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The 2025 Road Freight Cost & Compliance Playbook: What Every Fleet Must Know Before Q4

What every fleet, operations, and finance leader must know before Q4

European road transport is facing one of its most complex years yet. Costs are shifting fast, regulations are tightening, and the timeline for decarbonisation is no longer abstract – it’s written into law.

This playbook brings together the latest toll updates, fuel developments, compliance deadlines, and regulatory changes that matter most to your fleet and your bottom line.

1. Road charges: what’s changed and what to budget

Germany (Lkw-Maut)

  • Since July 2024, tolling applies to vehicles above 3.5 tonnes.
  • Charges are now split across five CO₂ classes, meaning your vehicle’s emissions performance directly impacts your per-km costs.
  • Zero-emission vehicles (ZEVs) remain exempt until 31 December 2025, after which a partial toll will apply.

Austria (GO-Maut)

  • Published 2025 toll tables now include explicit CO₂ surcharges.
  • For example: a EURO VI, CO₂ Class 1 truck pays €0.2566/km (2 axles), while a ZEV of the same class pays only €0.0577/km.

Czech Republic (MYTO CZ)

  • CO₂-based tolling began in March 2024.
  • Vehicles first registered after July 2019 may qualify for lower toll classes if operators submit the right documentation.

Belgium (Viapass)

  • Rates updated in 2025 with new weight and emissions differentiation.
  • ZEVs remain exempt if they are equipped with an active OBU.

Action point: Audit last year’s mileage by country and axle mix, then recalculate using 2025 rates and your vehicle’s CO₂ class. In some cases, simple re-classification paperwork can materially lower your per-km costs.

2. Fuel & energy: prices, HVO, and the countdown to ETS2

Diesel spreads matter. In August 2025, average prices were €1.77/L in Germany, €1.75/L in France, €1.55/L in Spain, and €1.49/L in Poland. On long international routes, these differences add up quickly.

HVO100 (paraffinic diesel) is now legally available at public stations in Germany (since May 2024). Before adopting, always confirm OEM approvals for your vehicles.

ETS2 (the EU’s new carbon market for transport fuels) goes live in 2027 (or 2028 if delayed). Current forecasts suggest an additional €0.13/L cost impact at €48 per tonne of CO₂, with higher scenarios possible by 2030.

Action point:

  • Lock in card networks with cross-border coverage and transparent pricing.
  • Pilot HVO100 on approved vehicles where supply is available.
  • Start modeling ETS2 scenarios into your 2027 budgets.

3. Compliance deadlines that bite in 2025

  • Smart tachograph retrofit: All international vehicles registered before 21 August 2023 must be fitted with Version 2 smart tachographs by 19 August 2025. Missing the deadline risks parked trucks at borders.
  • VAT refund cutoff: Claims for 2024 expenses must be submitted through your national portal by 30 September 2025. Miss it, and the refund is lost.

Action point: Secure workshop slots for retrofits now, and begin compiling 2024 invoices for VAT recovery.

4. Vehicle standards & infrastructure: locked-in changes

Euro 7 is confirmed. Heavy-duty vehicles must meet Euro 7 standards from 29 May 2028. This has big implications for procurement and residual values.

CO₂ targets are tightening. OEMs must reduce fleet-average emissions by 45% by 2030, 65% by 2035, and 90% by 2040. This roadmap will shape availability and total cost of ownership for new vehicles.

Infrastructure is expanding under AFIR. Starting in 2025, the EU requires high-power truck charging and hydrogen refueling points along major corridors, ramping significantly by 2030. From January 2027, ≥50 kW chargers must also accept payment cards.

Action point: Map your fleet’s reliance on public infrastructure and prepare for depot charging where gaps remain. Ensure your payment processes are ready for mandatory card acceptance at charging stations.

5. Market pulse: rates & demand

European spot road-freight rates softened into early 2025 due to easing demand and capacity. While relief is welcome, it’s also the perfect moment to renegotiate contracts and secure better fuel or toll indexation terms before volatility returns.

6. Efficiency levers that keep paying back

  • Eco-driving & driver coaching: Proven to cut fuel use by 5–10% when sustained.
  • Low-rolling-resistance tyres: Deliver 2–5% savings if properly specified and maintained.
  • Aerodynamic add-ons: Trailer skirts, fairings, and tail devices stack up to meaningful reductions at motorway speeds.

7. Your 2025 fleet checklist

This month

  • Map toll exposure by country, axle, and CO₂ class.
  • Book tachograph retrofits before workshop slots fill.
  • Begin preparing VAT refund claims for submission before 30 September.

This quarter

  • Run a diesel-price routing audit and adjust fueling strategies.
  • Pilot HVO100 on approved vehicles.
  • Plan AFIR compliance: where to charge, and how to pay.

This year

  • Build ETS2 carbon cost scenarios into 2027 budgets.
  • Standardise tyres and aero upgrades into procurement.
  • Revisit fleet renewal planning in light of Euro 7 and tightening CO₂ targets.

Final word

2025 is the year to get ahead of costs and compliance, not chase them. The fleets that win will be those that combine smart toll and fuel management with proactive compliance and early adoption of cleaner technologies.

Our mission is to make these transitions simpler – so you can focus on moving freight, not paperwork.