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- Fuel Management System
- Who it's for
- Multi-company transport operators
Multi-company transport operators
A transport group needs each fuel purchase to retain its operating-company context alongside the vehicle and related work. Similar asset names and repeated sites make consistent references especially useful. Agree who prepares and reviews purchases for each organization before the first period comparison.
How Fuel Management System is set up for you
Organization context
Maintain the operating company on fleet and transport records, then check the purchase's organization during entry. Resolve inconsistent references before the reviewer makes a decision.
Shared naming rules
Use recognizable vehicle and load identities across the group. A record number and organization help distinguish jobs whose lane descriptions look alike.
Review responsibility
Identify the Dispatcher and Transport Supervisor responsible for the handoff. Keep reviewer identity and rationale available when another team examines the purchase later.
Comparable activity
Agree date and quantity conventions before combining records from different sources. Confirm the currency on the receipts before comparing costs across companies. Keep the comparison scoped to the intended organization and review period.
A transport group needs each fuel purchase to retain its operating-company context alongside the vehicle and related work. Similar asset names and repeated sites make consistent references especially useful. Agree who prepares and reviews purchases for each organization before the first period comparison.
Choose an operating company and a small set of familiar vehicle purchases. Capture the receipts, link the relevant loads and ask the supervisor to follow the organization and vehicle references through the review. Include a record imported with an inconsistent company reference and resolve it before approval.
Then rehearse a period review with the Auditor and confirm that the intended records and evidence are accessible to the appropriate people. Agree access scope during setup rather than relying on naming alone to separate responsibilities. Arrange external card, accounting or document connections with their owners and verify the identity mapping before expanding the process across companies.
Start with [roles and responsibilities](/fuel-management-system/roles), then rehearse [period review and follow-up](/fuel-management-system/processes/period-review) using the selected company's records.
Features to start with
Fuel purchases
Keep the vehicle, purchase quantity, card reference and receipt context together from the first entry.
Fuel review
Give the supervisor a clear purchase to decide and the Dispatcher a recorded reason for the next action.
Vehicle context
Use a recognizable fleet identity and operating state when examining the purchases attributed to an asset.
Roles on the team
- Dispatcher
- Prepare assigned operational records and execute eligible reviewed actions.
- Transport Supervisor
- Review eligible revisions independently and reconcile operational evidence.
- App Administrator
- Maintain organization configuration and membership.
- Auditor
- Read authorized evidence and reports.
- Admin
- Maintains user access and inspects supporting records when configuring the operating process.
Set up Fuel Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.