How Much Does GPS Fleet Tracking Cost? The Ultimate Guide 2023

If you manage a business fleet, budgeting is especially important. You’ve got to pay for fuel, maintenance, drivers… and, of course, a fleet management system. But how much do they cost?

On average, fleet tracking costs range from $25 to $45 per vehicle, per month. However, for heavy vehicles, like commercial buses and trucks, prices can get as high as $499 per vehicle, per month. As with anything, how much your system costs will depend on a lot of factors – but don’t panic, because we’re about to explain them.

Want bespoke GPS tracking prices right away? Fill in our free quote comparison tool, and we’ll match you with top fleet management vendors that can cater to your unique needs. They’ll then be in touch with no-obligation quotes tailored to you.

How Much Does GPS Vehicle Tracking Cost in 2023?

On average, businesses can expect to pay between $25 to $45 per vehicle, per month for a standard fleet management system. However, if you’re willing to skimp on some features, there are also providers who offer deals as low as $14 per vehicle, per month. Meanwhile, for heavy-duty vehicles that need extra tight security, the cost can increase significantly to as much as $499 per vehicle, per month.

We know – these numbers can get very confusing. There’s a big difference between $14 and $499, after all! The spectrum is so broad because there’s a ton of factors that affect how much fleet management costs – including:

• How advanced the system is
• Whether you buy your hardware upfront or lease the whole thing
• Any additional hardware and/or features you choose to add to your package
• Any additional charges your supplier asks for
• The length of your contract
• The size of your fleet (sometimes, the more tracking units you buy, the cheaper they are)

Let’s explore these in more detail…

What are the different types of GPS trackers?

To understand how much a GPS tracker will cost it's helpful to get a clearer idea on the different types of trackers available.

Hardwired GPS trackers:

Hardwired trackers are powered by the vehicle they're in and have to be wired in. Hardwired trackers are hidden, advanced, and continually receives power from the vehicle.

However, as it's more advanced it's usually more expensive and requires professional installation.

Self-installed/portable GPS tracker:

These trackers are easy to use as they don't require any hardwire connections and its portability means its physically easier to move these trackers from one vehicle. This is helpful for fleets which have a large amount of vehicle turnover.

Although, the fact they can fairly easy to remove means that it'll be much harder to track a vehicle if its stolen and the tracker is removed. These trackers also tend to hold much less vehicle data than hardwired trackers.

Basic vs. Advanced GPS Tracking Systems: How Much Do They Cost?

With GPS tracking prices, you get what you pay for – usually, the more sophisticated the system, the more expensive it’ll be. That’s why, in this case, simply plumping for the cheapest option you find is not a good strategy.

One thing to understand is that, when it comes to GPS vehicle tracking and fleet management, there will be a worthwhile return on your investment (ROI). Advanced systems in particular can help you to cut fuel costs, reduce dangerous driving, dispatch jobs quickly, stay on top of vehicle maintenance, plan efficient routes, and more.

But what makes a basic system basic, and a high-end system high-end? Really, it just comes down to two things:

1. The features it comes with
2. The frequency with which its data refreshes

1. The features it comes with

Basic systems aim simply to track the routes your vehicles take. Some also offer a handful of other simple features, such as trip logging, starts and stops recording, basic reporting, and perhaps one or two alerts – but they don’t often offer much in the way of sophisticated fleet management. That’s why they’re cheap.

Meanwhile, the best fleet management systems can do this and much more. They tend to come with a whole host of helpful features – including:

• Fuel consumption reporting
• Detailed driver behaviour monitoring
• Vehicle diagnostics and maintenance alerts
• Incident reporting
• Advanced route planning
• Theft prevention alerts

…And more!

These systems aim to help you to gain insight into your fleet’s performance, helping you cut unnecessary operating costs, identify and improve areas of weakness, and run an all-round more efficient business. They’re more expensive, sure – but you’ll see a much chunkier return on your investment.

2. The frequency of its data refresh

Any modern fleet management system worth its salt is active, which means that it sends data to you automatically, usually at set intervals throughout the day (as opposed to passive systems, with which you need to manually transfer data from each device to a computer at the end of the day – not very convenient).

As you’d expect, systems that refresh your data more frequently tend to cost more. Why? Well, firstly, because they give you a more accurate picture of where your vehicles are. It’s the difference between gauging your vehicle’s location based on where it was 30 seconds ago,  versus where it was five minutes ago.

Secondly (though this isn’t always the case), the systems that offer faster data refresh tend also to be more advanced in terms of features and customizability – hence, it makes sense that they cost more.

How Much Does a Tracker Cost?

How Much Do GPS Trackers Cost? Buying vs. Renting

Usually, you’ll find that fleet management companies charge you a monthly fee that covers the cost of both your GPS tracking hardware, and your fleet management software subscription.

On top of the monthly cost of your fleet management software, you also need to consider the cost of your GPS tracking hardware. Some providers offer to lease their hardware, which means you don't have to shell out a huge sum from the get go. However, if you want to own your hardware and have full control over how to use it, you can opt to purchase your device outright.

Upfront prices for GPS tracking devices fall between $99 and $999 per device, though you’ll find that most suppliers’ sit closer to the $99 mark (phew!).

But what are the key differences between paying outright and bundling everything into a single subscription fee? Let’s take a look.

Buying GPS tracking devices

GPS tracking device price range: $99 – $999 per device, plus monthly software costs.

When you buy a GPS tracking device, you pay a sum of money upfront, which covers the cost of the vehicle tracking hardware and fleet management software. After that, the system is yours to do what you want with.

In doing this, you’re given what’s called a perpetual license, which basically means that the hardware is yours with no restrictions.

Leasing a full fleet management system

Price range: $14 – $499 per vehicle, per month.

When you lease a full fleet management solution, you’ll pay a monthly fee that includes the cost of both the hardware and the software.

When you do this, you get a subscription-based license, which entitles you to use the software and hardware for as long as your contract with the supplier lasts.

The Additional Costs of Fleet Tracking

Unfortunately, your monthly fee (and upfront hardware costs, should you choose to pay them), may not be the only charges you end up forking over. That’s right, we’re talking about the two most unglamorous words in the history of business services: additional costs.

In the case of fleet and truck GPS tracking systems, additional costs come in two forms:

1. Add-ons – the extra hardware and features you choose to add to your package
2. Additional charges – the extra fees your provider (or a third party) charges you for certain services

1. Extra hardware and feature add-ons

Alongside their main offering, some fleet management companies give you the opportunity to add extra hardware and software features to your bundle, for an additional cost. Such add-ons might include:

• ELDs (electronic logging devices) – for keeping your fleet compliant with FMCSA regulations
• Dash cams – for capturing incidents and keeping drivers safe
• Asset and trailer trackers – for when you want to track assets that aren’t vehicles
• Temperature monitors – for vehicles that transport temperature-sensitive goods, such as food
• Driver ID kits – to enable your system (and therefore you) to identify who’s driving each vehicle
• Staff training – to ensure that you and your drivers know how to use the system to its full potential

It’s really difficult to give a clear estimate of the add-on costs you might face. It’ll depend on what you decide your fleet needs, and what your specific provider has decided to charge extra for – what one fleet management company sells as an add-on, another might simply include as part of its key package.

2. Additional charges

As well as the cost of any additional hardware or features you might need, your supplier might ask for you to pay:

• Installation fees – what your supplier charges to have engineers come to your business and install your tracking devices in your vehicles. Having said that, installation fees are rare – of the many suppliers we researched, GPS Insight and Verizon Connect do charge for installation, depending on your package and hardware of choice. However, most providers either provide hardwire installation for free, offer plug-and-play devices that you can simply plug into your OBD ports yourself, or – in just one or two cases – expect businesses to hardwire the devices themselves.

• Customization or bespoke design costs – for example, if you’d like your software interface and trackers to be adorned with your business’ branding

• The cost to integrate your fleet management system with the other software tools you use to run your business – for example, payroll programs, health and safety apps, CRM systems, accounting tools, and more.

• The cost of any external technical support you may need. If you buy your devices outright, or your supplier doesn’t provide a robust support and maintenance offering, it may be that you’ll need to pay extra to have faults investigated and fixed.

• The cell/network charges accrued by your system.

• Any geofence fees applied by your supplier. Some suppliers will work with you to decide on geofences – virtual geographical boundaries that your vehicles aren’t supposed to cross – and charge you if your vehicles travel beyond them. This can be the case if you’ve paid less in exchange for a smaller coverage zone.

• Termination fees, which are charged by some vendors if you decide a system isn’t for you and cancel your contract.

How to Save Money on Fleet Tracking Costs

Of course, there are a few ways to be a little canny and minimize your fleet or truck GPS tracking prices as much as possible. Check out our six tips:

1. Compare quotes from different providers

It may sound obvious, but it’s really important. You’ll only know you’re getting the best deal for your needs if you’ve compared the options available to you.

If that sounds a little tedious, don’t worry – we can help! Tell us about your fleet by filling in our free quote finding form, and you’ll receive tailored quotes from several Expert Market-approved fleet tracking suppliers, giving you the power to easily compare the companies that can cater to your needs, and their prices.

2. Look out for long, auto-renewing contracts

When leasing a fleet management system, it’s worth being aware of how long your contract is going to last. As a first-time user, you’ll be better off with a shorter contract that won’t rope you into forking over for years to come.

You should also be clear on whether your contract will auto-renew when it comes to an end. If it will, make sure you understand how to cancel the renewal if needed. Most providers have a deadline by which they need users to tell them they’d like to cancel – and for some, this deadline comes months before the contract’s end date – so don’t get caught out.

3. Check your cancellation period

Following the installation and setup of your system, some suppliers offer a ‘cooling off period' in which you can decide that the system isn't right for you, and cancel it without being charged.

If you don't cancel within this time frame, you might be stuck paying for a system you don't want for as long as the contract you've signed lasts – so make sure you know exactly how long you'll have to make the decision!

Most fleet management providers give cancellation periods of either 14 or 30 days – with Verizon Connect offering the former, and Quartix the latter. Others, including Samsara, will give you a bespoke cancellation period that depends on your fleet's size and needs.

4. Look for free trials

It makes sense to try before you buy! While lots of fleet management systems don't, some will enable you to use their system for free for a certain period of time (usually 30 days) before deciding whether you want to enter into a contract.

Verizon Connect and Samsara offer free trials, while Quartix and GPS Insight will consider providing one on a case-by-case basis. Azuga offers a free trial too, but only to businesses with more than 30 vehicles in their fleets.

5. Look for a package that includes everything you need

Investigate what’s included in the fleet management package – and, crucially, what isn’t. As we explored earlier, different suppliers will charge different amounts for different add-ons. It’s worth finding one that either includes all the functions you need under its base monthly price, or can provide them for as small an extra charge as possible.

6. Opt for a scalable system

As your business and fleet grows, you want a fleet management system that can grow with it – at minimal cost! So, investigate your supplier’s process for adding more vehicles to a system, and how much it’ll charge you to do so. If it seems like it’ll be really pricey or weirdly complex, it could be a good idea to keep looking.

Next Steps

How much a fleet management system costs your business will depend on a number of factors – including how advanced the system is, whether you buy or lease your GPS tracking devices, and the additional fees and charges your supplier asks for.

Fleet management subscriptions typically cost anywhere around $25 to $45 per vehicle, per month, with more basic systems starting at $14 and more sophisticated systems costing over $100. However, if you’re a smaller business that’s new to fleet management, there’s no need to look too far beyond the cheaper end of the spectrum yet.

With so many benefits afforded by fleet management systems, getting one set up really should be a priority. Fortunately, there are plenty of different systems out there to compare.

Want a quick and easy way to find a supplier that matches your needs and your budget? Use our free quote comparison tool. Simply let us know about your fleet, and we’ll connect you with suppliers that meet your unique demands. You’ll then get accurate, obligation-free quotes, which you can review and compare.