Everyone knows that investing in a robust software product like a fuel management system is nothing short of a big deal. It can be expensive. It’s critical to the functionality of your organization. And it can create countless problems, including in your finances, if the system chosen doesn’t run smoothly and report information accurately.

When given the OK to buy, it’s a good idea to start the process by asking the right questions up front. Whether talking to a sales representative about the fuel system or speaking with other organizations for tips and tricks, doing your research can result in monumental benefits. While it takes time to truly understand the key differences between fuel management systems available today, ultimately that extra time and knowledge can help prevent costly mistakes in the future.

Below is a guide to 10 questions to ask when purchasing a system, as well as important factors that you may want to consider. Let’s get started!

1) What features are exclusive to this system? 

At first glance, all fuel management systems will likely appear very similar. In fact, you may not notice any strong differentiators right away. This is where the extra time and research we discussed earlier comes into play. No two systems are exactly the same once you dig down into the specific facts and features of each product. While you explore your options, identify those relevant features, noting any innovative benefits that might be oriented or customizable for the specifics of your business.

For example, thanks to new developments in technology, it’s now noticeably easier to track and generate reports required by state for applications for rebates related to off-road taxes. In the past, this feature didn’t exist in most systems.

2) Can it save our organization money? 

Correct tracking and control of fuel spend are what can save organizations money. It reduces or eliminates theft and improper use, as well as it provides the ability to get accurate data that supports fleet maintenance and budgetary decisions.

No fuel management system is an ATM, but a good one will allow a fleet manager to eliminate errors while also identifying areas for potential savings.

In addition, a good system can cut down on personnel costs.

3) What new technology does this system offer? 

More often than not, people assume that a new system will just replace their existing one and that everything will operate as it has in the past. They’re

4) What kind of customer support is offered? 

When you’re in the market for a fuel management system, this is the single-most important factor to consider.

Furthermore, it’s helpful to have a service agreement policy and any relevant procedures in writing from the provider. Most fuel management system providers should issue that without a problem. If a provider doesn’t or won’t, that’s a signal to a potentially large problem. Be sure to discuss with the representative what the availability and success rates of their customer support department are. Understanding their level of commitment to you is important.

often surprised to discover a variety of new solution-centric technologies are now available to rectify common issues that arise in fuel management systems.

For example, real-time tools and powerful tracking features can provide information instantaneously that can help eliminate security flaws, identify mechanical problems, regulate fuel usage, facilitate accurate data collection and transmittal and more. All these tools and features save time to help reduce overall costs.

5) How will this affect my fuel audit process? 

When it comes to fuel auditing, you should always be on the lookout for upgrades that can save time. Specifically, the upgrade must improve overall efficiency by reporting accurate data. Ideally, this workflow would interface with the tank level system and easily show fuel drops and transaction usage.

6) What is the system’s reliability? 

A system and its software have to operate dependably, always. If they fail, it’s not only stressful but also risky, especially if the fuel is used by emergency vehicles.

Most systems should be able to operate consistently for 10 years or so before a large revamp deserves consideration. Often times, upgrades and replacement parts can extend the life of a dependable system to 15 or even 20 years. If it has a history of misuse or malfunction, be very wary.

Be sure to ask about cost and quality of installation as well.

7) How does the system improve fuel and data security? 

When researching your options, you should look for a solution that prevents people from tricking the system and stealing from your organization, while also reducing or eliminating the potential for human error. Also, you should want easy-to-use tools that collect and deliver accurate data, so you can quickly determine whether an issue is related to compromised security or malfunctioning equipment or vehicles.

In your research, you’ll likely discover that providers are understanding the importance of a secure, accurate system more. As a result, many are developing advanced technologies and electronic gadgets designed to allow for less input from the user and reduce human interaction with the system.

8) Will this new system interface with my existing software? 

These days, it seems like if an organization isn’t struggling with the mechanical parts of a piece of equipment, then it has issues with the software. If you spend the time to learn how the fuel management system’s software interacts with your internal software, you can save on a lot of headaches down the line.

9) What’s “green” about the system? 

“Green” has a lot of meanings nowadays. It might relate to tracking fueling processes accurately and, consequently, reducing idling time or identifying emissions issues. It could also indicate a dispensing system that supports any number of fuels, including alternative options. At the same time, the possibility to operate those systems using solar or other alternative energy technologies can help promote an eco-positive attitude.

10) What is the ability of the system to upgrade?

Surprisingly, this is a topic that most buyers forget about during the researching and purchasing processes. However, understanding what the provider’s record has been in offering and implementing new equipment that’s backwards compatible is critical. A system that can be upgraded indicates that innovative developments can be incorporated into the existing system without requiring a new one, leading to cost savings as technologies change.

Looking for a fuel management system that you can ask these questions? Fill out the contact form on the side of the page to learn about FuelDrive:

Years and years of fuel management evolution have brought us FuelDrive.

FuelDrive is a powerful fleet fuel management software and hardware solution that is backed by over 35 years of fleet and fuel experience. As the video describes above, FuelDrive pays special attention to three areas: fuel and data security, recurring revenue and powerful features. If you’re looking for information about the future of fuel, you’ve come to the right place. Check out the video above to learn about just how fuel management evolution has come along since its humble beginnings – and learn about how you can get involved. The past of fuel management not interesting to you? How about the future of fuel management?

Trip Planning

In the era of online maps and GPS apps, many drivers are taking the fastest and most direct route to their destinations. Fleet vehicle operators should be no exception: the most direct route can be taken to save time on the road and money in the fuel budget. A quick route is only half the battle, however. An efficient trip will have as many errands, meetings and business stops incorporated into it as possible. Try to schedule trips in the same area for the same day so that the vehicles don’t have to be taken out multiple days to travel to the same location.

Utilizing a Fleet Fuel Management Software System

One of the most effective ways to help maximize a fuel budget and optimize fuel expenses is to invest in a fuel management software solution. FuelDrive comes with the hardware and software solutions a fleet needs to operate efficiently. The fuel pump island controllers provide security protocols to reduce fuel theft and unauthorized fueling, and can capture vehicle data and telematics. With much less paperwork, human error is less likely to occur, and all of the data a fleet manager or maintenance engineer needs is located in one database.

Fuel is a necessity for any fleet department, and costs quickly add up with fleet growth and fuel price increases. The last ten years have seen quite a fluctuation within the fuel market, and fleet managers have a lot of variables and costs to consider.

Although the trend was looking favorable for consumers just a few years ago when fuel prices were dropping rapidly from a national average of $3.53 in 2013 to $2.45 in 2015, the pendulum has swung the other way again – by nearly 20%. As of August 13, 2018, AAA reports that the most recent available gas price data provides an average of $2.86. West coast states, like California, Nevada and Washington, can even experience anywhere from $3.00 to $3.77 per gallon!

Fleet managers can save their bottom line through close monitoring and optimization of fuel security and employee accountability, alternative fuels and green vehicles, maintenance and trip planning. Let’s take a look through 5 ways that fleet professionals can save money on fuel purchasing.

Preventive Maintenance (PM)

Fuel pumps can be used as a communication tool between vehicle operators and the maintenance department in addition to its primary role of refueling. Pumps can be outfitted to require the operator to input vehicle numbers and other telematics data. This data can be used to inform the maintenance department that PM is due soon. If the situation is serious enough, the pump can even restrict fueling to a vehicle with overdue PM to ensure that it is not taken on the road. PM is an efficient method to encourage vehicle life-cycle and gas mileage optimization – both of which save money in the long run.

Don’t forget to check the tires! Worn down, old, imbalanced or improperly inflated tires can create very real problems for fuel efficiency, not to mention operator safety. A quick inspection of the tires can do wonders for your budget and employee safety!

Smallest, Most Fuel-Efficient Vehicle for the Task

It’s probably no surprise that the vehicle operators in any given fleet all have their own favorite vehicles to use when they can. While this may not normally be a problem, the effects can actually add up. If a vehicle operator checks out a heavy duty pickup truck for a 500 mile business trip (where no hauling is required), then a lot of fuel is being wasted. Most compact cars have significantly better gas mileage than pickup trucks – if a car is sufficient for the task, it should be taken. Using the smallest, most fuel efficient vehicle for each task will help to optimize fuel expenses, especially if that vehicle is equipped with the ability to use alternative fuels.

Clean and Lighter Vehicles

Believe it or not, a clean and empty vehicle can make a big impact on fuel efficiency. Emptying the vehicle of excess equipment and tools, trash and personal belongings reduces the total weight, which in turn allows the engine to utilize less fuel to move the vehicle. In addition, an overly dirty vehicle can have an effect on gas mileage through aerodynamics. Optimizing the cleanliness of the vehicle can cut down on wash costs and fuel costs.