Fleet fuel and diesel management software

Each refuel record holds the truck or machine, the date, litres, price per litre and total cost, plus the odometer or engine hour reading at the time. It shows whether the fill was an internal refuel from your own bowser or tank, or an external refuel from a supplier, and whether the tank was filled to full.

Drivers and operators can capture fills on the T-ERP mobile app. The slip photo is attached to the record, the location of the capture is stored, and the fill is linked to the operator and, where relevant, to the freight order the vehicle was working on.

Each fill can also carry a cost centre, so fuel used on a particular site, contract or division is reported where it belongs.

Between full-tank fills, T-ERP works out the distance travelled or engine hours run since the last fill and calculates consumption. Trucks show km/L by default, with L/100km available as a toggle for anyone who prefers it.

Yellow plant and other machines that are measured on engine hours show L/hour, so an excavator or loader is judged on the measure that makes sense for it.

Because every fill sits on the vehicle record, you can compare consumption across similar vehicles and over time, and spot the unit that is burning more than it should.

For each bowser or tank, the monthly reconciliation shows opening litres and value, litres received, litres issued, and closing litres and value.

Issues are checked against the refuel records captured for vehicles. The difference is shown as unaccounted litres, so a gap between what left the tank and what went into vehicles is visible and can be followed up.

Diesel theft rarely shows up as one big loss. It hides in fills that are larger than the tank, in a truck that slowly starts using more per kilometre, and in bowser litres that never reach a vehicle. T-ERP checks for each of these as the records come in.

A fill bigger than the vehicle's stated tank capacity is flagged when it is captured. Consumption for each vehicle is compared with its own recent average, and a jump beyond the threshold you set raises an alert for possible fuel theft, a mechanical problem or a capture error. Where your telematics provider exposes fuel data, such as a CAN bus fuel-used counter, it is used to measure consumption more precisely.

Every fill carries the slip photo, the location of the capture and the driver or operator who captured it, and bowser issues that do not match vehicle fills show as unaccounted litres. When something is flagged, the evidence to follow it up is already on the record.

The monthly fuel reconciliation compares, per supplier, the litres and cost captured on refuel records with the supplier invoices and statements. The litres variance per supplier tells you where captured fills and billed fills do not agree.

The reconciliation also works out the actual cost per litre for the month and shows it next to the captured cost, with a breakdown of how the price was built, so the fuel cost in your books matches what was really paid.

A fill linked to a freight order becomes part of that trip's cost. The reconciled cost of fuel then flows into trip costing and the per-vehicle profit and loss, next to tolls, maintenance and tyres. Every cost in T-ERP is tied back to an asset or an employee, so you see the full financial picture of the business, not just the fuel bill.

With cost centres on each fill, fuel can also be reported per site or contract, which matters for mining contractors and plant hire businesses running machines on several jobs at once.

A diesel refund claim stands or falls on the records behind it. T-ERP keeps a dated record of every fill per vehicle and machine, with litres, cost, meter readings and the job or site the diesel was used on, so the information is captured as the work happens rather than rebuilt at claim time.

If the diesel refund matters to your business, tell us in the consultation and we will walk you through how T-ERP handles it for your operation.