriers already run electronic logging devices since Canada's federal ELD mandate, so position data exists. The problem is that it sits in one portal, fuel card statements in another and maintenance in a shop system or spreadsheet. Nobody connects a fill-up in Windsor with the tank level ten minutes later.
| Loss source | Estimated share | Signal the software detects | Action |
|---|---|---|---|
| Excessive idling (winter and summer) | 2 to 4 % | Engine on, truck stopped over 10 minutes | Driver report, APU policy |
| Out-of-route kilometres | 1 to 2 % | Deviation from planned route | Alert and justification |
| Fill-up not matching tank rise | 0.5 to 2 % | Gap between fuel card and sensor | Automatic per-fill reconciliation |
| Speeding and harsh driving | 1 to 2 % | Speed above 100 km/h, harsh events | Driver scorecards, bonus |
| Under-inflated tyres | 0.5 to 1 % | Tyre pressure data, distance since check | Tyre programme |
| Late maintenance | 0.5 to 1 % | Distance and engine hours since service | Preventive schedule |
In Canada, idling is the biggest line. A long-haul tractor idling 1,000 hours a year burns roughly 3,000 to 4,000 litres for nothing. Fuel card fraud is smaller than in some markets but real: a mismatch between card and sensor turns a suspicion into dated, located evidence.
Functions and budget
| Module | Function | 2026 order of magnitude |
|---|---|---|
| Telematics and routes | ELD and GPS integration, lanes, geofences, history | CAD 15k to 30k |
| Fuel | Fuel card import, tank sensors, reconciliation, alerts, IFTA data | CAD 20k to 45k |
| Preventive maintenance | Schedules by km and engine hours, work orders, parts inventory | CAD 15k to 35k |
| Tyres | Per-tyre tracking (position, mounting, retread, distance) | CAD 10k to 20k |
| Cost per kilometre | Fuel, maintenance, tyres, tolls, wages per truck and per load | CAD 15k to 35k |
| Driver app and training | Pre-trip inspections, incident reports, team training | CAD 15k to 35k |
| Total software | CAD 90k to 200k |
Hardware is separate. If the existing ELD exposes an API, only tank sensors are needed, roughly CAD 600 to 1,200 per truck installed. Otherwise add a telematics unit at CAD 300 to 600. IFTA fuel tax reporting is a quiet bonus: kilometres by jurisdiction come straight from the GPS data.
Samsara, Geotab or custom build
| Option | Initial cost | Monthly cost per truck | Fuel and sensors | Cost per km by truck |
|---|---|---|---|---|
| ELD-only provider | CAD 0 to 300 per truck | CAD 25 to 45 | no | no |
| Samsara | CAD 0 to 500 per truck hardware | CAD 45 to 75 per vehicle | yes, partial sensors | partial |
| Geotab with marketplace add-ons | CAD 200 to 500 per truck | CAD 35 to 65 plus add-ons | yes | partial, via add-ons |
| Custom build on existing ELD | CAD 90k to 200k plus sensors | CAD 10 to 20 hosting and data | yes | yes, with maintenance and tyres |
Samsara and Geotab are strong products. The case for a custom layer appears when the carrier wants one cost-per-kilometre view combining fuel, tyres, shop work and wages by load, and wants to stop paying a per-vehicle fee on every new truck. For 85 trucks, Samsara at CAD 60 a month is about CAD 61,000 a year.
At Kolonell, a fleet platform falls under our medium application grid, 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), or complex, 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) once fuel, maintenance, tyres and cost per kilometre are integrated. Final pricing is on quote once ELD and fuel card providers are identified. Maintenance follows our 35,000, 75,000 or 120,000 FCFA monthly plans (53, 114 or 183 EUR).
Mini case study
Daniel, Director of Operations at a carrier in Mississauga near Toronto, runs 85 tractors, each covering about 150,000 km a year at 35 litres per 100 km, with diesel around CAD 1.65 a litre.
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- Fuel per truck: 150,000 × 0.35 × 1.65 = CAD 86,625 a year
- Whole fleet: 85 × 86,625 = CAD 7,363,000 a year
- Conservative target: recover 4 points, or CAD 294,500 a year
- Investment: CAD 160,000 software + 85 × CAD 900 sensors = CAD 236,500
- Hosting and data: 85 × 15 × 12 = CAD 15,300 a year
- Payback: 236.5 / (294.5 − 15.3) × 12 ≈ 10 months
Preventive maintenance adds an uncounted gain: each roadside breakdown avoided saves a tow and repair of CAD 2,000 to 6,000, plus a missed delivery window.
FAQ
Can it reuse our current ELDs?
Usually yes. Most major ELD providers offer APIs for location, engine hours and driver status, which avoids buying new units for 85 trucks and cuts hardware cost by 40 to 60 %.
How accurate are fuel tank sensors?
A properly calibrated sensor reads the level within 1 to 2 %. Calibration in 20-litre steps takes about 2 hours per truck and drives the reliability of every reconciliation.
How do we get drivers on board?
Tie it to a bonus: top drivers on fuel and safety scores receive CAD 100 to 250 a month. The tool then becomes recognition, not only monitoring.
How long to equip 85 trucks?
Plan 3 to 5 months: 4 to 6 weeks of scoping and initial build, then fitting 15 to 20 trucks a week around dispatch. First fuel reports arrive in month two.
Can we see profitability by customer or lane?
Yes, cost per kilometre breaks down by load and customer, showing which contracts cover their real costs. Many carriers find that 10 to 20 % of their lanes lose money.
Let's scope your project. We define telematics, fuel, maintenance and cost-per-kilometre scope with you, for a 3 to 5 month rollout across your fleet. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
