Fuel loss - A significant challenge for all fleet managers
The statistics reveal that fuel costs make up a substantial portion, ranging from 35-40%, of a fleet's total operating expenses. However, fuel fraud perpetrated by drivers continues to be a pressing issue in Vietnam's transportation sector, lacking effective prevention. Moreover, the cumbersome process of gathering and reconciling invoices with different fuel suppliers consumes significant time and resources, leading to potential errors and imposing substantial management challenges on businesses.
In recent years, the shift towards cashless payments has provided a solution for many enterprises grappling with these challenges. This market is witnessing considerable growth with various stakeholders entering, including banks, fuel companies, and other financial institutions.
In choosing the right payment and management solutions for your business, what criteria should be taken into account?
6 selection criteria
1. Be able to establish fuel limit for each vehicle and driver
Digital payment methods, whether via physical cards or mobile apps, equipped with fuel limit features have demonstrated significant efficacy in preventing common fuel fraud practices. These include direct siphoning of fuel for resale, unauthorized use of company funds to refuel personal vehicles, or the misuse of company vehicles for personal purposes.
Businesses should focus on crucial management aspects, including specifying permitted fuel types, establishing a list of approved gas stations, and most importantly, setting fuel limits per refill tailored to the capacity of each vehicle's tank.
2. Has automatic detection and reporting of driver fraudulent behavior
Detecting fuel fraud promptly is crucial for effective prevention. Therefore, relying solely on fuel cards with transaction notification features, akin to credit cards, is insufficient. Businesses should instead opt for payment methods equipped with advanced features capable of detecting abnormal transactions and immediately notifying managers.
3. Provide detailed fuel consumption reports
When fuel costs become unreasonable, businesses should also evaluate and assess drivers' driving habits. Poor driving behaviors such as prolonged engine start-up times, extended idling without engine shutdown, aggressive and erratic acceleration and braking, and letting the tires under-inflated, can increase fuel consumption by up to 20%. Additionally, drivers who choose optimal routes can significantly reduce fuel consumption.
Thus, businesses should select management solutions with features to:
Monitor the fuel usage of each vehicle and driver.
Generate comparative reports to easily identify underperforming vehicles and drivers.
4. Consolidate and issue electronic invoices
Certain digital payment methods like Dibee can issue e-invoices and automatically send them to the Accounting department upon transaction completion. This streamlines the workload for accountants by eliminating the need to communicate with drivers for missing documents and manual data entry into the system. Furthermore, with Dibee, e-invoices can be customized for individual or batch downloading of up to 300 invoices with just a few clicks, enabling accountants to handle documents efficiently and minimize mistakes.
Read the article Why fuel cost optimization is key to increasing profitability?
5. Integrate different payments for fleet costs (toll fee, parking fee, maintenance fee, etc.)
Whether your fleet is engaged in passenger transportation, goods distribution, or employee commuting, there are various expenses beyond fuel costs, such as toll fees, parking fees, and vehicle maintenance expenses. Therefore, it's advisable to prioritize solutions capable of integrating payments for all fleet-related expenses, serving as a centralized cost management hub.
Presently, Dibee is actively collaborating with service providers for toll payments, insurance, vehicle maintenance, etc., to establish partnerships aimed at delivering more value to customers and achieving the goal of centralized management of all fleet expenses on a single platform.
6. Nationwide network of gas stations
Currently, some fuel cards issued by banks only allow fuel purchases in certain provinces or cities, while cards issued by fuel companies limit usage to their own gas stations. Hence, when selecting a solution, businesses should also consider whether the payment method offers flexibility across provinces/cities and enables refueling at different gas station networks, especially considering the convenience of vehicles traveling along fixed or unforeseen routes.
Which payment and management method in the current market best meets your demands?
Currently, in the market, Dibee stands out as a unique solution combining e-payment method and management system, effectively addressing fuel cost saving and operational optimization for businesses.
As a pioneer in the digital transformation of business management tools, Dibee introduces a user-friendly web-based platform that enables managers to quickly and accurately update, analyze, and access their fleet data, thereby optimizing costs and minimizing manual management.
The physical cards utilize smart chip technology and individual PIN codes for each card, preventing unauthorized transactions. Dibee is currently the leading secure fuel card in Vietnam.
The subsequent launch of the mobile application enhances management capabilities through synchronization with the web portal. It also allows drivers to refuel for different assigned vehicles according to manager settings and facilitates convenient gas station location searches along their routes.
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Is your business currently considering various options available in the market to find the optimal solution for both payment and fuel cost management?
Dibee has consistently assisted over 200 customers with varied fleet sizes, including notable names like DHL, Vietnam Post, CJ - SG Safety Vina, Green Leaf Vietnam, Bitis', and many more, in tackling fuel cost-related challenges.
For further details on how Dibee can optimize fuel costs and modernize your management processes, please reach out to us at:
Business line: (028) 73 03 66 99
Email: sales@dibee.co
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