Crystal Balling 2024: Tech Trends Fuel Marketers Need to Know to Stay Ahead of the Curve

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5 benefits of an on-site fuelling software

Uncover the power of on-site fuelling software in transforming fuel delivery operations. Say goodbye to manual processes, paperwork and hello to streamlined order management, optimized routes, digitized driver workflows, accurate delivery numbers and speedy invoicing.

Table of Contents

Introduction

There’s a lot of operational nuances that go behind a successful on-site fuelling business. 

Drivers have multiple stops scheduled for the day. 

Dispatchers have their hands full with meticulously planning out driver schedules to ensure that no stops are missed and drivers have optimal routes. 

Drivers are doing metered deliveries – so they need to keep a record of the gallons delivered. 

In response, fuel marketers need to build a system to keep things running smoothly. An on-site fuelling software is the key that holds all this together.

How on-site fuelling software simplifies complex workflows 

On-site fuelling hinges on solid fuel delivery logistics and operations. And that’s prone to mistakes if you’re relying too much on paper, spreadsheets or even outdated systems. 

Sure, on the face of it, everything seems to be working fine. You’re completing orders. Profits are rolling in. But when you dig deeper – are your current workflows efficient enough? Could cutting out paper and spreadsheets save you more? Is there a better way for drivers to manage orders? And how can that reduce instances of missed deliveries or inaccurate data recording? Can driver-dispatcher communication be more streamlined? 

Here’s how an on-site fuelling software can do all of the above for you: 

A centralized platform to create, schedule, and dispatch orders

With a centralized platform it’s much easier for operations teams to manage orders without shuffling a lot of paperwork or toggling between systems. With all the information in one place and workflows automated –  dispatchers can plan out driver shifts with multiple stops in a way that doesn’t overwork drivers, maximizes truck and driver capacity and basically reduces costs. 

Plus – there’s real-time tracking enabled. And that tells you exactly where your drivers are at any given moment. This is particularly helpful in scheduling call-in orders. 

Centralized dashboard to manage on-site fuelling operations end-to-end.

Moreover, recurring orders can be automated by setting up customized schedules for repeat customers. This way – dispatchers never have to worry about manually creating orders for repeat customers or even missing out on fuelling customer assets. This again is a big time saver. Not to mention, it’s a great tool for delivering better customer experiences because you’re always able to deliver the right product to the right customer at the right time. 

On-site fuelling software enables you to automate order creation for recurring orders.

Building optimized routes

This perhaps is one of the key parts of optimizing on-site fuelling operations. Drivers have multiple stops to make throughout the day. So, you need to ensure that you build out routes for them that maximize the number of deliveries they make in a day, reduce idle time, avoid unnecessary detours and zero delivery runs. 

An on-site fueling software enables you to auto-generate routes for drivers. This saves dispatchers and drivers time and effort in manually planning routes. And drivers are able to complete their deliveries without extra hours. 

Digitized workflows for drivers 

Driver jobs are demanding. Think about managing multiple stops, ensuring accurate deliveries, handling all the paperwork. That too while trying to minimize errors and delays. They can benefit significantly from simplified workflows. Every minute saved on the road, every error avoided – translates into improved efficiency and productivity. 

That’s why it’s essential to break workflows/information down to the T for drivers – making it easier for them to do their jobs. 

Smartphone apps for drivers are just the perfect tool for this. Here’s how: 

  • Drivers get their entire schedule for the day on the app. They have the exact information they need to execute deliveries with minimal manual efforts and without flipping paper tickets. 
  • Every customer asset has a QR Code. By scanning it, drivers get all information related to that asset. This ensures that the right product is delivered to the right asset. 
  • Drivers don’t have to run back and forth between trucks and meters to manually record the gallons. It’s captured directly on the app with LCR meters integrations. 
  • Even in remote locations – drivers can continue using the app and all the data gets synced once drivers are back in network. 
  • As for documents like BOLs – drivers can capture the images on the app to keep a record. They can also hand out printed delivery tickets as proof of delivery to customers.

Here’s a quick read on how modern digitized workflows can improve driver efficiency and productivity.

Meter Integrations to keep track of fuel loaded/delivered 

Considering a typical workflow with manual and paper-based processes – inaccuracy in recording delivery numbers is a big concern. With so much happening on the field – it’s possible that drivers might forget to reset the meter or record 50 gallons instead of 500 gallons. But, with LCR Meter integrations – every drop of fuel loaded/delivered is accounted for without drivers having to manually take readings. Plus – all this field data is synced to the dispatch portal in real-time.  So once driver shifts end – dispatchers/billers don’t have to wait for drivers to come back from the field with the paper tickets.

LCR Meter Integration enables drivers to record gallons delivered right from their smartphones

Dispatch-accounting integrations to generate higher cash flow 

Papertickets and manual processes create challenges for operations/billing teams . They end up spending hours manually verifying/reconciling shifts and entering data into the accounting systems to create invoices. 

Modern on-site fueling software integrates with accounting/back-office systems – taking on all the mundane and routine tasks. You get a complete paper trail of every shift. And that means – knowing exactly what went in and out of the truck, how much was delivered, who was it delivered to. So you can verify and reconcile your shifts in just a click. Once you reconcile these shifts – you can directly push these shifts into accounting systems, again, in just a click. This saves the accounting/billing team hours of manual work and your company millions of dollars. And with all these processes digitized – you can send out invoices on the same day – ensuring faster billing, and speedy cash flow.

Related Read: Why fuel marketers across the country are implementing accounting and dispatch systems together

To summarize, here’s how an on-site fuelling software helps: 

For Dispatchers: 

  • Save at least 1-2 hours a day by eliminating paperwork and manual processes 
  • Avoid back and forth communication with drivers 
  • Track every driver and order in real-time 
  • Make quicker decisions like which driver to route a sudden call-in or emergency order to based on their schedule and inventory in real-time

For drivers: 

  • Faster and efficient delivery because there’s less paperwork to handle 
  • Ensure accurate recording of fuel loaded/delivered – because LCR Meter Integrations enable drivers to directly record the amount of fuel delivered on their smartphone apps 
  • Easier to deliver even in remote locations – since the app can be used in offline mode 
  • Avoid all the manual hard work of running back and forth between trucks and assets to record meter readings 

For business: 

Technology like this makes you much more efficient and also gives you a competitive advantage. 

  • Significant reduction in costs 
  • Save up on driver/dispatcher hours 
  • Do more with less
  • Minimized errors and delays 
  • Optimized routes – less idle time, more deliveries in lesser miles 

And as for your customers: 

  • They enjoy excellent customer service 
  • Faster fuelling 
  • On-time deliveries, every time 

Curious to see how FleetPanda’s dispatch platform can be the right partner for your on-site fuelling business? Check out this page to know more about FleetPanda’s on-site fuelling software or Let’s chat! 

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