Landscaping

Fuel Management for Landscaping — Small Fleet Fuel Cards, Seasonal Tracking, and Equipment Fueling

Compare fuel management for landscaping companies. Fuel card programs for small fleets, seasonal fuel consumption tracking, equipment fueling management, and cost-per-crew reporting.

Landscaping fuel management covers two very different asset types: crew trucks that use commercial fuel stations and mowing equipment that often gets fueled from portable tanks or a shop pump. Tracking both accurately requires a platform that handles small fleet fuel cards and manual equipment fill-up logging.

Last reviewed Mar 19, 2026

21 platforms reviewedUpdated March 2026See all fuel management software →

How to evaluate fuel management for landscaping companies

Small fleet fuel cards are the entry point for landscaping fuel management. For landscaping companies with 5-25 vehicles, fuel card programs offer better economics than corporate credit cards for fuel: network restrictions prevent non-fuel purchases, per-gallon discounts reduce effective fuel cost, and detailed transaction reports are automatically available for reconciliation. WEX Small Business and Fuelman are the most accessible entry points for small landscaping fleets. Both have no minimum fleet size requirements and straightforward online application processes.

Equipment fueling requires a separate tracking approach from vehicle fueling. Commercial mowers, skid steers, and compact equipment are typically fueled from portable tanks or a shop pump — not at commercial fuel stations. Manual fill-up logging is the most practical approach for equipment: the equipment operator enters the machine ID, fuel quantity, and hour meter reading in the fuel management app at the point of fueling. This data feeds equipment-level cost tracking and helps schedule oil changes based on actual fuel consumed.

Seasonal fuel consumption patterns in landscaping are predictable but often untracked. Spring and fall peak seasons see fuel consumption 50-100% higher than winter months. Fuel management platforms that compare current month fuel spend against the same month in prior years give landscaping owners a budget baseline rather than treating every month's bill as a surprise. Seasonal trend data also supports equipment purchase decisions.

Cost-per-crew tracking connects fuel expense to revenue generation. A landscaping crew completing $2,000/day in jobs and consuming $80 in fuel has a 4% fuel cost ratio. A crew completing $1,200/day and consuming $95 in fuel has an 8% fuel cost ratio — a significant difference in profitability per crew. Fuel management platforms that integrate with your estimating or job scheduling software (Jobber, ServiceM8, AspireSP) to allocate fuel costs by crew or by route enable pricing adjustments that recover higher-fuel-cost routes.

Fuel theft in landscaping takes a different form than in trucking or construction. In landscaping, the risk is crew members filling personal lawn equipment, motorcycles, or personal vehicles from the company's portable fuel tanks or shop pump. This theft is rarely caught by fuel card controls because it happens before the fuel reaches a card-eligible pump. The detection method is volume reconciliation: compare total gallons purchased (from fuel card transaction data and bulk tank fill invoices) against total gallons consumed (from crew truck fill-up logs and equipment hour meter-based consumption estimates). A persistent discrepancy of 10%+ indicates leakage that warrants investigation.

Route fuel efficiency in landscaping is higher-ROI than it might appear. Landscaping crews driving between properties spend 15-30% of their working day in transit — and transit fuel is dead cost with no revenue generation. Fuel management platforms that track fuel cost per productive hour (mowing, planting, maintenance hours versus drive hours) give landscaping owners a more meaningful efficiency metric than MPG. Route optimization that reduces transit time by 20% can improve crew profitability by 8-12% without adding a single new customer. Platforms that connect GPS mileage data to job scheduling software can calculate this metric automatically.

Landscaping companies with multiple crews across different service areas need per-crew fuel budgeting, not just fleet-wide totals. A residential maintenance crew, a commercial property crew, and a landscape installation crew have very different fuel cost profiles per revenue dollar. Fuel management that lumps all crews together obscures which service lines are profitable after fuel costs. Most fleet management platforms support vehicle groupings that approximate crew-level reporting — configuring these groupings during setup takes 30 minutes and dramatically improves the reporting relevance for landscaping operations managers.

Pricing guidance

Landscaping fuel management costs $5-15/vehicle/month for small fleet fuel card programs plus analytics. Equipment fuel logging (manual entry in mobile app) is typically included in the base platform. For a landscaping fleet with 15 trucks: $75-225/month. Fuel card programs often have no software fee — their margin comes from per-gallon pricing. A dedicated fuel management platform adds analytics and fraud detection on top of the card data for $8-15/vehicle/month.

How each platform serves landscaping fleets

Here's how each leading platform performs specifically for landscaping fleet operations.

Samsara

Samsara serves larger landscaping companies (25+ trucks) that want professional-grade fuel management integrated with GPS tracking. For landscaping operations with multiple service crews, Samsara's vehicle group reporting provides per-crew fuel cost summaries that help operations managers identify which crews are performing efficiently. Fuel card integration with WEX and Comdata handles commercial station fill-ups automatically. Idle time monitoring is particularly relevant for landscaping trucks that idle while crews work — the truck running all day in hot weather burns significant fuel through the air conditioning system. Samsara's OBD-II device is self-installable for landscaping fleets that cannot afford professional installation downtime. At $35-50/vehicle/month, Samsara is better justified for landscaping operations with 25+ trucks where the reporting value is proportional to the investment.

Geotab

Geotab's landscaping fuel management application is primarily relevant for mid-to-large landscaping companies (30+ vehicles) that need custom reporting to match their operational structure. Geotab's custom report builder allows landscaping operations managers to create crew-level, zone-level, or service-type cost allocation reports that standard platforms cannot produce. For landscaping companies that also manage irrigation systems or snow removal with specialized equipment, Geotab's multi-asset type support handles the diverse fleet in one platform. Integration with Aspire Software (landscaping ERP) for job cost allocation is available through Geotab's Marketplace, connecting fuel data to project cost accounting. The GO device supports J1939 connectivity for equipment with engine management systems.

Motive

Motive serves landscaping companies that want driver behavior monitoring alongside fuel tracking. For landscaping crew trucks driven by seasonal employees with variable driving experience, Motive's harsh braking, acceleration, and speed monitoring give fleet managers the data for safety coaching alongside fuel efficiency coaching. Fuel card integration with WEX and Fuelman is standard. The platform's mobile app for drivers is generally well-received for ease of use — important for seasonal landscaping employees who need minimal training. At $25-45/vehicle/month for the telematics-plus-fuel package, Motive is appropriately priced for landscaping companies with 15-100 trucks that want meaningful management tools without enterprise complexity.

Fleetio

Fleetio is the most popular fuel management platform for small-to-mid-size landscaping companies because it handles both vehicle fuel tracking and equipment fuel logging in one application. The mobile app's manual fuel entry form is specifically designed for simplicity — an equipment operator can log a fill-up in under 30 seconds. MPG tracking per vehicle and fuel consumption per hour for equipment give landscaping managers visibility across both asset types. Maintenance alerts triggered by fuel efficiency decline are particularly valuable for landscaping trucks and equipment that work in dusty, pollen-heavy environments where air filters clog faster than on-road averages. Fleetio's month-to-month billing accommodates seasonal fleet changes. At $5-10/vehicle/month for the fuel add-on, Fleetio is the most cost-accessible dedicated fuel management option.

Verizon Connect

Verizon Connect is typically overbuilt for small-to-mid-size landscaping operations but serves large commercial landscaping companies (100+ vehicles) well. For commercial landscaping contractors with municipal maintenance contracts requiring GPS tracking and fuel documentation as contract deliverables, Verizon Connect's enterprise-grade reporting and reliability support contractual compliance. The platform's multi-depot management handles landscaping companies with multiple yard locations. For the typical residential or commercial landscaping company with 10-50 trucks, the complexity and cost of Verizon Connect exceed what the operation needs — simpler platforms deliver better ROI at that scale.

Teletrac Navman

Teletrac Navman's landscaping fuel management application is most relevant for mid-size landscaping companies (25-100 trucks) that run commercial contracts requiring service documentation. The platform's scheduling and route management tools integrate with fuel data to produce fuel cost per route documentation that commercial property managers sometimes require from their landscaping contractors. Driver behavior reporting helps operations managers coach seasonal employees on fuel-efficient driving. The platform's customer support has extended hours that accommodate landscaping operations starting work at 5-6am. Teletrac Navman is less commonly adopted in the landscaping segment than Samsara, Motive, or Fleetio, but is worth evaluating for mid-size operators with commercial contract documentation requirements.

WEX Fleet

WEX Small Business is the most accessible fuel card entry point for small landscaping companies. The application process is straightforward online, there is no minimum fleet size, and the card is accepted at 95,000+ stations including rural locations where landscaping crews operate. For landscaping companies switching from personal credit cards or cash purchases, WEX immediately provides purchase controls (fuel-type restrictions, per-transaction limits) and detailed transaction reports that simplify bookkeeping. Integration with Fleetio, Samsara, and other fleet management platforms means WEX transaction data flows automatically into fuel analytics without manual import. For landscaping companies with 3-15 trucks, WEX Small Business is the practical first step in fuel management.

Comdata

Comdata is less commonly used in the landscaping segment than WEX, but offers competitive card programs for landscaping companies that are already in the Comdata ecosystem from other operations. The SmartFunds card with per-card controls supports landscaping crews where different cards may need different spending parameters (a crew leader card with higher transaction limits versus a crew member card with tighter controls). Comdata's transaction reporting integrates with major fleet management platforms. For landscaping companies with 20+ trucks that also run heavy equipment or trucking operations, Comdata's ability to manage multiple card programs in one account is an administrative advantage.

Fuelman

Fuelman's small fleet program is well-suited to landscaping companies with 3-20 trucks operating in areas where WEX's network has gaps. Fuelman's unrestricted acceptance eliminates the out-of-network problem for landscaping crews working in suburban areas with limited branded network stations. Purchase controls include fuel-type restrictions and transaction limits appropriate for crew trucks. Fuelman's transaction data integrates with major fleet management platforms for automatic import. For landscaping companies that prioritize driver convenience over maximum per-gallon discounts, Fuelman's any-station approach is the practical choice.

#21

Trimble Transportation is one of the most established names in enterprise fleet and transportation management. Born from acquisitions of TMW Systems, PeopleNet, and others, the platform now offers a cloud-native, AI-powered TMS alongside fleet maintenance, driver mobility, and real-time visibility tools. We evaluated the full Trimble Transportation ecosystem — testing its new AI-powered Trimble TMS, analyzing hundreds of user reviews, and comparing it against Omnitracs, Samsara, Motive, and Geot

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fuel management software for landscaping — side by side

Pricing, deployment, and trial availability for every platform reviewed. Click any row to read the full review.

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Software	Pricing model	Starting price	Deployment	Free trial
Geotab	Per vehicle	GPS tracking, basic reporting, geofencing	Cloud	Yes
Azuga	Per vehicle	GPS tracking, geofencing, trip history, basic reporting	Cloud	Yes
CalAmp	~$25–$45/vehicle/mo (custom quotes)	Varies by features and fleet size	—	—
ClearPathGPS	~$20/vehicle/mo; no setup fees	Real-time tracking, geofencing, alerts, driver behavior, reporting	—	Yes
Fleet Complete	From $10/vehicle/mo	GPS tracking, geofences, basic reporting. 36-month contract. Best for basic location tracking.	—	—
Fleetio	Per vehicle	Vehicle records, basic maintenance, fuel tracking	Cloud	Yes
GPS Trackit	Per vehicle	Real-time tracking, trip history, basic geofencing	Cloud	Yes
IntelliShift	~$25–$45/vehicle/mo (custom quotes)	Connected vehicle data, GPS tracking, basic safety scoring, reporting	—	Yes
Lytx	Per vehicle	Dual-facing camera, MV+AI, self-managed video review	Cloud	—
Motive	Per vehicle	ELD, GPS tracking, basic reporting	Cloud	Yes
Netradyne	~$30–$50/vehicle/mo + hardware	AI alerts, GreenZone scoring, video cloud storage, driver coaching, analytics dashboard	—	—
Omnitracs	From $23/vehicle/mo (quote-based)	EOBR ($23), Compliance ($32), Premium ($46)	—	—
One Step GPS	~$13.95/vehicle/mo (no contract)	Real-time tracking, geofencing, alerts, trip history, driver reports	—	—
Rastrac	Contact for pricing	Real-time tracking, geofencing, basic alerts	—	—
Samsara	Per vehicle	GPS tracking, basic reporting, geofencing	Cloud	Yes
Simply Fleet	Free plan; Pro from ~$3/vehicle/mo	1 vehicle, maintenance tracking, fuel logging, service reminders, basic reporting	—	Yes
Teletrac Navman	Per vehicle	GPS tracking and basic fleet management	Cloud	Yes
Verizon Connect	Per vehicle	GPS tracking, geofencing, basic alerts	Cloud	Yes
Zonar Systems	From ~$26/vehicle/mo	Includes Zonar Logs, DVIR, Ground Traffic Control, HOS	—	—
Rhino Fleet Tracking	Contact for pricing	Standard rate; all core features included	—	—
Trimble	Contact for pricing	Custom quote	—	—

Frequently asked questions about fuel management for landscaping fleets

What fuel card is best for small landscaping companies?

For landscaping companies with 3-20 vehicles, WEX Small Business and Fuelman Small Fleet are the most accessible options with no minimum fleet size requirements. Both offer network-restricted fuel-only cards, online account management, and detailed transaction reports. WEX has a larger network of participating stations. Fuelman sometimes offers better per-gallon discounts on networks with lower coverage. Compare station density in your operating area, as landscaping crews often fuel in specific corridors that may favor one network over the other.

How do landscaping companies track fuel for mowing equipment?

Equipment fuel tracking in landscaping uses manual fill-up logging via a mobile app. The equipment operator records the machine ID, fuel quantity, and hour meter reading when fueling from a portable tank or shop pump. This data feeds equipment-level cost tracking and supports maintenance scheduling. Some fuel management platforms include a simple mobile entry form specifically for equipment fill-ups. For landscaping companies fueling from a central depot with an automated pump, dispensing system integration eliminates manual entry.

Can fuel management software handle seasonal landscaping fleet changes?

Yes — look for platforms with month-to-month billing or seasonal suspension options. Landscaping companies that add vehicles in spring and reduce in fall need fuel management platforms that let you add and remove vehicles without annual commitment penalties on short-term additions. Platforms like GPS Trackit and Fleetio offer month-to-month billing with no minimum fleet size. Some vendors offer seasonal pause options at 50% of normal subscription rate for vehicles stored during the off-season — worth asking about during the sales process.

How do I calculate the right fuel budget for a landscaping season?

Landscaping fuel budget calculation starts with last year's actual fuel spend by month — this is your baseline. Adjust for fleet size changes (more or fewer trucks this season), service mix changes (more commercial properties with longer drive times increases fuel cost per job), and expected fuel price changes versus last year. Fuel management platforms with year-over-year monthly comparison reports automate this calculation. For new landscaping companies without historical data, budget fuel at 8-12% of projected revenue for residential maintenance, 6-10% for commercial maintenance, and 12-18% for installation projects where equipment fuel adds to vehicle fuel.

What is the typical fuel cost per service stop for a landscaping company?

Typical landscaping fuel cost per residential maintenance stop runs $1.50-4.50 depending on drive distance between properties and crew truck MPG. Urban and suburban crews with tight route density (1-2 miles between stops) run at the low end; rural routes with 5-10 miles between stops run at the high end. Commercial maintenance properties with larger parking areas and longer on-site times have lower fuel cost per visit (the visit revenue is higher relative to drive time). Fuel management platforms that calculate cost per stop from GPS mileage and job scheduling data give landscaping operators the data to identify which routes or property types are most fuel-efficient per revenue dollar.

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