Fleet & Fuel Control

Fleet & Fuel Control

Fleet & Fuel Control helps fleet-based businesses cut two of their biggest hidden costs: fuel fraud and unplanned vehicle downtime. It gives fleet managers a reliable way to catch inflated fuel claims before they hit Finance, and ensures vehicles get serviced on schedule instead of breaking down mid-route. Drivers, mechanics, and fleet managers each work within their own scope, keeping fuel spend, maintenance, and daily operations clean, auditable, and easy to act on.

Key Features

• Photo-Verified Fuel Claims: Drivers submit fuel claims with mandatory photo evidence of the receipt and the dashboard odometer, creating a verifiable record for every transaction.
• Automated Fuel Fraud Detection: The system calculates each vehicle's actual consumption ratio in real time and automatically flags claims that fall well below the vehicle's expected efficiency, routing them to the fleet manager for review before approval.
• Odometer Data Integrity: Historical odometer values are locked from editing, and the system blocks any new entry that shows a lower reading than the last recorded value, preventing manipulation of fleet records.
• Automatic Maintenance Triggers: Once a vehicle's distance travelled since its last service reaches its configured interval, the system automatically opens a maintenance ticket and marks the vehicle as unavailable until service is completed.
• Daily Pre-Trip Inspection: Drivers complete a checklist before each trip; any component marked as damaged automatically generates a workshop ticket.
• Role-Based Access: Drivers, Mechanics, and Fleet Managers each see only the pages and fields relevant to their role.
• Centralized Approval Dashboard: Fleet managers review all pending and flagged fuel claims from a single dashboard, with anomalous claims visually highlighted for faster action.

Usage Scenarios

• Drivers can log daily vehicle inspections and submit fuel claims with photo evidence directly from the field, without manual paperwork.
• Fleet managers can review flagged fuel claims, compare receipt and odometer photos, and approve or reject them from one dashboard.
• The system automatically opens a service ticket and pulls a vehicle from active duty once its mileage reaches the maintenance threshold, so servicing isn't missed.
• Mechanics can view and close assigned maintenance tickets from a dedicated workshop view without needing access to financial or claims data.
• Finance teams gain a defensible audit trail for fuel spend, since anomalous claims are isolated for review before reaching approval.