Fuels, lubricants, and chemical distributors have traditionally dispatched and delivered bulk and package products utilizing paper delivery tickets. This process worked in the past but significantly limits and inhibits opportunities for real operational efficiency gains, the ability to scale and to provide a leading customer service experience. Leading distributors now go “paperless” by utilizing petroleum logistics software to optimize the entire delivery workflow and Order to Cash (OTC) cycle.
Let’s review the advantages of a petroleum logistics software solution vs. the historical paper-based method of routing and delivery.
Routing and Delivery Efficiency, Real-Time Visibility, and the Ability to Scale
Distributors’ operational expenses for trucks, diesel, drivers, and insurance have never been higher. As a logistics company, reducing these expenses results in real savings dropping right to your bottom line.
Petroleum logistics software provides numerous opportunities to improve routing and delivery efficiency. These features and benefits reduce your operational expenses. A paper-based workflow has limited areas to improve efficiency and reduce costs. A paper-based workflow also brings inherent risks, including cross-fill contamination, lost delivery tickets, and theft. This workflow relies heavily on the dispatcher and driver’s tribal knowledge for routing and delivery, and any turnover in these areas creates unexpected operational challenges and unwanted inefficiencies.
Let’s compare the benefits of a petroleum logistics software solution vs. a traditional paper-based workflow.
| Distributor & Customer Benefits | Paper-Based Workflow | Petroleum Logistics Workflow |
| Realtime Dispatch & Customer Order Status Updates in real-time | √ | |
| Realtime inventory tracking at truck or trailer | √ | |
| Barcode scanning to prevent filling the asset or tank with the wrong product | √ | |
| Barcode scanning to track assets filled accurately | √ | |
| Signature capture, GPS, and tank readings to confirm deliveries | √ | |
| Continuous monitoring of truck meters to track inventory | √ | |
| Integration with ERP accounting systems | √ | |
| Automatically email drivers when a trip is assigned with trip specifics and start time | √ | |
| Check for pre-trip inspection | √ | √ |
| Route List – driver sees all activities in ETA sequence | √ | √ |
| Lock optimized route sequence – prevents one or all drivers from going out of optimized sequence | √ | |
| Load tickets | √ | √ |
| Order Tickets | √ | √ |
| 3-way compartment validation that prevents expensive cross-fill contamination | √ | |
| Electronic customer signature capture allows for immediate distribution of ePOD | √ | |
| Image capture by drivers for BOLs, document damages, closed customers, etc. | √ | |
| Mobile Printing | √ | |
| Automatic Customer Notifications – Advanced Ship Notifications, On The Way | √ | |
| Auto email POD for immediate order review and invoicing by accounting | √ | |
| Auto email dispatch with pre/post trip comments and potential backorders | √ | |
| Auto email customer ETA provides real-time updates | √ | |
| Product compatibility matrix | √ | √ |
| Splash blending | √ | √ |
| Electronic Meter Integration – critical productivity feature for maximum efficiency and secure fleet fueling/wethosing | √ | |
| Meter presets allow driver or dispatch to preset tank deliver quantity, and meter will automatically stop to prevent overfills | √ | |
| Software-based no-flow timer prevents drivers from scanning one asset and filling many assets | √ | |
| Continuous meter monitoring sends an email if a driver uses a meter outside of inventory or customer transactions | √ | |
| Auto-split BOLs | √ | |
| GPS validation warns the driver if not delivering within customer geofence or prevents the driver from delivering if not at customer GPS | √ | |
| Handles harmonized products | √ | √ |
| Mobile forms are fully integrated to allow you to build data capture at any point in the driver workflow | √ | √ |
| Multiple language support | √ | |
| Integration with advanced routing and forecasting | √ | |
| Add assets to build your tank database | √ | |
| Control driver’s ability to add assets in the field | √ | |
| Reduce total transportation cost by 7% – 15% | √ |
Additional Benefits of Petroleum Logistics Software
Professionalism
Your brand image is largely influenced by the different points of contact between you and your customers. While inexperienced distribution companies argue the convenience of paper tickets, your informed customers constantly look to partner with businesses that embrace modern technology and the benefits it can deliver. Electronic deliveries utilizing petroleum logistics software give you instant credibility and professionalism with your customers and prospects.
Accuracy and Transparency
Illegible driver handwriting, inaccurate handwritten recording of delivered quantities, lost delivery tickets, and the inability to audit customer deliveries can result in numerous issues for distributors. Your operational efficiency is significantly reduced, and AR (Accounts Receivable) tasks are often duplicated.
A lack of information control and verification through a real-time audit trail undermines customer confidence in your invoicing accuracy. If your competition utilizes fuel delivery software and/or lubricants delivery software, they can easily plant seeds of doubt regarding delivery accuracy, efficiency, and customer service in your customer’s minds.
Improve Information Access and Security
Petroleum and Chemicals Logistics software allows fuel, lubes, and chemicals distributors and their customers to conveniently access relevant delivery information. A paper delivery workflow restricts information to the person in current possession. Document security and the need to protect critical delivery data are absolutely expected from your customers. Petroleum and Chemicals Logistics software solutions are secure while allowing flexibility of access for authorized personnel at an organization, depot, or driver level.
Maintain Compliance
Maintaining product integrity with specific manufacturer standards is important in fuel, lubes, and chemical distribution. It is important to keep accurate, organized, up-to-date, and easily accessible delivered product information for manufacturers’ audits. Unfortunately, maintaining physical paperwork in audit-ready shape for internal or external audits can be very challenging to keep up-to-date and organized. A petroleum logistics software solution with customizable mobile forms can greatly assist in maintaining compliance and reinforcing accountability and responsibility throughout your organization.
Go Green
Petroleum logistics software solutions are eco-friendly since little to no paper is used. Both fuel delivery software and lubricants delivery software solutions optimize routes, resulting in fewer miles driven and a lower carbon footprint from your fleet of trucks.
If you are a fuel, lubes, or chemical distributor, BizSpeed’s last-mile petroleum logistics software solutions will increase your productivity, efficiency, and customer service. Your success shouldn’t depend on the paper’s limitations. Contact us or book a demo of our industry-leading fleet fueling or wethosing, lubricants delivery software, and commercial fuel delivery software solutions.
