Long-haul moving routes often involve multiple states and various tolling authorities, which can rack up tolling costs quickly. Many moving companies are still using manual systems for managing these tolling expenses, resulting in guesswork and mistakes that cost money over time.
If you aren’t already using a moving truck toll management system, then it’s time to look at the options that can streamline your operations and save money in the long run. When this system is designed right, it will protect your profit margins and ensure that you aren’t being overcharged by the tolling authorities.
Why Moving Trucks Pay So Much in Tolls
The toll costs of moving companies can be high, especially when these trucks are classified at commercial rates instead of passenger vehicles. As the truck is moving through long interstate routes and driving through multiple toll authorities, there are varying rate structures and payment systems involved in each trip.
Most often, the default route is the fastest way to get from point A to point B. But it might not be the most cost-effective solution. Instead, route planning needs to be done to find the most toll-efficient solution, considering all factors that affect your out-of-pocket expenses: gas, truck expenses, tolls, time, and more.
How Much Unmanaged Tolls Are Actually Costing
Even if the toll costs seem relatively small, there’s no question that these expenses add up over time. For example, problems with U-Haul or Penske fleet toll management could mean a loss of up to $2,000 per month or more in overcharges if the team is managing 50 moves a month.
Some of the costs that could be cutting into your budget include:
- Missed opportunities for transponder discounts
- Duplicate charges
- Untracked tolls paid with cash
- Toll misclassifications
- Late fees and interest costs for missed payments
When all of these costs start stacking up at scale, it results in a bigger gap than many toll managers expect. This is why it’s critical to maintain a reliable system and regular fleet toll audits to catch potential issues in the earliest stages.
Should You Pass Toll Costs to Customers?
One way to increase trust with your customers and avoid potential disputes is by using a more transparent system for toll billing. These numbers are listed separately in the estimate, instead of adding a surprise charge at the time of payment. That way, customers know what to expect when they are paying the bill. With multi-state moves, the toll costs are usually high enough to add this line item to your pricing estimates.
As a moving company, your customer satisfaction will go up, and you will be dealing with fewer billing objections when you implement toll transparency in your estimates and billing. Rather than trying to bury these costs in the final invoice somewhere, maintain clear communication about the charges that are coming through.
Route Planning to Save Money and Ensure Convenience
There is a fine line to balance in moving truck toll management: identifying the most efficient route while also managing costs for toll fees and fuel. The best solution is to map out the route and identify tolling authorities on your most common routes. Then, you can have systems in place for route planning, instead of having to make the same decisions over and over again for each move.
While every move is unique, you can find standard routes and then customize from there. This process will make your costs more predictable, especially since you already know how much will be paid for tolls, fuel, and more.
What to Look for in Toll Management Software
There’s no question that investing in the right toll management software can have a significant impact on your fleet and expenses. Look for a system that integrates with other software programs that you already have in place for move management and accounting. These integrations are key for saving time, ensuring accuracy, and avoiding double data entry.
Additionally, it’s a good idea to have driver-level accountability tools so that you can identify missed transponder registrations when they come through. The earlier you identify these issues, the simpler it is to fix the problems before they turn into disputes.
Ideally, you need a software system that ensures accurate customer billing, instead of working with rough estimates. Especially when the profit margins are tight, you need to know what you will be spending on tolling fees, fuel expenses, and more.
FAQs
How much do moving trucks pay in tolls for a long-distance move?
The actual toll costs vary depending on the driving route and the vehicle class. When a moving truck is on a multi-state move, it can result in hundreds of dollars in toll expenses.
Is it worth investing in toll management software for a small moving company?
In most cases, it makes sense to invest in toll management software, regardless of the size of your company. Even though there is an upfront cost to implement the software, the savings add up over time as you avoid toll leakage and overpayments. Most fleets find that the cost of the management system pays for itself because of the savings that are realized over a few months.
How much can route optimization save on tolls?
Depending on the routes that your trucks are driving, route optimization and moving truck toll management can definitely have a big impact on your profit margins throughout the year. Look for ways to avoid the most expensive toll roads on your highest-frequency routes.
How do we track tolls per move for accurate customer billing?
The most reliable solution is to use dedicated toll management software that ties each tolling transaction to the specific move. This allows real-time tracking instead of monthly reconciliations that happen after the fact.
Moving Truck Toll Management: Stop Leaving Money on the Table
If you are managing a moving fleet, then there’s a high likelihood that you are leaving money on the table if you don’t have an effective toll management system in place. Our team at Innovative Toll Solutions is here to help, offering reliable tracking and billing clarity so that you can stay ahead of the toll charges.
For more information about the best solutions for your fleet, reach out to our team at Innovative Toll Solutions. Contact us so that we can help you find the best software solutions to save money and manage your moving trucks.