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Fuel Management System For Fleet-Take Control Of Your Fuel

By Majedul Haque Shakil Last Updated -- Sunday, 2023-05-21
fuel management system for fleet

Fuel management is simple if you already use a fuel management system for fleet. Fuel is one of the pain points for fleet operators. After labour costs the second-largest category of expenses is fuel.

Fuel is an ever-flowing source of stress and lost money. 

And it is — if you don’t control it.

Intelligent technologies can streamline the system and help fleet management companies reduce costs. The ultimate benefit of fuel monitoring is Automation. Operations that used to be done manually in spreadsheets can operate automatically in the background, taking control of fuel. 

This blog will help you find out what other opportunities fuel management software has in terms of fuel efficiency.

Now, let’s cover the main opportunities and how they work.

What is Fuel Management System

Fuel management involves controlling and monitoring fuel consumption and expenses. Fuel management systems for fleets provide access to valuable usage metrics and fuel data. 

Regular fleet tracking software may be used to manage fuel consumption if its software has the right features.

A fuel management system can help you identify and reduce fuel-related costs.

Fleet manager reports that fuel spend accounted for an average of 24% of their total fleet costs. Advanced fuel management systems can deliver ROI reports to stakeholders, thus helping them to control all parts of the fueling station.

How Does Fuel Management System Work

Tradi­tionally fleet managers' duties and responsibilities are used to record fuel usage manually with pen and paper. It is time-con­suming and not very eco-friendly.

Fuel management systems for fleets work by using a combination of hardware and software to track fuel usage and expenses. 

Fuel management software lets fleet managers automat­ically track and store fuel data and make knowledgeable decisions to enhance fuel efficiency.

Fuel management software work by controlling fuel dispensing.

Fuel management systems for fleet helps you keep track of your entire fleet’s fuel consumption. Some systems use vehicle and driver data to increase fuel efficiency, decrease CO2 and cut costs.

The fuel management platform can then collect information about 

  • Drivers fuelling their vehicles 
  • Fleet lists 
  • Create reports 
  • Run stock control
  • Keep track of transaction storage 
  • Maintain data tables

Wait a minute, I have a small fleet. Do I really need a fuel management system?

Half of the small fleets still manually manage fuel, while the other half use a system. 

There is growing acceptance among the half that still need to set up a system. 37% of these fleets plan to upgrade their fuel management software, while 50% expect to rely more on technology in the coming five years.

While smaller fleets may not require the same level of complexity as larger fleets, a fuel management system for fleets can still provide valuable insights into fuel usage and expenses.

Small fleets are investing in fuel systems because they also see business savings. Finding a business owner who does not care about saving at the pump or increasing consumption efficiency is nearly impossible.

Fuel Management System

Improve Fuel Efficiency By Using Fuel Management System

The petrol management software market will reach USD 906.60 Million by 2028, growing at a CAGR of 6.29% from 2021 to 2028.

Fuel monitoring is an impartment of Fleet Management to reduce the big bite of Fuel consumption in operations.

Keep your fleet on the road for longer.

1. Stopping Fuel Theft

Fuel theft is what worries you?

Fuel theft is an expense that fuel management systems for fleet help minimise.

How exactly stealing the fuel?

Fraudulent fuel skimming can happen when drivers or thieves replace card readers at gas stations with a skimmer that captures cardholder data. It looks like a regular trade at a gas pump but rather adds the money to a fake account without purchasing fuel.

Fleet management solutions like VMS help battle this problem with real-time GPS tracking. A vehicle’s location can be monitored at all times, letting you compare vehicles’ locations to the locations of gas purchases. 

A fuel management system with automated audit, review, and reporting processes will significantly protect against employee fuel theft. It allows you to track fuel purchased, fuel loaded into vehicles, use of fuel, and unaccounted-for fuel continuously to highlight suspicious events automatically.

In the meantime, a fuel management system for fleets can alert you when fuel levels decrease sharply in a certain amount of time. If someone attempts to steal the fuel, the fleet manager can easily track him.

2. Prevent Fuel Waste And Improve Fuel Efficiency 

Implementing a fuel management system for a fleet can lead to significant cost savings and a quick return on investment. - Mark Adams, Financial Analyst 

Fuel expenses can easily and quickly burn a hole in your pocket. 

Regular maintenance and servicing improve the efficiency of your vehicle and, therefore, can improve your fuel consumption.

A fuel management system can save you much money in the long run as you reduce fuel wastage, theft, and misuse. Arm yourself with accurate, real-time data to help you take your business to the next level.

This optimum fuel economy speed will be different for every car, but the fuel management system for fleets helps to figure it out. Keeping the car moving at the right speed is essential for fuel economy. It depends on two things 

  • Traffic conditions 
  • What is happening on the road ahead

One of the keys to saving fuel is driving at a constant speed. Cruise control can do this effectively on flat surfaces, making your driving as fuel efficient as possible by negating unnecessary acceleration.

The main purpose of the fuel management system for fleets is to provide fleet managers with real-time insights on fuel consumption and optimise operating costs.

Using fuel management software like 

  • more control on vehicles' fuel consumption
  • Gaining comprehensive insights into the fuel efficiency
  • Mitigating operational risks
  • Optimising fuel allocation
  • Improving route planning and asset management

3. Improve Data Accuracy 

Petrol management systems can help prevent fuel spills and reduce the risk of fire and explosion.

It's a fact nowadays that technology makes a huge difference for you and your business. Data collection is a tough job to do. Sometimes a simple mistake makes a huge difference in any business. It's a fact that Humans are not machines, so they make mistakes more or less.

The reason for human error in data analysis could be many, such as 

  • lack of experience
  • Fatigue or loss of attention
  • lack of knowledge
  • The all-too-common biases in interpreting data

Access Fuel Data Anywhere, Anytime 

So when you switch to an automated system, you can rely on accurate and current data. Your petrol management system will update your data in real-time, allowing you to intervene with early responses to any problems, improve vehicle performance and keep your fleet on the road longer. The data is ideal for analysis and decision-making.

4. Lower Cost The Fuel 

The implementation of a petrol management software can lead to fuel savings of up to 20%

Fleet managers leverage fuel management system for fleets for better fuel efficiency and cost reduction. Now, let’s look at the fuel management system's operational benefits.

And it's simple. Let's explore 

1. Driving Behavior

To what extent does driving behaviour affect fuel costs?

A survey showed that poor driving behaviour could burn up to 30% of fuel costs. The cause of higher fuel consumption is Speeding, sudden acceleration, and harsh braking.

A fuel management system for fleets helps a fleet manager to

  • Monitors Driver Behavior 
  • Make better decisions on fuel savings (and where to cut necessary fuel costs).
  • Set speed parameters and monitor any speeding events to coach drivers with safe driving practice.

2. Engine idling causes fuel waste

Fleet managers can operate a petrol management system to identify high fuel usage due to excessive idling.

It is more comfortable for fleet managers to overcome the problem and save costs by generating specific reports.

3. Maintain vehicle 

Fuel management platform features are configurable to tell fleet managers when vehicles are due for maintenance.

Vehicle fuel management software for fleet helps in many ways, including 

  • Tear pressure and wear 
  • Regularly replace fuel filters
  • Reducing rolling resistance

It is a system suitable for fleet owners who wish to see a desirable reduction in fuel costs; in an automated and digitised system.

5. Benefits for Drivers 

Fuel management software can help improve driver behaviour and reduce speeding incidents by up to 80%.

Driving habits can make a major influence on an individual fuel economy. The use of a petrol management system for the fleet driver also benefited. Let's check out how 

In time Fuel Dispensing 

The use of a proper fuel management system for fleet pump timing is going to be perfect. So it's a time saver for any driver.

Receipt and Expense management 

Fuel management systems empower drivers to control their expenses and mitigate the risks of going out of budget.

Route Optimisation 

By suggesting less intense traffic routes, fleet managers optimise petrol usage and make the drives more comfortable and convenient for the drivers.

6. Save Manpower -Automate Fuel Dispensers

A fuel management system for the fleet helps to digitalise fuel dispensers .when it's fully digitalised; it saves time and manpower. 

When it saves manpower, then what do you think? 

It will help reduce the Cost and save time for your daily tasks.

Automated fuel dispensers are faster and more efficient, providing customers a better overall experience. It can help improve customer loyalty and satisfaction. Automating fuel dispensers eliminates the need for manual fuel handling, reducing the risk of accidents and spills. It can help create a safer and more secure environment for employees and customers.

7. Benefits For Fleet Managers 


According to a recent study, aggressive driving increases fuel costs by up to 30%. 

It also notifies that unsafe or aggressive driving behaviours in urban areas drive air pollutant emissions up by 40%, regardless of the road grade.

With a well-developed petrol management system for fleets, fleet managers can track data like fuel usage, road grade, operational risks, real-time trip statistics, fuel consumption data, fuel allocation, and much more.

This data can also help them improve route planning and asset utilisation, develop more effective vehicle maintenance schedules, and gain holistic insights into fuel economy.

8. Up to Date Fuel Tax Reporting 

Fuel management systems also make it much easier for businesses to regulate their fuel. 

These tax returns must be completed with robust documentation on the number of miles that the vehicles in your fleet travel in every state. 

This process can be manual, and combining all of this can take a lot of time.

Fuel management software Provides Promiles with access to all the GPS and fuel consumption data from your fleet, enabling accurate and efficient IFTA reporting. The seamless integration between the two services saves you time, so you don’t have to reconcile two different data sets for IFTA reporting. 

Factors to consider when selecting a fuel management system 

When selecting a fuel management system for fleets, it is crucial to consider your particular necessities and prerequisites. To guarantee that you pick the best system, here are some essential factors to consider.

Determine Your Fuel Management Needs 

Before looking for a petrol management system for your fleet, determine your fuel management needs. What kind of vehicles do you have in your fleet? How much fuel do they consume? Do you need to track fuel consumption in real-time? Answering these questions will help you determine the features you need in a fuel management system. 

Choose the Right Type of Fuel Management System 

There are several types of fuel management software available in the market. These include on-site fueling systems, mobile fueling systems, and fleet fuel cards. You must choose the right fuel management platform type based on your fleet's needs.

User-friendly software can make a big difference in the effectiveness of your fuel management system for your fleet.

Ensure Compatibility with Your Vehicles 

Not all petrol management systems are compatible with all types of vehicles. Before choosing a fuel management platform, ensure that it is compatible with the vehicles in your fleet. 

Customer Support 

Effective customer support can make a big difference in the effectiveness of your fuel management software. Look for a provider that offers excellent customer support.

Consider the Cost and warranty 

Cost is an essential factor when choosing a fuel management system. Look for a system that offers good value for money and has a reasonable total cost of ownership.

Some businesses provide extended warranties. If difficulties arise, this can result in significant savings. Get the warranty terms in writing, read the fine print, and compare the advantages.

Customization Options 

Customization Options 

Customisation options can make a big difference in the effectiveness of your fuel management system. Look for a system that allows for customisation to meet your specific needs. Regarding customisation, bdtask VMS (vehicle management software ) offers various types of customisation to your need.

If you’re looking to cut costs and increase fuel efficiency, 

start with VMS

VMS is a complete package for any fleet company and fleet business. Its impressive features and customisation help to find out your actual needs.

You’re in control, at last.

Ready to Improve Fuel Management For Fleet 

A fuel management system is a valuable tool for fleet owners and managers to reduce fuel costs, improve efficiency, and enhance safety. There are several ways to save fuel, but a dedicated fuel management system for a fleet is the most effective.

Regardless of your industry or how big or small your fleet may be, VMS can help you take control of your fuel usage and improve your overall fleet efficiency