Fuel is one of the hardest costs to control for HVAC businesses, but it’s also one of the biggest opportunities to save money. Andy Barnes, Fleet Manager at Air Control Systems, knows this firsthand. His team runs 150 vehicles across California and Arizona, and like most HVAC companies, fuel was one of their largest operating expenses, until they took a closer look.

We talked with Andy to unpack exactly how he’s using Coast and other fleet tools to reduce fuel waste, prevent fraud, and simplify operations across his fleet. Whether you manage 10 trucks or 200, his approach offers practical ways to control expenses and keep your team moving.

Check out the full video below, keep scrolling for summarized, actionable insights

1. Track the numbers that actually matter

Most HVAC fleets track fuel spend, but few dive deep into what the numbers are telling them.

Tracking miles per gallon (MPG) per vehicle, is one of the most critical metrics to monitor, and is now a lot more accessible to fleet managers. Andy’s team runs regular reports through Coast to compare vehicles and identify the ones that might need a replacement. This enabled them to spot two vehicles getting 12 MPG, compared to similar trucks running at 22 MPG, which was costing the business thousands each year.

By replacing the underperforming trucks, they’re saving around $7,000 per vehicle every year in fuel costs. With the right data and the right tools, business leaders like Andy can save thousands— money that can go straight back into improving the fleet operations and growing the business.

2. Stop fraud before it happens

Although Skimming can sound like a distant legend, Andy experienced it firsthand, “We had a $500 diesel charge come through — and we mostly run gas vehicles,” Andy shared. “Turns out someone skimmed our old fuel card at the pump. It took months to sort that out.”

Before switching to Coast, recovering from fraud meant manual reporting, lengthy investigations, and delayed reimbursements. Now, with Coast’s mobile-activated cards tied to specific drivers and vehicles, unauthorized purchases are stopped before they happen.

3. Give drivers flexibility without losing control

Drivers need to stay on the road. But things come up — tire repairs, parking, small expenses.

With Coast, Andy can set purchase limits for his team based on real-world needs. Need a tire patched under $50? Drivers can handle it without waiting for approval. Need a hotel or travel expense covered? Coast lets him adjust controls instantly.

4. Use driver behavior data to improve efficiency

Fuel efficiency is about more than just the vehicles, how your team drives plays a big role.

Andy’s fleet uses Samsara to track things like harsh braking, speeding, and idling. Coast connects with their system, so they see the full picture, things like fuel data, driver behavior, and vehicle performance, all in one place.

For Air Control Systems, that connection makes it easy to coach drivers and improve performance, without extra manual work.

But Andy also knows not every fleet runs by the same rules. Their HVAC crews often work in extreme heat, especially inland in California. That’s why they’ve made the choice to allow drivers to idle during breaks to stay cool.

“We use our vehicles as a safe zone when guys need to take a break,” Andy explained. “They can sit in the truck, turn on the A/C, and cool down. It keeps them safe, and it keeps them going.”

For other fleets, cutting idling could be an easy way to save fuel. For Andy’s team, safety comes first. The key is having the data to make those decisions in the first place.

Their team also uses driver scorecards to track safe driving habits across the fleet. High-performing drivers are recognized at company meetings, and they’re exploring other ways to reward strong performance like small bonuses, gift cards, or even simple things like a free coffee.

It’s a straightforward way to keep drivers engaged, encourage safe habits, and connect day-to-day decisions to bigger business goals.

5. Optimize where (and how) you fill up

Fuel prices vary, sometimes by as much as $0.50 to $1 per gallon within the same region. Coast’s tools help HVAC businesses guide drivers to preferred stations, reduce overpaying at expensive locations, and take advantage of partner rebates.

Combined with vehicle tracking and driver incentives, it’s a simple way to maximize every dollar spent at the pump.

The bottom line: practical savings, real results

Andy’s team at Air Control Systems is proof that controlling fleet expenses doesn’t require complex systems — just the right tools and data in one place.

With Coast, Andy’s team is:

• Saving $7,000 per vehicle annually
• Preventing fraud and unauthorized fuel charges
• Giving drivers flexibility without losing controls
• Improving fuel efficiency with real-time data