A new industry survey from Vehicle Management Systems (VMS) finds that small fleet operators are carrying heavy workloads with limited resources, but are showing strong enthusiasm for digital tools that streamline operations and cut downtime.
According to the report, nearly 80% of small fleet managers spend 10 to 30 or more hours each week handling fleet tasks, often well beyond normal business hours. The study surveyed more than 2,000 small fleet operators across logistics, construction, delivery, and field services.
“Small fleet managers are wearing multiple hats; they’re dispatchers, mechanics, and administrators all at once,” said Dave Prusinski, co-CEO of VMS. “These results show that the industry is at a turning point. By embracing AI-based automation and real-time data, small fleets can reclaim time, reduce costs, and operate more efficiently.”
VMS, an AI-first fleet management enablement company, helps operators modernize through accessible, data-driven tools designed to simplify daily tasks and improve performance.
Key Takeaways from the VMS Small Fleet Survey
Solo Operations and Long Hours: About 65% of respondents manage fleet operations entirely on their own, while 26% have teams of only two to three people. Nearly 80% report working late into the evening on management tasks.
Manual Work and Downtime Pain Points: Paperwork (28.5%) and maintenance scheduling (23%) were identified as the most time-consuming responsibilities. Over three-quarters (77%) said repetitive manual work is a major burden, and more than half (54.5%) complete most fleet tasks after hours. Downtime and administrative tasks tied as top stressors at 31.4% each.
The Cost of Breakdowns: Roughly 54% of small fleets face frequent repair scheduling issues, while 52.6% deal with regular unplanned breakdowns. Among fleets with fewer than 50 vehicles, 41% estimate annual downtime losses between $10,000 and $50,000; and 14.5% report losses exceeding $100,000.
Automation Momentum: Eighty-three percent of respondents said they’re ready to adopt new digital tools, and 77% expect to update how they manage fleets within the next two years. Nearly half are prepared to invest $26–$75 per vehicle per month to reduce downtime and automate manual work.
VMS Pushes AI Innovation for Small Fleets
The survey results align with the company’s ongoing expansion following its rebrand from EVAI to Vehicle Management Systems. In a recent Work Truck interview, “AI, Access, and Uptime: Then Next Chapter for VMS with David Prusinski
,” Prusinski shared how the company is developing a virtual fleet manager powered by AI to simplify maintenance and reduce downtime.
VMS’s platform is designed to predict issues before they lead to breakdowns and give fleet managers (especially those handling multiple roles) a single, easy-to-use tool for scheduling, diagnostics, and service coordination.
“What we’re doing at VMS is creating a virtual fleet manager that’s AI-centric,” Prusinski said in the Work Truck article. “The AI triages the issues, tells you what matters, and presents solutions. Press a button, pick a shop, and you’re back on the road.”
VMS, an AI-first fleet management enablement company, helps operators modernize through accessible, data-driven tools designed to simplify daily tasks and improve performance.
