Is a Fuel Management System right for your organization?

  • Do you have a fleet of vehicles and\or equipment?
  • Do you currently or have plans to operate your own refueling sites?
  • Do you need to control who has access to your fuel and site?
  • Do you need to accurately account for fuel usage?

If you answered yes to some or all of the questions above then it is likely that a Fuel Management System is right for you.

In its most basic form, Fuel Management is accounting for fuel utilized within your organization. This can be done with paper and pencil, but like using accounting software instead of a ledger book, it can be done much more accurately and efficiently with a Fuel Management System.

A basic Fuel Management System consists of equipment and software designed to automate control and accountability of any metered liquid (water, oil, glycol, etc.) or fuel product.

If you have or are considering having your own fuel site to service your fleet, compliance with Fire and Electrical Codes along with many local and federal regulations and environmental codes, make having a complete Fuel Management system a must.  These can range from a simple basic card lock to a fully integrated fuels accounting system that includes automated data collection from vehicles and tanks.

When it comes to choosing what type of Fuel Management System you require, you may want to start by considering the following questions:

  • Does your current method of tracking fuel allow you to account for Shrinkage (the differential between the amount of fuel purchased and the amount you can account for)?
  • If not, how are you reconciling your deliveries and dispenses for code compliance reporting required by law in your area?
  • If an inspector requested your last 6 months of reconciliation reports, could you provide them this information?
  • If your current method of tracking fuel is a manual process:
  • How much time is spent by the person refueling recording the transaction?
  • How much time is spent by your administrative staff entering the manual transaction records into your accounting and preventative maintenance systems?
  • How accurate is the manual system in recording the information from the transaction log to the accounting and preventative maintenance systems, especially if multiple people are involved in the process? (Are mileages and dispense quantities reliable and accurate?)
  • Is security an issue at your fuel sites?
  • Is securing access to fuel important to your organization?
  • Do you supply multiple fuels and if so how do you control which vehicles have access to which fuels?
  • Do you have a need to track or restrict which vehicles are used by which operators?

A Fuel Management System can assist with and even automate most tasks related to the questions listed above as well as provide many additional features and functions.  Please read our Fuel Management, FuelMaster and Pneumercator pages for additional information on Fireball’s Fluid Management products and services and watch our blog for more valuable information on these topics and more.

 -Mike Sorochan

Mike Sorochan is the Technology Manager at Fireball Equipment.  He has over 20 years in the technology field and has been working exclusively with Fluid and Tank Management Systems since 2005.  Mike is a certified installer and technician for both FuelMaster and Pneumercator and has a wealth of experience in the selection and configuration of these systems in a broad range of industries and applications.