How Digital Tools Help Fleets Control Maintenance Costs & Minimise Downtime
In the fast-moving world of vehicle rental and fleet operations, staying ahead of costly breakdowns and unplanned downtime is a growing challenge. With fleets under constant pressure to deliver reliability while keeping costs in check, the margin for inefficiency is shrinking.
Manual processes, reactive maintenance and fragmented service networks can make it difficult to predict issues, track costs, or respond quickly when vehicles are Fleoff the road. For rental businesses in the UK and USA, this often translates to lost revenue, frustrated customers and operational strain.
That’s where digital fleet management comes into play. In this blog, we’ll explore why maintenance costs and downtime are a growing concern and how modern tools like predictive maintenance, telematics and automated workflows are helping rental operators improve performance and protect margins.
Why Maintenance Costs and Downtime Are a Growing Concern
Fleet maintenance is no longer just a background task, it’s now a key determinant of business performance. Vehicle repairs, service delays and part replacements can quickly add up, especially in large or high-turnover fleets.
According to London Economic Reports, maintenance and repair account for nearly 20% of a fleet’s total cost of ownership in the UK. Add to that the cost of a vehicle sitting idle - estimated at £500–£1,000 per day in lost rental opportunity and the impact of downtime becomes clear.
Downtime also affects customer satisfaction. If a rental vehicle isn't ready on time due to an unexpected breakdown or delayed servicing, it erodes trust and damages brand reputation, especially in a competitive market where convenience is king.
How Key Digital Tools Are Transforming Fleet Maintenance: Predictive Maintenance, Automation & Intelligence
Modern digital tools are helping operators tackle these challenges head-on. By replacing outdated spreadsheets and guesswork with intelligent systems, rental businesses can make better, faster and more cost-effective decisions.
Predictive Maintenance for Rental Fleets
Predictive tools use real-time diagnostics and vehicle health data to identify potential issues before they become costly breakdowns. Instead of relying on set servicing intervals, these systems monitor wear-and-tear patterns, engine alerts and fluid levels, allowing maintenance to be scheduled proactively.
According to McKinsey predictive maintenance can reduce unplanned downtime by up to 30% and lower maintenance spend by 20%.
Telematics Systems
Telematics is a critical layer of digital fleet intelligence. These systems collect and transmit vehicle data to help monitor real-time health, engine diagnostics, driver behaviour and vehicle usage. Fleet managers can:
Detect faults before they become critical
Get notified about risky driving behaviour (e.g. harsh braking, over-speeding)
Track fuel consumption and idling
Schedule service more accurately based on actual vehicle conditions
By combining telematics data with predictive tools, businesses gain deep visibility into how vehicles are being used and how to optimise their performance and maintenance cycles.
Integrated Fleet Management Software
All-in-one rental fleet management platforms bring together diagnostics, telematics, service history and asset tracking into a unified system. This removes data silos and allows teams to get a complete picture of vehicle health and service status from one dashboard.
The result? Better planning, faster decision-making and fewer surprises when it comes to keeping vehicles on the road.
Automated Maintenance Scheduling
Digital platforms also allow for automated service alerts based on real-time mileage, usage and fault codes, not just time-based rules. When paired with telematics for fleet maintenance, this ensures vehicles are only serviced when they actually need it.
This avoids over-servicing, extends asset life and ensures high-value vehicles are always available when needed.
Real-World Collaboration: Coastr x epyx
Strategic partnerships can amplify the power of digital tools. That’s exactly what Coastr and epyx have done by integrating their platforms for rental operators.
“Through the combined strengths of Coastr’s all-in-one vehicle rental software and epyx’s comprehensive service network, rental and mobility operators benefit from a seamless, data-driven maintenance ecosystem,” said
Marc Lees, Business Development Director at epyx.
“This collaboration gives businesses the opportunity to control costs and vehicle downtime, enabling them to stay agile in an increasingly competitive landscape.”
With Coastr’s rental technology integrated into epyx’s 1link Service Network, operators can manage maintenance end-to-end, from booking servicing to tracking repairs without switching tools. This leads to faster turnaround times, increased uptime and clearer cost visibility.
Built for the Rental Sector
Unlike generic fleet tools, Coastr’s platform is purpose-built for rental businesses. It includes features like:
Multi-location vehicle service tracking
Digital condition inspections and damage logs
Automated reminders for compliance and MOTs
Connected workflows with repair providers
These tools help reduce fleet downtime, prevent missed service events and ensure vehicles stay in peak condition while also generating data for performance audits and insurance claims.
Staying Competitive in a Shifting Market
Demand for flexible vehicle access is surging. In the UK, van traffic rose by 26% over the last decade and post-COVID, rental models are becoming increasingly preferred over ownership.
As rental operators scale to meet this demand, relying on manual maintenance processes becomes a liability. Downtime equals lost business. A connected, data-driven maintenance system is no longer a “nice-to-have”, it’s a competitive advantage.
Looking to take your business to the next level?
Discover how Coastr’s vehicle rental software can streamline operations, enhance customer experience and drive profits.
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