With global fossil fuel prices set to continue rising well into the foreseeable future, vehicle fleet operations need to start looking into better ways to manage their fuel reserves. For most owners or managers, updating legacy systems to a modern fuel management system (FMS) with automation features can minimise fuel-related overheads with minimal capital required. More compellingly, a modern fuel management system can pay for itself within less than a year, making these products worth the investment for certain fleets.

However, not all FMS products will necessarily be a good fit for your operations. Let’s examine key features to look for when choosing an FMS that will work for your vehicle fleets.

1. Real-Time Fuel Monitoring

A top-notch FMS should provide true real-time monitoring of fuel levels and estimates of consumption rates. Being able to check fuel usage as it happens can empower managers to make timely decisions on refuelling and other critical fleet activities. An FMS with real-time monitoring features utilises advanced sensors to continuously measure and transmit fuel volume data, ensuring accurate inventory management and avoiding the once-common risk of running out of fuel unexpectedly.

2. Enhanced Security and Access Controls

Fuel theft is a major concern among Australian fleet operators across many industries. For that reason, any FMS you integrate into your business must include secure access control technologies, such as swipe card readers or RFID tags. These systems restrict fuel access to authorised vehicles and personnel only, preventing unauthorised use and theft.

3. Leak and Theft Detection

Newer fuel management systems can notify drivers and managers of potential leaks or tampering, preventing serious losses. This also minimises the need for constant human supervision and can be especially critical for FMSs located in remote areas where daily inspections are not practical.

4. Inventory Management Features

An FMS with real-time tank level monitoring should also be able to continuously transmit fuel volume data that could be integrated into your inventory management system. This feature can be beneficial for auditing total fuel reserves and discouraging pilferage.

5. Offline Data Transfer

Having the ability to transfer data even without an internet connection is a valuable feature, particularly for fleets that operate in the outback and other areas with limited internet connectivity. Look for an FMS that supports offline data transfers so that crucial fuel data can still be uploaded to a different device even if the vehicle has no internet connection.

6. Solar Power Integration

Older FMS modules often required a power grid connection or diesel generator to function, which is somewhat ironic given that these systems are meant to save fuel. Fortunately, you can now find FMS options that utilise solar power, guaranteeing uninterrupted functionality while reducing energy costs. These FMS options are exceptionally suited for operations in remote areas thanks to their limited environmental impact, low running costs, and continuous operation.

7. Analytics that Track Multiple Data Points

An FMS should do more than track fuel consumption. It should also provide managers with other important details or factors that can affect fuel consumption, such as the specific vehicle, driver, location, and timestamps of each event. This level of detail enables fleet managers to pinpoint inefficiencies and better optimise operational processes.

8. Alarm and Notification System

An FMS with built-in alarms and indicator lights can alert users to critical events such as low tank levels, unauthorised access attempts, or system malfunctions. Apart from typical visual and audio indicators, these systems should also be able to send managers notifications so that remote-based fleet managers are instantly informed of any issues. Many current systems can integrate with mobile apps to give fleet managers event alerts directly on their workstations and smartphones, allowing swift responses to these incidents.

9. Enhanced Compliance and Documentation

Maintaining regulatory compliance around fuel stocks can be a complex task. An FMS should help simplify this process by providing managers and auditors with detailed measurements and documentation of fuel usage. This feature ensures that fleet operations remain compliant with industry regulations and can adapt to business growth.

10. Cost Savings and Return on Investment

As useful as all these features are, the ultimate goal of any FMS is to deliver cost savings and a fast return on investment (ROI). Look for system providers with a track record of providing these core benefits and shortlist those that can credibly offer a good ROI.

Transform Your Fleet Operations with Comprehensive Fuel Management

A high-quality fuel management system will reduce fuel-related overhead expenses through smart management and by avoiding many of the labour costs related to manual fuel handling. However, fleet managers should look beyond these basic features and explore the potential of modern systems for data-driven fuel savings. Choosing an FMS with these advanced data-centric functions can maximise your fleet’s efficiency and reduce its environmental footprint without the need for massive capital expenditures, making them worthwhile for any fleet operator.