Transport company owners face numerous financial challenges, from fuel costs and driver wages to vehicle profitability and investments in technology such as telematics tools or Transportation Management Systems (TMS). Road tolls represent a significant but often overlooked operational expense. Properly factoring them into cost calculations is essential for accurate budgeting and profitability.
In this article, we will examine toll fees, explain how to calculate them and discuss the strategies transport companies use to optimise these costs.
Road tolls are mandatory charges for using specific road infrastructure. While they apply to various vehicle types, they primarily affect heavy commercial vehicles (HGVs) over 3.5 tons and buses. In Poland, tolls are charged not only on highways but also on sections of national and express roads and certain bridges and tunnels.
One primary purpose of toll fees is to finance road infrastructure construction, maintenance, and modernisation. In some regions, they also help regulate traffic congestion on high-density routes. There is also an environmental component—fees vary based on a vehicle’s emission class, encouraging cleaner transport solutions
Poland’s toll system classifies vehicles based on weight and collection method:
Electronic Toll Collection (e-TOLL): This system applies to buses and heavy goods vehicles over 3.5 tons. Managed by the General Directorate for National Roads and Motorways (GDDKiA), e-TOLL uses onboard tracking devices to automatically monitor vehicle movements and calculate tolls electronically, eliminating the need for manual payments and reducing delays.
Investing in modern tools can simplify toll cost calculations and lead to savings. Transport Management Systems (TMS) integrate maps designed for heavy transport, allowing companies to plan optimal routes, analyse toll costs based on vehicle type, emission standards, and route choice, and identify cost-saving alternatives.
Additionally, online toll calculators and apps provide quick estimations of toll fees based on vehicle specifications and selected routes. These solutions help companies forecast costs more accurately and make informed route-planning decisions.
Toll payment methods in Poland vary depending on the operator and specific road section. Traditional payment options include toll booths on selected highway sections, where payments can be made using cash, credit cards, or fuel cards. Alternatively, the electronic toll collection system (e-TOLL) uses dedicated onboard units, such as the GBox OBU, to automate toll payments and streamline the process.
The e-TOLL system offers two types of payment accounts:
Electronic ticketing is available for the A2 and A4 highways. Tickets can be purchased online, through mobile apps, or at authorised sales locations. Some sections require tolls even for vehicles under 3.5 tons, so proper verification before travel is essential.
Optimising toll expenses is crucial for improving transport profitability. Here are key strategies to optimise costs:
Utilise Transportation Management Systems (TMS): Utilising Transportation Management Systems (TMS) allows for automated toll cost calculations by taking into account key factors such as vehicle size, number of axles, and emission standards. These systems enable route comparisons to identify more cost-effective alternatives and provide an estimated total journey cost across different countries, helping transport companies optimise their expenses efficiently.
Ensure Route Compliance: Ensuring route compliance is crucial for managing transportation costs and efficiency. Systems like GBox Assist enable real-time vehicle tracking and ensure drivers adhere to pre-planned routes. Dispatchers can send designated routes directly to drivers, who receive alerts if they deviate from the assigned path. Additionally, post-trip data collected from these systems provides valuable insights into route efficiency and driver performance, allowing companies to make informed improvements.
Optimise Payment Processes: Optimising payment processes can significantly improve financial management and reduce administrative workload. Using a fuel card provider that operates across multiple countries allows companies to consolidate billing into a single invoice, eliminating the need for multiple transactions. This not only simplifies financial tracking but also minimises the risk of errors. Additionally, relying on a single provider for multiple services can save costs through negotiated discounts, further enhancing operational efficiency.
Modernising the vehicle fleet: Modernizing the fleet can lead to significant cost savings, particularly when upgrading to models that meet Euro 6 emission standards. Vehicles compliant with these regulations qualify for lower toll rates across the European Union, reducing long-term operational expenses. Additionally, some toll systems offer discounts for eco-friendly vehicles, making fleet upgrades a strategic investment for cost efficiency.
Maintaining vehicle condition: Maintaining vehicle condition is essential to avoiding costly penalties and ensuring compliance with toll regulations. Illegal modifications, such as tampering with emission control systems, engine software, or AdBlue installations, can result in severe fines, backdated toll recalculations, and the confiscation of manipulated equipment. In countries like Germany, where enforcement is particularly strict, a vehicle found with an AdBlue manipulator is reclassified as non-compliant, leading to high penalties and additional toll charges.
Optimising toll costs is a multifaceted process that demands careful planning and the right tools. By implementing the strategies outlined in this blog, transport companies can improve cost control, enhance operational efficiency, and strengthen their competitive position in the market.
