The spreadsheet hunt
Before- Hunting for the odd fill in a spreadsheet
- Cards nobody can place
- Questions from finance about gallons
- Surprises on the monthly bill
The problem
Fuel spend nobody can explain.
Every gallon. Every card. Every truck. Accounted for.
A fill bigger than the tank. A card used on a Sunday. Fleet Unify flags the odd ones so you catch them while they still matter.
Unit 108
62 galinto a 50 gal tank
Sound familiar?
Receipts nobody can explain.
- FUEL TICKETNo. 0412
A card gets swiped on a day the truck sat parked.
- FUEL TICKETNo. 0413
A fill is bigger than the tank can hold.
- FUEL TICKETNo. 0414
Cards get passed from truck to truck and nobody updates the list.
- FUEL TICKETNo. 0415
You learn about odd fills when the bill arrives.
- FUEL TICKETNo. 0416
Fuel reports and truck reports never seem to match.
How an odd fill gets caught
Open the case. See it in ten seconds.
Pick a fill. The truck, the card and the tank sit side by side, so you can tell a normal fill from a strange one at a glance.
Today’s fills
1 to reviewCase file
Unit 108 - M. Chen - 62 gal - $248
This does not add up
The fill is 12 gallons bigger than the tank, and the truck was parked at the yard when the card was swiped.
What the truck was doing
2:14 AM
Card swiped
Parked
Driving
Parked
Unit 108 sat parked at the yard. The card was swiped at 2:14 AM, at a fuel stop far away.
Where the truck and the card were
At 2:14 AM the truck was at the yard, not at the fuel stop.
Does it fit the tank?
Fill 62 gal
Tank holds 50 gal
12 gal more than the tank can hold.
Confirm what is fine. Question what is not.
What it costs
A slow leak nobody sees.
No made-up numbers. Just the honest picture of where it drips.
Money
Leaks that quietly add up
A few unexplained fills a week turn into a real number by the end of the quarter.
Time
Hours matching receipts to trucks
Someone ends up playing detective in a spreadsheet.
Risk
Misuse that goes unnoticed
If nobody is looking, nobody finds out.
The fix
Match. Flag. Review.
Every swipe goes through the same three stops, so the odd ones cannot slip by.
Step 1 - Match
Every fill tied to a truck
Card activity is matched to the truck and driver it belongs to.
Step 2 - Flag
Odd fills get flagged
Fills that look wrong wait in one short list, with the map right beside them.
Step 3 - Review
Review, confirm, done
Confirm what is fine and question what is not. Every decision is kept for next time.
From hunting to a short list.
What changes day to day.
The short list
After- Odd fills waiting in a short list
- Every card assigned to a truck
- Answers on hand, with the map to back them up
- Problems caught the week they happen
The apps that fix it.
Quick answers
What if some fuel information is missing?
We flag it so a person can check. We never fill in the blanks with a guess.
Which fuel cards does it work with?
WEX, Comdata, Fleetcor, EFS, Voyager and Tchek. Ask us if you use another.
Ready to see your fleet in one place?
Bring your questions and the tools you use today. We will show you how it all fits together.
