Fleet size vs. demand: How to ensure you have the right number of trucks

Wasting money on idle trucks or losing jobs because you don’t have enough – both can hurt your business. If you’re running a small or medium-sized moving company, you must find the right balance between fleet size and demand. Too few trucks mean missed opportunities, while too many increase costs. Many movers rely on rented trucks, but is that the best long-term strategy? We will help you figure out how to ensure you have the right number of trucks, optimize operations using a moving CRM, and manage demand efficiently.

Understanding demand for your moving business

Smaller moving companies face unique challenges when it comes to fleet management. You must learn how to ensure you have the right number of trucks. Demand changes with the seasons, making it difficult to predict when extra trucks will be necessary. Limited budgets mean keeping underutilized trucks isn’t an option, yet last-minute job requests can force you to rent at high prices. Without a clear strategy, you risk overspending on unnecessary trucks or losing business due to a lack of availability.

Forecasting demand with limited resources requires tracking past bookings to identify peak seasons and slower months. Analyzing job locations helps determine if most moves are local, long-distance, or concentrated in specific neighbourhoods. Offering flexible scheduling, such as evening or weekend moves, allows you to maximize truck usage and reduce downtime.

A CRM with job tracking can simplify planning by showing when demand spikes. With the right data, you can schedule trucks more efficiently and avoid overbooking. Automated booking reminders help reduce no-shows and ensure trucks are used effectively, preventing unnecessary gaps in your schedule.

Should you own or rent moving trucks?

Whether to own or rent trucks depends on your business model, workload, and budget. Each option has benefits, but the right choice is how often you need the trucks and how much control you want over operations. You should own moving trucks if:

• You have consistent bookings and can keep the truck in use.
• You do many local moves where a truck is needed daily.
• You want branding and control over maintenance.

Renting makes more sense if:

• Your business is seasonal with fluctuating demand.
• You do occasional long-distance moves and don’t want idle trucks.
• You’re just starting out and need flexibility in costs.

Owning gives you control and visibility, but renting helps manage unpredictable demand without major financial risk. The best choice depends on how steady your workload is and whether you can justify ownership costs.

How to avoid overbooking without buying more trucks

If you haven’t learned how to ensure you have the right number of trucks, you might have issues with overbooking. Overbooking can quickly damage your reputation and lead to lost revenue. Customers get frustrated if you have more bookings than available trucks, and you may have to turn down jobs. Last-minute truck shortages worsen, especially when rental options are limited. Poor scheduling also creates inefficiencies, with trucks making empty return trips and wasting fuel.

Maximizing your current fleet starts with better scheduling. If two smaller moves are in the same area, combining them into one trip reduces wasted time. Offering mid-week discounts can spread demand beyond weekends, making better use of your trucks. Partnering with other small movers for truck-sharing during peak times is another way to handle extra demand without committing to more vehicles.

A CRM with job scheduling tools prevents double-booking and assigns trucks efficiently. By tracking availability in real-time, you can spot conflicts early and adjust as needed. This is among our most valuable tips for handling cancellations. Automated follow-ups also help confirm bookings and reduce cancellations and last-minute changes that disrupt your schedule. With the right approach, you can meet demand without adding unnecessary trucks.

Managing costs when expanding your fleet

Expanding your fleet comes with more than just the price of a new truck. Maintenance and repairs can quickly add up, and even one truck out of service can disrupt your entire schedule. Insurance costs rise with every vehicle you add, increasing monthly expenses. Fuel is another major expense, especially if routes aren’t planned efficiently. Without careful budgeting, a larger fleet can drain profits instead of boosting business.

One way to expand without overspending is leasing instead of buying. Leasing offers flexibility and lower upfront costs, allowing you to scale up or down as needed. Offering storage services can also bring in extra income, helping cover expenses during slow seasons. Route optimization tools help reduce fuel costs by ensuring trucks take the most efficient paths and avoid unnecessary miles.

A CRM with invoice tracking helps you stay on top of payments so you have the cash flow to support fleet expansion. You can get moving company reports to make analysis. This will help you keep expenses controlled and maximize efficiency. This way, you can grow your fleet without putting financial strain on your business.

Advice on how to ensure you have the right number of trucks during peak seasons

Peak season can overwhelm a small moving business, but you don’t always need more trucks to handle the rush. Instead of turning away jobs, use creative solutions to manage demand. How to ensure you have the right number of trucks when demand surges? You can:

• Rent trucks short-term for peak months instead of buying.
• Use subcontractors for overflow jobs to avoid overbooking.
• Charge premium pricing for last-minute moves to maximize profits.

You should also know how to make the most of a small fleet. Here is how:

• Schedule moves by size, using larger trucks for multi-stop jobs.
• Encourage flexible move dates to spread demand more evenly.
• Offer packing services separately to reduce truck space needs and speed up job completion.

A CRM with job tracking tools helps monitor truck capacity, so you know when you’re fully booked. Automation will help you streamline dispatch. Automated dispatching assigns crews faster, which reduces idle time and improving efficiency. By planning ahead and optimizing resources, you can handle peak season demand without unnecessary expenses.

Work smarter, not bigger

You must learn how to ensure you have the right number of trucks and use them wisely. Owning, renting, and scheduling strategically can help you handle demand without overspending. Track your busiest seasons, optimize your routes, and use a CRM to manage jobs efficiently. With the right approach, you can scale your business while controlling costs.