Free tool
Fleet cost per km calculator
Enter each vehicle’s costs and distance for the same period. You get the true cost per kilometre of every vehicle, your fleet average, and the vehicle that costs you the most. It runs in your browser: nothing is sent or saved.
The figures below are an example fleet over one year. Replace them with your own. Use the same period for every vehicle: a month, a quarter or a year.
- Total cost: 19,000Cost per km: 0.45
- Total cost: 21,800Cost per km: 0.57
- Total cost: 16,900Cost per km: 0.68
- Total cost: 10,900Cost per km: 0.36
Results
- Fleet average per km
- 0.51
- Total cost
- 68,600
- Total distance
- 135,000 km
- Most expensive per km
- Pickup 0.68
Pickup costs 33% more per km than the fleet average. Most of its cost is fixed (insurance and depreciation), so it is probably under-used: more distance or a reassignment would bring its cost per km down.
Cost per km, by vehicle
- Pickup0.68
- Van 20.57
- Van 10.45
- Sedan0.36
Fleet average per km
Where the money goes
- Fuel23,800 · 35%
- Maintenance and repairs10,100 · 15%
- Insurance and registration7,400 · 11%
- Depreciation or lease24,000 · 35%
- Other (parking, tolls, fines)3,300 · 5%
How the calculation works
Cost per km = total costs ÷ distance driven, over the same period.
Total costs include running costs (fuel, maintenance, repairs) and fixed costs (insurance, registration, depreciation or lease payments). Leaving out the fixed costs makes vehicles that drive little look cheaper than they really are.
For depreciation, a simple estimate is: (purchase price − expected resale value) ÷ number of years you plan to keep the vehicle. For a leased vehicle, use the lease payments for the period.
Questions about cost per km
What is a good cost per km for a fleet vehicle?
It depends on the type of vehicle, its age and how far it drives. The most useful comparison is inside your own fleet: vehicles doing similar work should have similar costs per km, and one that sits well above the others deserves a closer look.
Should I include depreciation?
Yes. Depreciation or lease payments are often the largest single cost of a vehicle. Without them, a new vehicle that drives little looks cheap when it is actually the most expensive per km.
Which period should I use?
Any period works, as long as it is the same for every vehicle. A full year smooths out one-off repairs and seasonal fuel prices.
Does the calculator save my data?
No. Everything runs in your browser and nothing is sent or stored. Reloading the page brings back the example.
Can I use miles instead of kilometres?
Yes. Switch the distance unit to miles and the results show cost per mile.
Stop rebuilding this in a spreadsheet.
CarFai calculates cost per km automatically from the receipts your drivers photograph, for every vehicle, every month.