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Fleet fueling software: How it works, the benefits, and how fuel marketers leverage it to stay ahead of competition 

Managing the nuances of fleet fueling can be tedious with all the paperwork and potential errors. But, with a fleet fueling software you can digitize operations, reduce errors and save countless hours and dollars. Curious to see how it works and how does it benefit your business? We talk about it all in this blog.

Table of Contents

How fleet fueling software is changing the way you manage your operations

There’s a problem with managing your fleet fueling business the old way (paper, spreadsheets, manual work) – it leads to inefficiencies and errors. Think about it – dispatchers have to manually create and dispatch every order. Drivers have to manage multiple stops and a bunch of paper-tickets on the field. Invoicing alone takes up days. Basically your entire operations slows down by waiting on paper for every process. So, it doesn’t come as a surprise that businesses are looking for tools to manage their operations better.  That’s where a fleet fueling software comes in. 

Fleet fueling software helps you streamline your entire operations and gives countless hours of busy work back to your team. 

How does fleet fueling software work? 

Essentially, a fleet fueling software automates/digtizes your operations. It eliminates all the paperwork, spreadsheets and manual efforts that go into managing deliveries. From building driver schedules, optimizing routes to LCR meter integrations – fleet fueling software makes operations workflows simple. Here are some of the key features: 

LCR Meter Integrations 

LCR meter integration is one of the most important features of a fleet fueling software. Usually, without meter integration, drivers are running back and forth between trucks to manually take note of gallons delivered at every site. Apart from being tedious, it’s error-prone where chances of recording 5000 gallons as 500 are high. 

Although, with LCR Meter Integrations – it’s a lot easier for drivers to account for every drop of gallon recorded/delivered without actual manual work. LCR meters are integrated with the driver app.  Drivers simply need to scan the barcode/QR codes on the asset/equipment and start fuelling. So, whatever is recorded in the meter is directly captured on the driver app. 

This saves drivers quite a lot of time and minimizes the chances of errors in recording delivery gallons. 

Driver App 

Drivers have a lot going on in the field. They have multiple stops. They’re fuelling multiple assets even at every stop. You can imagine the amount of paperwork they have to deal with. And what’s worse is – the hours they spend in just the manual work of recording delivery numbers, maintaining papertickets, back and forth calls with dispatchers etc. And overall there’s a lot of guesswork. 

The fix here? Digitizing workflows for drivers. 

With a smartphone app – drivers have access to all the information they need to accurately complete deliveries. They receive their entire schedule/shift details on their phone. That includes pre-trip/post-trip activities, supplier information, and delivery instructions. Drivers simply need to go to the customer location, scan QR code/barcode on the assets, and start fueling. 

They can also capture all BOLs and other documents on the app, hand over printed delivery tickets to customers, and even record customer signatures as a proof of delivery right on the app. Plus the offline mode available enables drivers to make deliveries even to remote locations. 

Modernizing driver workflows saves them at least an hour or 2. Their productivity goes up and they’re much more efficient. 

Route Optimization 

Since drivers are going to multiple customer locations – you need to ensure that you build routes in a way that maximizes their deliveries while ensuring they’re not working extra hours or travelling longer miles. And that’s difficult to do when you’re building these routes manually.

Fleet fuelling software offers route optimization that auto-generates the most optimal routes for drivers. And these routes are built on a number of factors like customer distances, order priorities, inventory etc. Not only does this save hours of busy work for dispatchers but also optimizes fuel delivery, and here’s how: 

  • You’re able to deliver more gallons/complete more deliveries with the same resources 
  • Miles travelled are lesser because there are no unnecessary detours on longer routes 
  • Overtime for drivers is minimized 
  • Instances of zero-runs/run-outs are minimized

Dispatch-accounting integration

Errors in invoices and long billing cycles are major concerns for fuel marketers. Because they’re manually reconciling shifts, handleying data into the accounting system – generating invoices takes up a lot of time and the errors are frequent. In fact, even those using legacy systems that don’t integrate with accounting systems – struggle with accounting. 

Modern fleet fueling software integrates with your existing accounting systems. On the dispatch side of the software – you get an entire papertrail of every shift. So you know exactly what went in and out of the truck. And you can easily reconcile shifts without manually reviewing each paper ticket or going back and forth with dispatchers/drivers to figure out what happened during the shift. Once you reconcile the shifts, you can verify them and push them into your accounting systems in just a single click. And voila! Your invoices are ready, error-free. 

This bridge between dispatch and accounting systems eliminates all manual work and also ensures your invoices are generated faster (literally on the same-day) and you get paid faster. Now – isn’t that what every fuel marketer wants at the end of the day? 

Benefits of a fleet fueling software

Next, lets talk about the significance of a fleet fueling software from a business sense: 

  1. Accurate, on-time deliveries – with a fleet fueling software you can ensure there are no errors in deliveries and deliveries are completed on time, everytime. 
  2. Improved customer experience – A fuel marketer once said – “we sell the same fuel, they sell the same fuel. So how can we offer a better service to customers that makes us standout of the pack.” Technology is the word you’re looking for. On-time deliveries, real-time updates on order status, instant delivery tickets – all build a sense of transparency and loyalty in customers. 
  3. Reduced operational costs – With drivers working less overtime, routes optimized, inaccuracies in deliveries reduced – operational costs go down significantly 
  4. Higher cash flow availability – With fleet fueling software you no longer have to wait for drivers to get back from the field with the paperwork and then create invoices. It all happens in real-time – increasing your cash flow availability. 

How fuel marketers are leveraging fleet fueling software 

Now that you know how a fleet fueling software works, the benefits it has – I’m sure you’re curious about seeing it in action. Here’s an example of one of our customers who’ve leveraged our fleet fueling software to make operations more efficient. 

Pacific States Petroleum is one of California’s largest on-site fueling business. Even after running a successful business for over 23 years – there were parts of their operations that were continuously breaking – thanks to the all the paper processes and manual work. Some of the specific challenges they faced were – 

  • Tracking drivers in real-time (to confirm which sites are they delivering to, order status)
  • Dispatchers had to manually put in all the order information into their database – key information sometimes got loss in translation 
  • Plus – they were running operations across multiple branches which added to the chaos 

The need for a fleet fueling software was evident. And implementing FleetPanda’s fleet fueling software helped bring their business into the digital age. 

Paperwork was completely eliminated. Dispatchers could now track and monitor drivers in real-time – so they knew exactly drivers were, the inventory they were carrying. Drivers could better manage their workloads. And that’s how they’ve transformed their entire operations – making fleet fueling much more efficient. 

How do you choose the right fleet fueling software for your business? 

All said and done – you will find a lot of fleet fueling softwares out there in the market. And that’s the tricky part. But investing in a fleet fueling software is one of the most critical tech investments you do. Apart from putting in a lot of money – you’re also putting in your team’s time and effort in adopting a new software, getting them trained etc. So you have to be absolutely sure that you put your dollars in the right one. 

Here are some factors from our checklist of must-consider factors when evaluating different vendors: 

  1. How fast is their product improving? 

This one’s important. The product velocity tells you a lot about how fast the product can adapt to the evolving industry. 

  1. Is it flexible and customizable? 

A one-size-fits-all approach never works. Every business is different. You need a software that can be customized based on your specific business needs. And one that can support your business as it scales up. 

  1. Does it integrate with your other tools? 

Check for the integrations with your existing tools and also their capability in terms of building custom integrations for you. If you’re already using multiple systems – adding another one on top of it that doesn’t integrate/play well with the other systems will just make operations more disconnected. 

  1. Implementation and training 

Implementing new tech can do more harm than good if your team is not well-equipped to use the software. Find out about the implementation processes, timelines and the training available. Also, look for any additional hidden costs associated with training. 

  1. Software type: Is it cloud-based or on-prem? 

On-prem softwares are a big no. Apart from being outdated, they have a lot of additional costs associated with implementation, hardware, and server maintenance. 

Cloud-based softwares are much easier to launch and can be accessed from anywhere – all you will need is a stable wifi connection. 

We talk more about choosing the right software in this detailed guide. 

Wrapping Up 

Your fleet fueling business is as good as your fleet fueling software – there, we said it. 

There are a lot of nuances in fleet fueling which can be tricky to manage if you’re relying too much on paperwork, manual processes and even legacy systems for that matter. But businesses using fleet fueling software are able to significantly increase operational efficiency, reduce costs, and deliver exceptional customer service. 

To see how FleetPanda’s fleet fueling software can help you streamline fleet fueling operations – feel free to schedule a demo. 

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