Fuel Management System records fuel and energy purchases against vehicles, with card references, sites, quantities, unit costs and odometer readings. Dispatchers connect purchases to an organization and, where applicable, the load being served.
approval waits for the dispatcher
| Transaction number | Purchased at | Vehicle | Related load | Organization | Fuel type | |
|---|---|---|---|---|---|---|
| FT-27010 | 22 Oct | Tractor 05, day cab | Tulsa to Oklahoma City, fixtures | Copper Creek Logistics | Diesel | |
| FT-39971 | 23 Oct | Tractor 31, flatbed | Tucson to Phoenix, dairy cases | Blue Mesa Haulage | Gasoline | |
| FT-82734 | 30 Oct | Tractor 31, flatbed | Mobile to Pensacola, office paper | Harbor Gate Trucking | DEF | |
| FT-28848 | 23 Oct | Tractor 05, day cab | Tucson to Phoenix, dairy cases | Harbor Gate Trucking | CNG | |
| FT-44560 | 18 Oct | Tractor 31, flatbed | Reno to Fresno, packaged greens | North Pine Freight | Electric |
Transport Supervisor approves, rejects, returns or escalates the fuel purchase after examining the receipt and operating context; Dispatcher records the resulting purchase state.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep the vehicle, purchase quantity, card reference and receipt context together from the first entry.
Fuel transactions
| Transaction number | Purchased at | Vehicle | Card reference | Fuel type | Gallons | |
|---|---|---|---|---|---|---|
| FT-83151 | 12 Oct | Tractor 14, regional reefer | Fleet card 1048 | Diesel | 170 | |
| FT-28360 | 21 Oct | Tractor 31, flatbed | Fleet card 2116 | Gasoline | 160 | |
| FT-17176 | 11 Oct | Tractor 31, flatbed | Fleet card 3094 | DEF | 580 | |
| FT-78305 | 11 Oct | Box truck 08, city route | Fleet card 4182 | CNG | 370 | |
| FT-66535 | 18 Oct | Tractor 05, day cab | Fleet card 5027 | Electric | 290 |
Give the supervisor a clear purchase to decide and the Dispatcher a recorded reason for the next action.
Fuel transactions
| Transaction number | Vehicle | Related load | Card reference | Revision | Decision at | |
|---|---|---|---|---|---|---|
| FT-99542 | Box truck 08, city route | Denver to Pueblo, hardware stock | Fleet card 1048 | 210 | 16 Oct | |
| FT-43207 | Box truck 22, liftgate | Austin to San Antonio, dry goods | Fleet card 2116 | 620 | 20 Oct | |
| FT-52123 | Box truck 08, city route | Tucson to Phoenix, dairy cases | Fleet card 3094 | 110 | 29 Oct | |
| FT-42305 | Trailer 42, dry van | Denver to Pueblo, hardware stock | Fleet card 4182 | 930 | 19 Oct | |
| FT-64639 | Box truck 08, city route | Spokane to Yakima, orchard crates | Fleet card 5027 | 860 | 12 Oct |
Use a recognizable fleet identity and operating state when examining the purchases attributed to an asset.
Vehicles
Connect a purchase to the load, assignment and stop information that explains the transport work.
Submission waits for the dispatcher
| Record number | Subject | Organization | Counterparty | Requested units | Revision | |
|---|---|---|---|---|---|---|
| LDS-35197 | Reno to Fresno, packaged greens | Blue Mesa Haulage | Sunward Freight Co. | 450 | 490 | |
| LDS-62642 | Denver to Pueblo, hardware stock | Harbor Gate Trucking | Canyon Gate Brokers | 530 | 710 | |
| LDS-93841 | Austin to San Antonio, dry goods | Blue Mesa Haulage | Pine Barrel Logistics | 280 | 300 | |
| LDS-43763 | Tucson to Phoenix, dairy cases | Cedar Mile Transport | Dovetail Distribution | 510 | 450 | |
| LDS-37752 | Salem to Eugene, bakery supplies | Harbor Gate Trucking | Pine Barrel Logistics | 660 | 810 |
Keep receipt files and review references clear enough for another person to follow the purchase decision.
Record attachments
| Id | Name 2 | Related record | Organization | Parent | Document | |
|---|---|---|---|---|---|---|
| VEH-0026 | Diesel receipt, Reno south | Fuel charge FC-4182 | Copper Creek Logistics | Tulsa to Oklahoma City, fixtures | reno_diesel_receipt.pdf | |
| VEH-0014 | Pump authorization, Pueblo | Tractor 26 | Ridgeway Fleet Services | Reno to Fresno, packaged greens | pueblo_pump_slip.jpg | |
| VEH-0008 | Odometer photo, Austin | Load LD-8824 | Willow Bend Carriers | Reno to Fresno, packaged greens | austin_odometer.jpg | |
| VEH-0031 | DEF receipt, Tucson | Defect VD-2631 | Willow Bend Carriers | Austin to San Antonio, dry goods | tucson_def_receipt.pdf | |
| ATT-2026-0148 | Card dispute letter, Salem | Card dispute CD-1178 | Cedar Mile Transport | Tucson to Phoenix, dairy cases | salem_card_dispute.pdf |
Compare purchase activity by vehicle, card reference and site while keeping units and review outcomes visible.
Loads
| Record number | Subject | Organization | Lane | Planned departure | Promised delivery at | |
|---|---|---|---|---|---|---|
| LDS-92515 | Reno to Fresno, packaged greens | Copper Creek Logistics | Reno to Fresno | 19 Oct | 25 Oct | |
| LDS-20681 | Denver to Pueblo, hardware stock | Willow Bend Carriers | Denver to Pueblo | 21 Oct | 24 Oct | |
| LDS-53530 | Austin to San Antonio, dry goods | Prairie Line Carriers | Austin to San Antonio | 20 Oct | 27 Oct | |
| LDS-75004 | Tucson to Phoenix, dairy cases | Prairie Line Carriers | Tucson to Phoenix | 23 Oct | 27 Oct | |
| LDS-40210 | Salem to Eugene, bakery supplies | Blue Mesa Haulage | Salem to Eugene | 12 Oct | 16 Oct |
Fuel purchase to reviewed operating evidence ships ready to use. One step needs a named approval before the work moves on: Decide fuel purchase (Transport Supervisor).
Record the vehicle, date, site, card reference and quantity under the fleet's agreed convention.
Connect the purchase to its organization and relevant load, then examine the asset and assignment evidence.
Check the receipt and purchase details before the Dispatcher submits the record.
Transport Supervisor examines the evidence and records the purchase decision with its rationale.
Dispatcher follows returned or rejected decisions and prepares corrections for renewed review.
Compare purchases by vehicle, card reference and site with units and review states visible.
Open any fuel transaction to see the roles that work on it, its process stages and its approvals on one page.
Purchased at, Vehicle, Related load and Organization.
Records linked to this fuel transaction.
Dispatcher, Transport Supervisor and Auditor, each with their own permissions.
Capture purchase and Link operating context, with the role that acts.
Decide fuel purchase, with who decides.
Tractor 05, day cab · Diesel
Transport Supervisor records review decisions and reads the purchase and operating evidence. Dispatcher applies the agreed fuel-transaction outcome after the decision.
Signed in as Transport Supervisor
| Decision | Approver | |
|---|---|---|
| Decide fuel purchaseTransport Supervisor examines the evidence and records the purchase decision with its rationale. | Transport Supervisor |
Everyone opens Fuel Management System to the work that is theirs. Pick a role to see what it starts with.
Prepare assigned operational records and execute eligible reviewed actions.
This is the first screen this role sees.
Fuel transactions · Dispatcher
| Transaction number | Purchased at | Vehicle | Related load | Organization | Fuel type | |
|---|---|---|---|---|---|---|
| FT-27010 | 22 Oct | Tractor 05, day cab | Tulsa to Oklahoma City, fixtures | Copper Creek Logistics | Diesel | |
| FT-39971 | 23 Oct | Tractor 31, flatbed | Tucson to Phoenix, dairy cases | Blue Mesa Haulage | Gasoline | |
| FT-82734 | 30 Oct | Tractor 31, flatbed | Mobile to Pensacola, office paper | Harbor Gate Trucking | DEF | |
| FT-28848 | 23 Oct | Tractor 05, day cab | Tucson to Phoenix, dairy cases | Harbor Gate Trucking | CNG | |
| FT-44560 | 18 Oct | Tractor 31, flatbed | Reno to Fresno, packaged greens | North Pine Freight | Electric |
Review eligible revisions independently and reconcile operational evidence.
This is the first screen this role sees.
Fuel transactions · Transport Supervisor
| Transaction number | Purchased at | Vehicle | Related load | Organization | Fuel type | |
|---|---|---|---|---|---|---|
| FT-27010 | 22 Oct | Tractor 05, day cab | Tulsa to Oklahoma City, fixtures | Copper Creek Logistics | Diesel | |
| FT-39971 | 23 Oct | Tractor 31, flatbed | Tucson to Phoenix, dairy cases | Blue Mesa Haulage | Gasoline | |
| FT-82734 | 30 Oct | Tractor 31, flatbed | Mobile to Pensacola, office paper | Harbor Gate Trucking | DEF | |
| FT-28848 | 23 Oct | Tractor 05, day cab | Tucson to Phoenix, dairy cases | Harbor Gate Trucking | CNG | |
| FT-44560 | 18 Oct | Tractor 31, flatbed | Reno to Fresno, packaged greens | North Pine Freight | Electric |
Maintain organization configuration and membership.
This is the first screen this role sees.
Vehicles · App Administrator
Read authorized evidence and reports.
This is the first screen this role sees.
Fuel transactions · Auditor
| Transaction number | Purchased at | Vehicle | Related load | Organization | Fuel type | |
|---|---|---|---|---|---|---|
| FT-27010 | 22 Oct | Tractor 05, day cab | Tulsa to Oklahoma City, fixtures | Copper Creek Logistics | Diesel | |
| FT-39971 | 23 Oct | Tractor 31, flatbed | Tucson to Phoenix, dairy cases | Blue Mesa Haulage | Gasoline | |
| FT-82734 | 30 Oct | Tractor 31, flatbed | Mobile to Pensacola, office paper | Harbor Gate Trucking | DEF | |
| FT-28848 | 23 Oct | Tractor 05, day cab | Tucson to Phoenix, dairy cases | Harbor Gate Trucking | CNG | |
| FT-44560 | 18 Oct | Tractor 31, flatbed | Reno to Fresno, packaged greens | North Pine Freight | Electric |
Maintains user access and inspects supporting records when configuring the operating process.
Compare purchase activity with consistent units, review states and a path back to the receipt.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 31 | ||
| Submitted | 12 | 39% | |
| Approved | 4 | 33% | |
| Rejected | 1 | 25% |
Sample totals per stage
Group purchases by vehicle and purchase date, keeping fuel type, gallons, general volume, unit cost and review state distinguishable.
Group purchases by card reference and vehicle with the purchase date and site to support a review of recorded activity.
Compare each purchase's state, revision and decision date with the decision that identifies the same source record and revision.
Compare unit costs by site and fuel type for the selected period after confirming a common quantity unit and receipt-currency basis.
Review purchases in date order for each vehicle, keeping readings in miles separate from readings entered under another convention.
Group purchases by related load with vehicle, organization, purchase date and review state to trace their operating context.
Resolve attachment and decision references to the intended purchase, retaining the uploader, reviewer, dates and rationale.
Review loads by state with their linked operation outcomes, then examine defect records for the vehicle on the purchase under review.
See how Fuel Management System fits your kind of team.
Review vehicle fuel purchases with the load, receipt and operating company behind each entry.
Keep frequent purchases and vehicle references clear across local delivery work and shift handoffs.
Keep purchase attribution and review responsibilities clear when several operating companies share a process.
Each stage of fuel purchase to reviewed operating evidence names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use Proto to configure the review process and gather the records behind a purchase question.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 20 tablesStart with one team and one process, then add the rest once the basics are running.
Choose a familiar vehicle and purchase period. Define the quantity, odometer and date conventions used for the pilot and identify the deciding supervisor.
Reconcile organizations, vehicles, team members and users. Check similar asset names and test the user link used for personal load follow-up.
Enter the pilot purchase and receipt, then confirm the relevant load and asset references. Verify that the document opens for the reviewer.
Have the supervisor approve a clear purchase and return another for correction. The Dispatcher records the purchase outcome under the agreed procedure.
Correct a receipt reference or vehicle attribution, then obtain a fresh decision against the revised entry. Ask the Auditor to explain the evidence trail.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Fuel Management System for your business. Start with a familiar vehicle, a purchase receipt and the related operating work. Rehearse submission, supervisor review and a correction before the first live period review.
Record the vehicle, purchase date, site, fuel type and card reference, then enter quantity and odometer information under the agreed convention. Link the organization and relevant load so the reviewer can follow the operating context.
Keep the reference with the purchase and use it when reviewing activity across dates, sites and vehicles. Arrange a provider connection separately if the team wants to import purchases from its card service.
The fuel types include Diesel, Gasoline, DEF, CNG and Electric. Agree the quantity and unit-cost convention for each type before comparing activity, and keep different measurement bases distinguishable.
Transport Supervisor examines the purchase and evidence and records the decision. Dispatcher then applies the agreed fuel-transaction outcome. Set the review policy and test the role handoff during setup.
The supervisor's Returned decision identifies the information or correction needed. The Dispatcher follows the rationale and prepares the purchase for renewed review under the team's procedure.
A related load gives the reviewer a route to the recorded driver and vehicle assignment and stop context. Use that evidence when investigating the asset, site or date associated with a purchase.
Use a consistent reading convention and examine purchases in date order for the same vehicle. Check unexpected values against receipts and operating evidence before deciding whether an entry needs correction.
It provides a ranked exception queue across dispatch, fleet upkeep and evidence, with linked-record detail. The supervisor can follow the affected record to identify the next action and responsible person.
Agree the source owner, identifiers and reconciliation for card feeds, telematics, receipt storage or accounting. Use the connections page to define the pilot handoffs before enabling imports.
Start free, then use Proto to change fields, steps and approvals before your team goes live.