Frauds and waste are certainly two of the main obstacles for entrepreneurs when it comes to supplying fleets. Unfortunately, deviations are more frequent than one might imagine. In addition, some situations lead to misuse of fuel – greater than necessary.
The diversion of resources, as well as the misuse of vehicles, end up increasing a value that is already high within the organizations budget. As we have already mentioned in other articles here in the blog, the cost of Combustible l is a very significant expense – one of the largest – and is a real challenge to the growth of companies that need to transport their products or depend on the machines supply to produce.
6 ways to prevent fraud and prevent waste in the fleet supply
Many factors influence this expense, however, some, in particular, can be remedied if, in addition to focusing on fleet supply, there is a focus on preventing common diversions and waste in the industry. Inadequate routes or additional routes, thefts, improper behavior on the part of the drivers, lack of control of the supply are some of the circumstances that, in the end, can generate a reduction of the profitability of the businesses.
1. Learn to recognize the signs of deviations
One way to avoid fraud is to develop methods for recognizing them. The signs that there are situations to be investigated are discernible from detailed and in-depth cost management.
Large variations in company spending on fleet supplies, for example, should be viewed with suspicion by managers. Only with present monitoring can you find a suspicious scenario.
This check can also start from the following question: “Does my fleet have a consistent average consumption according to the planned routes?” Do the math: if the answer is no, there is probably some deviation. This does not necessarily mean that vehicles may be being misused by employees. There are also cases of fuel theft during driver stops.
2. Keep track of routes
We’ve talked a lot about how technology is a great ally of logistics management. Technological resources today allow, for example, to monitor the fleet in real time via satellite. With these systems, you can know exactly where each vehicle is at any given time.
This is important not just because of security – since cargo theft is a serious problem for Brazilian transportation. By tracking your entire fleet you will be able to understand whether the defined routes are being met or whether the vehicles are being used for personal use.
3. Lead the drivers
The careless behavior of drivers also influences and can promote a high waste of fuel. Depending on how the vehicle is driven, more engine revs are needed and consequently, more diesel, gasoline or alcohol will be consumed. This happens, for example, when there is sudden acceleration or braking.
In addition to increasing consumption, attitudes such as this also cause the vehicles to wear out. They can also be responsible for causing accidents that endanger the lives of employees or, at a minimum, leave machines standing for a period of time – which is a financial burden.
To avoid unplanned downtime and waste, companies are advised to advise their employees about defensive driving and fuel economy practices. Among them, some guidelines are really very simple: do not tread on, knowing the best time to change gears and use the air conditioning with caution are some of them.
4. Try to prevent irregular supplies
Do you know at what times your employees are fueling the vehicles? Do you have a control with the registration of these movements? It is possible to detect irregularities by making a comparison between the total tank capacity and the total amount of fuel used in the fleet supply.
However, such a solution becomes almost impossible when the logistics team does not have the right tools to control fleet supply. A large number of vehicles makes it very difficult to follow up manually and analyze information on a case-by-case basis.
5. Use a fleet supply automation system
One of the technologies that make all the difference when it comes to supplying fleets is SAAF (Automated Fleet Supply System). The automation platform for all this operation can identify the authorized vehicles, control the frequency and limit of the release of fuel flow per machine and save all this information.
With the tool, it is possible to make advance planning of the distribution of the fuel and to control the consumption with precision monthly reports. The software of IONICS also allows, therefore, to know the exact expenditure of the company with each vehicle and the transport of loads in general.
6. Ensure that the fleet is efficient and that maintenance is up to date.
Choosing vehicle models with better energy efficiency is important, however, the state of conservation of the fleet also influences fuel consumption and may be related to waste.
Regular machine maintenance is required to avoid faults that can reduce performance and cause vehicles to consume more fuel per km driven. Therefore, periodic reviews must be respected.
It is also essential to have a history of each item of the fleet, with income on the purchase, the repairs by which it has already passed and the scale of efficiency over time. All this to be able to assess when it is worth renewing the fleet rather than maintaining high expenses depending on the time of use of the vehicles.
7. Maintain control of finances
In order to identify possible diversions and waste and reduce the costs of supplying the fleet, it is essential to have control of the finances involved in logistics. If you do not know exactly what and how much you spend, you will not be able to recognize unusual or abnormal situations that may negatively impact your business.
Keeping up-to-date control of all transportation expenses allows comparisons and analyzes to be made and the best paths are chosen for the company. Also remembering that transport management is not a simple task, but nowadays, it is possible to count on tools that optimize the work, guaranteeing good results.