Toll fees in Europe – where is your money going? A cost optimization guide for carriers

In the cost structure of a modern transport company, road fees (tolls) typically represent the second largest item after fuel – it is estimated that in international transport they can account for 15% to even 25% of all operating expenses. While the base rates for highway travel are set by governments and road managers, the final amount on the invoice depends on the chosen operator and the billing method. If you do not verify these costs regularly, your margin may unnecessarily decline.

In the TSL industry, there is a belief that tolls are a "tax" that cannot be avoided. This is only partially true. We cannot avoid the toll itself, but we can avoid a range of fees and hidden costs that accumulate around the handling of these payments. Many carriers have been using the same onboard devices (OBUs) for years, treating them as a "necessary evil." Meanwhile, the EETS (European Electronic Toll Service) market is changing dynamically, and loyalty to old contracts often means overpayment – similar to an outdated phone subscription or an old bank offer.

Where to look for savings? Anatomy of hidden costs

For the dispatcher and the owner of the company, simplicity is key – the vehicle should drive, and fees should be settled. However, from a financial perspective, the devil is in the details of the agreement with the toll device supplier. When analyzing invoices, it is worth paying attention to four critical areas where money is most often "leaking":

1. Commission and system fees

The market standard is a small commission on turnover. However, some suppliers break it down into several items: "system fee," "credit insurance," or additional percentage surcharges. They are often poorly visible on the consolidated invoice, and on a yearly scale, with a fleet of several or a dozen vehicles, they create amounts in the thousands of euros.

2. Operational costs of the device (OBU)

Do you pay for the device's shipment? Do you incur costs for changing the registration number assigned to the box? And what if the vehicle is in service for two weeks – does the operator charge an "inactivity fee"? In many older billing models, each such operation adds an extra 10, 20, or 50 euros to the bill.

3. Currency trap (Spread)

This is often the most costly and least visible element. Road fees in Europe are charged in several currencies: PLN, HUF (Hungary), CZK (Czech Republic), DKK (Denmark), SEK (Sweden), or CHF (Switzerland). If your supplier converts these currencies to EUR at their own rate, they usually add a margin (spread). A difference of 1-2% on the rate, with annual turnovers of a transport company, amounts to huge sums that you give to the intermediary "for nothing".

4. Fragmentation of systems

Using several different devices on the windshield is not only an aesthetic problem or visibility for the driver. It primarily leads to administrative costs. Each system means a separate invoice, a separate deposit, a separate claims process, and accounting.

EETS – a standard that changes the rules of the game

The answer to the chaos in toll payments is the EETS system (European Electronic Toll Service). Its premise is "one box, one contract, one invoice." A good EETS device should serve not only the main transit countries (Germany, France, Austria) but also specific markets (Poland, Hungary, Scandinavia) and additional infrastructure: bridges, tunnels, and parking lots.

Switching to the modern EETS system is the moment when it is worth comparing the fee tables.

Solution Analysis: OMV SmartPass

As an example of a solution that aggressively fights against additional costs, it is worth analyzing OMV SmartPass (based on Telepass technology). Analyzing the fee structure of this solution compared to market standards shows where real cost cuts can be made.

Cost Transparency – what you do NOT pay for?

Based on the technical data from the operator, the OMV billing model eliminates most administrative fees that are standard with competitors.

With OMV SmartPass, you incur the standard monthly rental fee for the device, an activation fee (personalization), and a surcharge, but you relieve yourself of the burden of several handling fees. Importantly – you do not pay penalties for the vehicle standing still (e.g., during a dead period).

Currency conversion at ECB rates – a key difference

This is probably the strongest point of this solution from a financial perspective. OMV SmartPass uses reference rates of the European Central Bank (ECB).

What does this mean in practice?

ECB rates are average rates published daily, used for settlements between central banks. They do not include the buy/sell margin (spread) that commercial banks or other fuel card operators impose. This means that when paying for Hungarian or Czech roads, the settlement happens at the most favorable exchange rate on that day. This effectively reduces the overall cost by 1-2%.

Range and convenience for the dispatcher

The device works in a "Plug & Play" system in most European countries, drastically simplifying fleet management.

• Coverage of countries: Austria, Belgium, Bulgaria, Switzerland, Czech Republic, Germany, Denmark, Spain, France, Croatia, Hungary, Italy, Norway, Poland (e-TOLL, A1, A4), Portugal, Sweden, Slovenia, Slovakia.

• Additional infrastructure: The device automatically pays for travel through key tunnels (e.g., Liefkenshoek in Belgium, the Karawanken tunnel), bridges (the famous Storebælt and Øresund connecting Denmark and Sweden), and selected guarded parking lots (France, Italy).

For the dispatcher, this means the end of worrying about whether the driver has purchased a vignette for a given bridge or whether they have cash for the tunnel. Everything is recorded automatically on one device.

List of all roads, bridges, tunnels, and ferries covered by OMV SmartPass:

Summary

Cost optimization in a transport company does not have to involve drastic cuts. Sometimes it is enough to change the toll collection tool. When choosing a toll provider, do not only look at the device's coverage but, above all, at the table of additional fees and the currency conversion mechanism.

If your company is looking for savings and transparency, a solution like OMV SmartPass can bring tangible benefits from the very first month of use.

Do you want to check how much your company can save by switching to OMV SmartPass?

Contact ONYX, the official agent of OMV SmartPass in Poland. We will help analyze your current costs and efficiently conduct the device replacement process.