Managing Fleets

Complete guide to managing your corporate fleet, including vehicles, drivers, spending controls, and optimization strategies.

Effective fleet management can reduce fuel costs by up to 35% through better monitoring and control.

Fleet Management Overview

Vehicles

Track and manage all fleet vehicles

Drivers

Driver profiles and assignments

Wallets

Digital payment controls

Analytics

Performance insights

Setting Up Your Fleet

Step 1: Company Profile

Configure your business details:

  • βœ“ Company name and registration
  • βœ“ Industry type (logistics, construction, corporate, etc.)
  • βœ“ Fleet size and growth projections
  • βœ“ Primary operating regions
  • βœ“ Billing and tax information
  • βœ“ Preferred fuel stations network

Step 2: Fleet Hierarchy

Organize your fleet for better management:

Company
β”œβ”€β”€ Divisions (Sales, Operations, Management)
β”‚   β”œβ”€β”€ Departments
β”‚   β”‚   β”œβ”€β”€ Teams
β”‚   β”‚   β”‚   β”œβ”€β”€ Vehicles
β”‚   β”‚   β”‚   └── Drivers
β”‚   β”‚   └── Cost Centers
β”‚   └── Regional Offices
└── Vehicle Categories
    β”œβ”€β”€ Passenger Cars
    β”œβ”€β”€ Light Trucks
    β”œβ”€β”€ Heavy Vehicles
    └── Special Equipment

Vehicle Management

Adding Vehicles to Your Fleet

Required Vehicle Information:

  • β€’ License plate number
  • β€’ Vehicle make and model
  • β€’ Year of manufacture
  • β€’ VIN/Chassis number
  • β€’ Engine capacity
  • β€’ Fuel type (91, 95, Diesel)
  • β€’ Tank capacity (liters)
  • β€’ Expected fuel consumption
  • β€’ Odometer reading
  • β€’ Insurance details
  • β€’ Registration expiry
  • β€’ Service schedule

Vehicle Categories and Types

Passenger Vehicles

  • β€’ Sedans
  • β€’ SUVs
  • β€’ Minivans
  • β€’ Executive cars

Commercial Vehicles

  • β€’ Pickup trucks
  • β€’ Delivery vans
  • β€’ Box trucks
  • β€’ Flatbed trucks

Heavy Equipment

  • β€’ Construction machinery
  • β€’ Cranes
  • β€’ Generators
  • β€’ Special purpose

Vehicle Status Management

  • Active: Available for use
  • In Service: Under maintenance
  • Inactive: Temporarily out of service
  • Retired: No longer in fleet

Driver Management

Driver Registration Process

  1. Basic Information 
    - Full name and ID number
- Contact details (phone, email)
- Emergency contact
- Address
- Date of birth
  2. License Verification 
    - License number
- License type/class
- Issue and expiry dates
- Endorsements
- Violations history
  3. Assignment Details 
    - Employee ID
- Department/team
- Primary vehicle(s)
- Backup vehicles
- Operating regions

Driver Permissions and Restrictions

Permission Level Capabilities Restrictions
Full Access All vehicles, unlimited fuel None
Standard Assigned vehicles, daily limits Transaction limits apply
Restricted Specific vehicles, approval needed Time and location limits
Temporary Time-bound access Expires automatically

Digital Wallet System

Wallet Configuration

Set up digital wallets for fuel payments:

Wallet Types

  • Company Wallet: Main funding source
  • Department Wallet: Budget allocation
  • Vehicle Wallet: Per-vehicle limits
  • Driver Wallet: Personal allowances

Control Settings

  • Daily Limits: Maximum per day
  • Transaction Limits: Per fueling
  • Monthly Budget: Overall cap
  • Fuel Type Restrictions: Allowed types

Spending Controls

Example Spending Rules:
β”œβ”€β”€ Sales Team
β”‚   β”œβ”€β”€ Daily Limit: 200 SAR
β”‚   β”œβ”€β”€ Transaction Limit: 150 SAR
β”‚   └── Monthly Budget: 3,000 SAR
β”œβ”€β”€ Delivery Fleet
β”‚   β”œβ”€β”€ Daily Limit: 500 SAR
β”‚   β”œβ”€β”€ Transaction Limit: 300 SAR
β”‚   └── Monthly Budget: 10,000 SAR
└── Executive Vehicles
    β”œβ”€β”€ Daily Limit: No limit
    β”œβ”€β”€ Transaction Limit: 500 SAR
    └── Monthly Budget: 5,000 SAR

Fleet Operations

Daily Fleet Management Tasks

Morning Checklist:

  • ☐ Review overnight transactions
  • ☐ Check vehicle availability status
  • ☐ Verify driver assignments
  • ☐ Monitor wallet balances
  • ☐ Review pending approvals
  • ☐ Check maintenance schedules
  • ☐ Address any alerts or issues

Transaction Monitoring

Real-time visibility into fleet fuel consumption:

  • Live Dashboard: Active fueling sessions
  • Transaction Alerts: Unusual patterns or amounts
  • Location Tracking: Where vehicles are fueling
  • Approval Queue: Transactions requiring authorization

Fleet Analytics and Reporting

Key Performance Indicators (KPIs)

Fuel Efficiency

12.5 km/L

Fleet average

Cost per KM

0.18 SAR

30% below target

Utilization Rate

87%

Vehicle usage

Available Reports

Standard Fleet Reports:

Operational Reports
  • β€’ Daily fuel consumption summary
  • β€’ Vehicle utilization report
  • β€’ Driver performance metrics
  • β€’ Route efficiency analysis
  • β€’ Idle time report
Financial Reports
  • β€’ Cost per vehicle breakdown
  • β€’ Department spending analysis
  • β€’ Budget vs actual comparison
  • β€’ Fuel price trend impact
  • β€’ ROI analysis

Fleet Optimization Strategies

Fuel Efficiency Improvements

Implementing these strategies can reduce fuel costs by 20-35%
  1. Route Optimization

    Use analytics to identify most efficient routes and eliminate unnecessary trips

  2. Vehicle Right-Sizing

    Match vehicle types to actual usage needs

  3. Driver Training

    Educate drivers on fuel-efficient driving techniques

  4. Maintenance Scheduling

    Regular maintenance improves fuel efficiency by up to 15%

  5. Real-Time Monitoring

    Identify and address inefficiencies immediately

Cost Control Measures

Immediate Actions

  • βœ“ Set transaction limits
  • βœ“ Implement approval workflows
  • βœ“ Monitor unusual patterns
  • βœ“ Regular audits

Long-term Strategies

  • βœ“ Fleet modernization
  • βœ“ Alternative fuel adoption
  • βœ“ Telematics integration
  • βœ“ Predictive analytics

Integration Options

Third-Party Integrations

Connect PetroLink with your existing systems:

  • ERP Systems: SAP, Oracle, Microsoft Dynamics
  • Fleet Management: Geotab, Samsara, Fleet Complete
  • Accounting: QuickBooks, Xero, Sage
  • HR Systems: Workday, BambooHR, ADP

Troubleshooting Common Issues

Transaction Declined

  • β†’ Check wallet balance
  • β†’ Verify spending limits
  • β†’ Confirm vehicle/driver pairing
  • β†’ Review time restrictions

High Fuel Consumption

  • β†’ Check for vehicle maintenance issues
  • β†’ Review driver behavior reports
  • β†’ Analyze route efficiency
  • β†’ Verify fuel type usage

Best Practices

Fleet Management Excellence:

  1. βœ… Regular vehicle and driver audits
  2. βœ… Proactive maintenance scheduling
  3. βœ… Data-driven decision making
  4. βœ… Clear policies and procedures
  5. βœ… Continuous driver training
  6. βœ… Regular cost analysis
  7. βœ… Technology adoption
  8. βœ… Environmental considerations
Fleet Support: Our fleet specialists are available at fleet@petrolink.app or +966 54 459 3786