An 800+ employee construction firm replaced paper-based processes with integrated fleet management software to reduce fuel costs, improve maintenance efficiency, and streamline field operations, saving thousands per asset.
The Issue
HEI Civil’s rapid growth exposed inefficiencies in their fleet operations, which relied on paper time cards, Excel spreadsheets, and manual fuel tracking. With hundreds of assets across multiple regions, the lack of visibility into maintenance history, fuel consumption, and worker activity created operational bottlenecks and made scaling unsustainable.
The Solution
In 2018, HEI Civil implemented HCSS Fleet software, including Equipment360, Telematics, Dispatcher, FuelerPlus, and HCSS Field. These tools replaced outdated systems, automated preventive maintenance scheduling, centralized fuel data, and streamlined communication between supervisors and mechanics. This enabled their team to track hours, assign work orders, and manage every aspect of their fleet more efficiently.
The Outcome
With HCSS Fleet software, HEI Civil now has real-time insight into fleet performance, saving time and money across operations. For example, they identified a 15% fuel efficiency improvement with hybrid equipment, cut back on repeat repairs, and accelerated mechanic onboarding. Within two weeks, new users had adapted quickly, making HCSS feel like a natural extension of their workflow.
“Before, we basically had no visibility of where our fuel was going. It was all hypothetical. Now we can see where we’re going wrong, make comparisons, and make changes in the way we do business.”
– James Kaplan, Equipment Operations Manager, HEI Civil
HEI Civil Overhauls Its Fleet with the Right Software
HEI Civil has been a cornerstone in Colorado’s heavy civil construction industry for over 52 years. After starting out with small contracts digging basements, the company has grown into a 800+ employee enterprise with divisions across Colorado, North Carolina, and Texas. HEI specializes in utility installation, earthwork, grading, and paving prep and holds unlimited project size qualification with CDOT.
Managing such a widespread and equipment-heavy operation required a technology-driven solution—something spreadsheets and manual tracking could no longer support.
Challenges Before HCSS
Prior to implementing HCSS software, HEI Civil’s operations were heavily manual and fragmented:
- Time tracking was done via paper and Excel sheets.
- Fuel consumption estimates were based on assumptions (not actual data).
- Maintenance scheduling relied on physical inspections and lacked proper context.
- Fleet visibility across divisions was minimal.
- Communication between supervisors and the shop left much to be desired.
As HEI Civil scaled, these outdated methods became unsustainable. In 2018, HEI Civil implemented HCSS Equipment360 to modernize its fleet and maintenance operations. The company upgraded to the Unlimited User Plan (UUP), which unlocks full access to all HCSS solutions, equipping the entire team to work smarter, faster, and together.
Enhanced Preventive Maintenance & Visibility
Using Equipment360 and HCSS Telematics, HEI Civil gained real-time visibility into machine hours, fault codes, and service needs. For example, the following proved game-changing:
- Automated PM scheduling: No more guesswork! Using HCSS Telematics for proper forecasting lets them see what’s coming up and when something is due.
- Work order history: The abundance of documents means HEI can ensure technicians aren’t repeating the same repairs repeatedly.
- Improved field service efficiency: Technicians can arrive on-site with the right parts and full context of issues in need of fixing.
- Maintenance request system: This allows supervisors to submit requests via HCSS Field, which automatically alerts the right team members and initiates work orders in Equipment360.
“My favorite is the maintenance request feature,” says James Kaplan, Equipment Operations Manager at HEI Civil. “That interaction is huge and has jumped us miles in the future. They can throw in their pictures and give you a decent description of what’s going on with the machine.”
Fuel Management with Measurable ROI
Before adopting FuelerPlus, HEI Civil relied on estimated burn rates to track fuel usage across its fleet. While this approach offered a general picture of consumption, it lacked the precision needed to drive operational improvements or uncover cost-saving opportunities.
That all changed with the implementation of FuelerPlus. Now they can precisely track their equipment and capture clear, actionable data, knowing exactly how many gallons go into each machine.
For example, Kaplan recently compared two Cat D6 dozers—one hybrid and one non-hybrid. Using fuel data, they identified that the hybrid consumes 15% less fuel than the non-hybrid. Next, they tracked the cost savings, which saved them between $6,000 and $10,000 over six months.
Being able to pinpoint tangible ROI like this shows how the software can easily pay for itself.
Rapid Onboarding & Improved Operations
HEI Civil has achieved strong team buy-in and fast onboarding. From day one, they train new mechanics hands-on, pairing them with experienced team members while they learn to use Equipment360, FuelerPlus, and other HCSS software.
“Everybody is drinking from the fire hose here,” Kaplan jokes. “But usually within a week or a maximum of two weeks, the guys have the hang of it, and the software has just become second nature. It’s part of the culture here now.”
As HEI Civil continues to scale organically and through acquisitions, Kaplan believes ongoing innovation makes HCSS the ideal partner, helping them stay ahead of the curve.
“It’s a solid product,” he says of HCSS Fleet software. “I think that you guys are forever growing and forever trying to do things better. Nothing is going to make me jump to some other software company.”
Continuing to Grow with HCSS
HEI Civil’s journey from Excel spreadsheets to fleet management technology illustrates how digital transformation—when done right—can elevate operational efficiency, reduce costs, and position a company for handling rapid growth.
If you would like to start a conversation about getting started with HCSS Fleet, a software expert is ready to help.
