How a Small Delivery Company Saved €5000/Year on Fleet Maintenance

The Challenge

Meet FastDeliver Albania, a growing delivery company in Tirana managing 20 vans. Their biggest headache? Maintenance chaos.

"We were drowning in spreadsheets," says Arben, the fleet manager. "Every van had different service dates, different mechanics, different everything. We'd miss oil changes, then face €500 engine repairs."

The Numbers Before Service Day:

**Annual maintenance costs:** €12,500

**Unexpected breakdowns:** 2-3 per month

**Average downtime per breakdown:** 2 days

**Lost revenue per day:** €200 per van

**Time spent on paperwork:** 10 hours/week

The Excel Nightmare

Arben's desk was covered in printed schedules, sticky notes, and a master Excel file that was always out of date. "I'd update the spreadsheet, but drivers wouldn't report mileage. By the time a van came for service, it was 2,000km overdue."

The breaking point came when three vans needed engine replacements in one month - €4,500 gone because of missed oil changes.

Enter Service Day

In January 2024, FastDeliver signed up for Service Day's Gold plan (€19.99/month for 50 vehicles). Setup took one afternoon:

Week 1: Data Import

Imported all 20 vans from their Excel file

Set up maintenance schedules based on manufacturer recommendations

Added current mileage for each vehicle

Week 2: Driver Training

Each driver got the app link

Showed them how to update mileage (takes 10 seconds)

Set up WhatsApp notifications for upcoming services

Week 3: Full Implementation

Automated reminders started flowing

First preventive maintenance completed on schedule

Drivers actually updating mileage!

The Results After 12 Months

Cost Savings:

**Annual maintenance costs:** €7,500 (down 40%)

**Unexpected breakdowns:** 3 total (down 87%)

**Savings from prevented major repairs:** €3,500

**Reduced downtime revenue loss:** €2,000

**Total savings:** €5,000/year

Time Savings:

Fleet management time: 2 hours/week (down from 10)

No more spreadsheet updates

Instant cost reports for accounting

Unexpected Benefits:

"We can now show clients our maintenance records," Arben notes. "We won two new contracts because companies trust our reliability."

Key Takeaways

1. Prevention is Profitable

Regular €50 oil changes prevented €1,500 engine repairs

Catching issues early reduced repair costs by 60%

2. Automation Beats Dedication

Even the most organized spreadsheet fails with human error

Automated reminders ensure nothing gets missed

3. Data Drives Decisions

Service Day showed which vans cost most to maintain

Helped decide which vehicles to replace first

4. ROI is Immediate

€240/year for Service Day

Saved €5,000 in first year

That's 20x return on investment

Arben's Advice

"If you manage more than 5 vehicles, you need this. The stress reduction alone is worth it. But saving €5,000? That bought us new delivery equipment."

Ready to reduce your fleet costs? Start with Service Day's 6-month free trial and see the difference automated maintenance tracking makes.