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Fleet management in Rwanda: renewals, fuel and the real cost per truck
A truck parked for an expired paper earns nothing. A truck whose cost you do not know may be earning less than you think.
12 September 2026 · 8 min read
Short answer: keep one record per vehicle, hang every cost and paper on it (fuel, services, repairs, inspections, licences, insurance), and let the dates remind you. The cost per truck should be added up from those records, never estimated.
We found out the inspection had expired when the police stopped the truck.
The papers that stop a truck
| Paper | What to track |
|---|---|
| Technical inspection | Every six months; next due date |
| RURA licence | For goods and passenger transport; expiry |
| Road levy | Payment period |
| Insurance and COMESA Yellow Card | Cover dates, and for cross-border trips |
| Driver's licence | Category and expiry |
The real cost per truck
Divide everything a truck cost in a period (fuel, services, repairs, tyres, papers, insurance, the driver's share) by the kilometres it drove. That figure tells you which routes and which vehicles make money.
A day, after
Monday morning dispatch
- 06:30The map shows every truck. One inspection is due in nine days and is already booked.
- 07:00Trips assigned from the Dispatch Board; drivers see their stops.
- 17:00Proof of delivery is in. Invoices go out from the trips, not from memory.
Questions people ask
How often is technical inspection in Rwanda?
Commercial vehicles are generally inspected every six months. Confirm the current interval for your vehicle class.
How do I calculate cost per kilometre?
Total running and fixed costs for the period divided by kilometres driven in that period, per vehicle.
Run the whole business from one place
Sales, books, money, people and trucks in one workspace. Set up in an afternoon, built for how business works in Rwanda.
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