Fuel and receipts
Fuel money, receipts and miles per gallon, without the shoebox
A driver asks for fuel money from the cab. You approve it. They fill up and photograph the receipt. DespatchOS reads it, checks it against the advance and the van's mileage, and settles the difference on the self-bill.
Part of DespatchOS TMS
Requested from the cab
Fuel, AdBlue, oil, screenwash or another expense, up to a limit you set for the fleet and for each driver. One open advance per driver, amended rather than duplicated.
The receipt is read for you
Total, VAT, litres, price per litre, station, date and time come off the photo. A receipt that matches one already filed is marked a duplicate and counts for nothing.
MPG and cost per mile, per van
Each fill is chained to the last one by mileage, so every van has a running miles per gallon and cost per mile. A tank that drops out of pattern is flagged.
Overpaid, underpaid or spot on, the balance is handled
Driver spent less
The difference is held as credit and comes off their next request automatically, or you reimburse it through the self-bill. Your choice, recorded either way.
Driver spent more
They add a second receipt to the same request, or the shortfall is deducted on the self-bill. The receipt and the mileage say which.
Something looks wrong
A late upload, a receipt dated the wrong day or a line for food and drink goes to the manager with the reason shown. Acknowledge it, deduct it or send it back.
Four steps from empty tank to settled
- RequestThe driver enters the amount and type. A photo of the dashboard records the mileage and fuel gauge.
- Approve and payThe manager approves in the queue and records the transfer. The driver sees the money on its way.
- ReceiptAfter the fill the driver photographs the receipt. It is read and reconciled in seconds.
Questions
Does it work with fuel cards?
Yes. A company card fill is recorded with its receipt in the same way, so the van's miles per gallon are complete. Only cash advances are settled on the self-bill.
What if the driver forgets the receipt?
The request stays open and shows in the manager's queue as awaiting a receipt. The driver is reminded in the app. A late upload is flagged with the gap shown.
Can a driver have a different limit?
Yes. There is a fleet-wide maximum and a per-driver maximum underneath it. A driver can also be switched off from fuel requests altogether.
Is the reading accurate?
Every field is read from the photo and shown beside it for the manager to check before anything is settled. A reading that does not add up, or a receipt that does not match the mileage, is flagged for a look.
See DespatchOS running your fuel
Tell us how fuel works on your fleet today and we will show you the same week on DespatchOS.