Priority Landscapes has built a reputation for quality service across commercial properties throughout Central Texas. As CFO, Olinda Ramirez oversees everything from financial planning to operational efficiency and tech integrations.
With a rapidly growing footprint, expanding maintenance and irrigation crews, and a sharp eye on margins, Priority Landscapes needed better visibility and control over one of its most persistent cost centers: fuel.
The Challenges
“We were bleeding money.”
Before switching to Coast, Priority Landscapes used on-site tanks managed through a local fuel provider and Shell gas cards. Neither option delivered the transparency or control Olinda needed.
- On-site tanks were unmanaged and prone to misuse
- Paper-based processes made reporting painfully slow
- “Fuel costs were all over the place,” Olinda said
- Pulling usable reports or Excel data took seven business days
- Drivers often fueled inefficiently
“It was sheer frustration. There was no control, no visibility. My boss kept asking, ‘Where are they gassing up? Where’s the money going?’ And I didn’t have answers,” Olinda explained.
A Culture of Complacency Around Fuel Use
Employees knew fuel spending wasn’t monitored closely and so they pushed boundaries. From extra snack stops to fueling non-company vehicles, the lack of oversight eroded trust.
The Solution
After discovering Coast at the Elevate conference, Olinda saw the potential immediately. Coast’s real-time visibility, seamless integrations, and field-tested controls helped Priority Landscapes completely overhaul its fuel program.
Real-Time Control and Smarter Planning
- Integration with Azuga and Aspire enables connected fuel and fleet data
- Odometer checks and real-time flagging improve driver accountability
- Management now knows exactly where and when fuel is purchased
- Rebates and station comparisons help guide drivers to cost-effective stops
- Diesel trucks and unleaded mowers are tracked separately with “equipment” logins
“It’s so easy to pull what I need. We separate fuel by auto and equipment, and I can give our owner a full report in minutes,” Olinda says.
Driving a Culture of Compliance
Fuel is now tracked on weekly scoreboards and is part of Priority Landscapes’ internal performance metrics. Olinda even uses odometer irregularities in performance reviews.
Management also runs a leaderboard where employees can compare their fuel performance—a fun, transparent way to reinforce the right behaviors.
Built for seasonality, equipment tracking, and integration operations
As a landscaping company, Priority Landscapes faces unique operational challenges: crews and equipment scale up quickly during peak seasons, fuel use spikes, and tight margins demand real-time insights into where resources are going. With Coast:
- New cards and users are added in minutes
- Equipment is added just as easily and tracked separately from diesel trucks for clearer insights
- Fuel usage increases in April–October are tracked in real time
- The integration with Azuga and Aspire provides a complete picture of fuel and job costs
The Results
✅ Fuel misuse eliminated and no more “bleeding money”
✅ Real-time reporting empowers data-driven decisions
✅ Drivers are guided to cheaper stations
✅ Greater accountability and fewer questions from leadership
✅ Integration with Azuga and Aspire streamlines operations
✅ Flexible for seasonal onboarding and equipment tracking
