How Manual Route Planning Is Costlier Than Automated Route Optimization

6 mins Read

August 3, 2023

Efficient route planning is crucial to the success of businesses that rely on transportation and logistics. Hand-selecting routes and organizing them in a way that minimizes travel time and fuel consumption is a labor-intensive and time-consuming process. Whether it’s a fleet of delivery vehicles, a supply chain network or service technicians on the road, the time and resources spent on manually planning routes have hidden costs that can negatively impact productivity, operational efficiency and overall profitability. Let’s look into the true cost of manual route planning and the importance of adopting route optimization solutions.

The Difference Between Route Planning and Route Optimization

Route planning is the process of creating a set of routes or paths to reach a number of specific destinations. It involves selecting destinations, determining the order of visits and considering factors like distance and delivery time windows. Route planning provides a preliminary plan for deliveries or services but does not take into account real-time data or dynamic factors that could impact the actual delivery process and may not necessarily optimize for cost.

On the other hand, route optimization is a more advanced, comprehensive and data-driven approach. It uses sophisticated algorithms and real-time data to dynamically optimize routes, considering variables like traffic conditions, weather and customer rescheduling requests. Route optimization helps minimize costs, reduce delivery times and enhance overall efficiency. It continuously adapts routes to changing conditions, providing accurate estimated arrival times and improving communication with customers for a more seamless and satisfying last-mile delivery experience.

Where Manual Routing Falls Short

Wasted Time and Resources

One of the most apparent drawbacks of manual route planning is the sheer amount of time and effort it takes. Selecting routes by hand while evaluating traffic conditions and considering the numerous factors involved in routing can be back-breaking work. This manual approach wastes hours that could have been better invested in core business activities or enhancing the customer experience.

Also, manual planning fails to consider live traffic updates, road closures or weather conditions. As a result, drivers may find themselves stuck in traffic or facing unforeseen obstacles, leading to increased time on road, fuel consumption, and wear and tear on vehicles.

Lack of Data Generated

Manual routing does not create the wealth of data that automated route optimization does. Unlike automated solutions, which collect, analyze and generate vast amounts of real-time data, manual routing does not provide logistics teams with in-depth data to analyze and further optimize operations. This limitation restricts the ability to make data-driven decisions, hindering the potential for continuous improvement and efficiency gains in transportation and delivery processes. Without comprehensive data insights, logistics teams may struggle to identify trends, uncover inefficiencies and implement targeted improvements, leaving valuable opportunities for optimization untapped.

Inefficiency and Inaccuracy

Human planning is prone to errors and inconsistencies, causing a higher likelihood of overlooking optimal paths. Such inefficiencies can lead to longer travel times, reduced driver productivity and increased chances of missed delivery windows. Late deliveries or inaccurate arrival time estimations can impact customer satisfaction, tarnishing a company’s reputation and resulting in lost business opportunities. Manual routing can also result in suboptimal fleet utilization. Be it accruing surplus miles on the road or having a bigger fleet than necessary, it costs the business extra money either way.

Limited Flexibility

Another drawback of manual route planning is the limited flexibility it offers in adapting to dynamic and unpredictable situations. Human planners often create fixed routes based on historical data or assumptions about traffic patterns, delivery times and customer locations. These routes are not amenable to on-the-go changes that may arise at any point after the planning is completed. However, real-world scenarios are rarely so predictable, and unforeseen events — traffic jams, road closures or urgent customer requests, etc. — can easily throw the entire plan off track. In these circumstances, planners would need to manually adjust routes on short notice, leading to suboptimal decisions and inefficient use of resources.

Rising Operational Costs

Inefficient routes contribute to increased fuel consumption and unnecessary wear and tear on vehicles. Over time, this results in higher maintenance costs and reduced vehicle lifespan, putting an extra strain on company finances.

Additionally, the time spent on manual route planning translates to higher labor costs. Valuable man-hours that could be better utilized elsewhere in the organization are devoted to repetitive and ineffective planning tasks, affecting overall productivity and employee satisfaction. Poorly optimized routes also necessitate longer hours and distances for drivers, further driving up labor costs and possibly overtime.

Opportunity Costs

The true cost of manual route planning goes beyond the direct expenses incurred during the process. The opportunity cost of not utilizing route optimization software can be substantial. By not investing in an automated solution, businesses miss out on the potential for increased efficiency, better resource utilization and a competitive advantage in the market.

For instance, manual route planning limits the scalability of operations. A staggering amount of revenue is left on the table due to the inability to serve all the customers in what would otherwise be serviceable areas. Similarly, minimizing miles driven with a route optimization solution lets fleet managers squeeze in a few extra jobs each week. The additional revenue generated by this over the course of a year can be significant and serves as a useful boost on the organization’s balance sheet — an opportunity lost when planning routes manually.

Customer Satisfaction and Brand Reputation

Customer satisfaction plays a pivotal role in any business’s success. Late deliveries, long waiting times and erratic service schedules due to poor route planning can tarnish a brand’s reputation. Negative customer experiences are often shared through word of mouth or online reviews, potentially deterring prospective customers from engaging with the business.

The Boon of Route Optimization Solutions

Route optimization solutions are designed to effectively address the challenges associated with manual routing. With the help of intelligent algorithms and real-time data, these solutions compute the most efficient routes, accounting for multiple constraints like traffic, weather, service windows and vehicle capacity.

Implementing route optimization solutions offers several key benefits:

Time Savings: Automated route planning significantly reduces the time required for planning, freeing up resources to focus on core business activities.

Cost Efficiency: Optimized routes lead to reduced fuel consumption, lower maintenance costs and improved vehicle lifespan, contributing to long-term savings.

Improved Customer Experience: Accurate ETAs and timely deliveries enhance customer satisfaction, leading to increased loyalty and positive reviews.

Increased Productivity: Route optimization enables companies to complete more deliveries or service appointments within the same time frame, maximizing driver productivity.

Real-Time Adaptation: Route optimization tools can adjust routes on the fly based on real-time data, helping drivers avoid traffic jams and other unforeseen obstacles.

Scalability: Route optimization software seamlessly scales with the business, accommodating an increasing number of orders and deliveries with ease.

Sustainability: By minimizing fuel usage and reducing carbon emissions, route optimization solutions contribute to a greener and more environmentally friendly operation.’s Route Optimization API’s Route Optimization API, powered by artificial intelligence and machine learning, is an immensely capable tool for streamlining logistics. It’s capable of ingesting real-time as well as historical data on delivery operations and external factors like traffic patterns and weather conditions to continuously fine-tune routes and ensure optimal efficiency.

One of its biggest strengths is its ability to optimize routes for complex scenarios with a number of custom constraints, including but not limited to:

  • Type of vehicle – Trucks, vans, cars, motorbikes and cycles all traverse roads differently and will have different optimal routes
  • Vehicle characteristics – Some roads may place restrictions on vehicles of certain heights, weights, clearances, number of wheels, etc.
  • Material being transported – Vehicles carrying some hazardous materials may not be permitted on certain roads
  • Time-based restrictions – Some roads only allow travel on certain days of the week or hours of the day
  • Emissions regulations – Specific regions may have regulatory requirements around emissions from vehicles that ply their routes
  • Driver skills – Each field agent or vehicle may be equipped with different skills and tools to tackle different types of jobs
  • Delivery priority – Some jobs need to be completed before others, even if it causes a deviation from the otherwise optimal path

These are just a few examples of the factors’s Route Optimization API can take into consideration. Such depth of customization enables tailored results for virtually any use case.


As we’ve seen, the hidden costs of manual route planning are substantial and impact various aspects of business, including operational efficiency, customer experience and brand reputation. From wasted time and resources to missed opportunities and reduced scalability, the drawbacks of manual planning are clear.

Embracing route optimization through specialized tools like’s Route Optimization API is a strategic investment that pays off in myriad ways, including increased efficiency, enhanced customer satisfaction and long-term business growth. In a market where efficiency and timeliness are paramount, businesses that prioritize automated route optimization will undoubtedly gain a competitive edge over those that don’t.


Schedule a demo with our team to see firsthand how’s Route Optimization API can facilitate a smoother and more cost-effective journey toward business success for you.


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