Tyres are the largest variable expense after fuel among fleet costs. Despite this, in most businesses, they are never tracked separately.
The result of untracked operations goes both ways. On one hand, prematurely replaced tyres generate unnecessary costs, while on the other hand, late replacements pose safety risks.
In this article, we explained how to set up a tyre card, track tread depth, plan seasonal changes, and manage storage.
Table of Contents
Why is separate tracking necessary?
Tyres are assets that move independently of the vehicle. They can be removed from one vehicle and fitted to another or wait in storage.
This mobility makes tracking them solely through the vehicle card insufficient. Tyres must have their own records.
Separate tracking allows you to measure the true lifespan of each tyre. This is the only way to know how many kilometers a particular brand has driven.
There is also a safety aspect. A tyre whose tread depth has dropped below the limit carries a serious risk of accidents.
Records are kept in the fleet module and associated with the vehicle.
Tyre card structure
A tyre card must contain information detailed enough to be tracked individually. Brand and size alone are not sufficient.
Production date is important; even if tyres are not used, they age over time and lose their properties.
Purchase date and amount are the basis of cost analysis. The vehicle it is fitted on and the position must also be recorded.
Fitting and removal mileage allows calculating the distance used.
Current status information must also be kept: mounted, in warehouse, retreaded, or scrapped.
Tread depth and measurement
Tread depth is the most direct measure indicating the remaining life of the tire and must be measured regularly.
Performing measurements periodically allows predicting the replacement time in advance. Sudden decisions lead to expensive purchases.
When measurement results are recorded, the wear rate can be calculated. This rate provides the estimated replacement date.
Irregular wear is also caught by these measurements and usually points to alignment or pressure issues.
This detection both extends tire life and improves fuel consumption.
Rotation and balancing
Tires wear at different rates depending on their position on the vehicle. Rotation balances this difference.
Regular rotation significantly extends the total life of the tire set and reduces costs.
Rotation operations must be recorded; which tire stayed in which position and for how long must be tracked.
Balancing and alignment should also be done along with rotation. When planned together, these three are completed in a single stop.
Planning it together with the maintenance calendar ensures it requires no additional downtime.Maintenance planrefer to the article.
Seasonal change plan
Seasonal tire change is an operation that needs to be planned across the fleet.
Trying to change all vehicles in the same week creates both service queues and operational disruptions.
Spreading the change over a few weeks distributes this load. Priority should be given to heavily used vehicles.
The condition of the tires in the warehouse must be checked before the change. Purchases should be made in advance for those that are unusable.
Legal obligation dates should also be marked on the calendar; these dates repeat in the same period every year.
Storage management
Where removed tires are stored is the most confusing part of seasonal changes.
Storage locations must be recorded on the tire card. It should be known which set is where.
If storage is outsourced, delivery and retrieval records must be kept. Lost sets are prevented with this record.
Storage conditions also affect tire life; unsuitable conditions lead to premature aging.
Storage fees should also be included in the cost analysis; this item is often overlooked.
Cost analysis
The true measure of tire cost is not the purchase price, but the cost per kilometer.
A cheap tire can be an expensive option if its lifespan is short. This comparison can only be made with records.
Its impact on fuel consumption must also be taken into account; low rolling resistance tires reduce consumption.
Tire costs should also be tracked on a vehicle basis; abnormally high consumption is a sign of a driver or technical issue.
We covered the total cost approach in the asset lifecycle article.
Supply and procurement planning
Tire procurement is significantly cheaper when planned. In case of urgent need, there is no room for negotiation.
Estimates derived from wear data allow procurement to be planned in advance.
Bulk purchasing lowers the unit price. This advantage can be utilized when fleet-wide needs are known in advance.
Pre-season purchasing also provides price advantages; demand increases during the season drive up prices.
We explained supplier comparisons in the supplier price comparison article.
Points to consider
Tire pressure checking is the lowest-cost and highest-return measure. Low pressure increases both wear and fuel consumption.
Adding this check to the driver's daily routine provides significant savings.
Excessive recording burden causes the system to be abandoned; a short record is sufficient during mounting and dismounting.
Scrapped tires must also be closed out; open records mislead the inventory.
Legal tread depth limits are determined by legislation; please consult the relevant regulations for current values.
Frequently asked questions
Does every tire require a separate record?
It varies depending on fleet size; set-based recording may be sufficient for small fleets.
How often should the tread depth be measured?
Measurement during maintenance periods is sufficient; the frequency can be increased for heavily used vehicles.
How is storage tracked if it is done by an external company?
The storage location is written on the tire card, and delivery and receipt records can be attached as documents.
Are tire costs included in the vehicle cost?
They are included in the vehicle cost; however, tracking them as a separate item also provides a comparison opportunity.
Tire management is an item that seems small but amounts to a significant figure across the fleet. Proper tracking both reduces costs and increases safety.
Calculate the cost per kilometer; comparisons made solely by looking at the purchase price often turn out to be misleading.
Spread seasonal changes over a few weeks as well; a change squeezed into a single week creates service queues and operational disruptions.
Add pressure checks to your daily routine; this is the lowest cost and highest return measure.
Record tread depth measurements. When the wear rate is calculated, the replacement date can be predicted in advance and purchases can be planned.
Write the storage location on the tire card as well; loss, especially in sets stored at an external company, is the most common and easily preventable problem.
By consulting the EQLEM team, you can plan your tire tracking setup.