Transport & Logistics
Fuel and Transport Cost Management System
A system that controls fuel requests, issues and receipts, measures consumption per vehicle and allocates transport costs to trips, customers and departments for accurate costing.
- Web-based
- Android
Overview
Fuel and Transport Cost Management System
Fuel is usually the largest variable cost in any transport operation, and it is also one of the easiest to lose track of. A Fuel and Transport Cost Management System gives organisations control over every litre, from the request to the pump to the kilometres driven. Extrion Tech develops the system to match how you buy fuel, whether from your own depot tank, nominated filling stations on credit or fuel cards.
Drivers request fuel against a trip, supervisors approve the quantity, and the issue is recorded with litres, price, odometer and receipt photo. Depot tank deliveries and dips are reconciled, so stock losses become visible. The system calculates consumption in kilometres per litre for each vehicle and flags anything outside the expected range for that model and route, such as a truck on the Dar es Salaam to Dodoma road using noticeably more than its usual rate.
Beyond fuel, tolls, ferry charges between Dar es Salaam and Zanzibar, allowances, parking and repairs are captured and allocated to trips, customers or departments. Finance can then see the true cost per kilometre, per trip and per tonne delivered, compare it with what is charged to customers, and set budgets based on evidence.
Business problems it addresses
- Fuel is issued without checking whether the trip justifies the quantity.
- Depot tank stock disappears without a clear record of where it went.
- Abnormal consumption is not noticed until the monthly fuel bill arrives.
- Trip costs such as tolls, ferries and allowances are not linked to jobs.
- Transport pricing to customers is not based on real cost per trip.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From fuel request to cost per trip
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1
Fuel request
Driver requests fuel for a trip with vehicle, route and current odometer.
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2
Approval
Supervisor approves litres based on distance and the vehicle’s usual rate.
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3
Fuel issue
Depot or station issues fuel; litres, price and receipt photo are recorded.
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4
Trip costs
Tolls, ferry charges, allowances and parking are added to the trip.
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5
Consumption check
System calculates km per litre and flags readings outside the norm.
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6
Tank and invoice reconciliation
Match depot dips and station invoices against recorded issues.
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7
Cost allocation and reports
Allocate costs to trips, customers or departments and report per km.
Functions covered
Modules and what they do
01 Fuel control
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Fuel requests and approvals
Controls who may request fuel and how many litres can be approved.
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Fuel issues
Records litres, price, odometer, station and receipt for each issue.
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Depot tank management
Tracks deliveries, dips and issues for company-owned fuel tanks.
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Consumption analysis
Calculates km per litre and flags abnormal consumption by vehicle.
02 Transport costing
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Trip expenses
Captures tolls, ferry fares, allowances, parking and incidental costs.
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Cost allocation
Assigns costs to trips, customers, projects or departments.
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Budgets and limits
Sets monthly fuel budgets per vehicle or department with alerts.
03 Reconciliation and integration
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Station invoice matching
Matches credit station invoices with approved issues before payment.
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Fuel card import
Optional / subject to scope
Imports fuel card transactions where the card provider offers data exports or an API.
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Tank sensor and GPS data
Optional / subject to scope
Reads tank levels or GPS mileage where devices provide an interface.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Approval limits for fuel are enforced by role, and every issue, tank adjustment and price change is logged so fuel losses can be investigated with a complete record.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Data export controls
Exports limited to authorised roles and recorded.
Optional advanced protections
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
- Multi-factor authentication A second sign-in step for selected or all users.
- Secure API access Authenticated, rate-limited access for integrations.
- Disaster recovery planning A documented plan to restore service after a major failure.
Data integrity
Each fuel issue must reference an approved request, a vehicle and a valid odometer reading higher than the last one. Depot tank balances are calculated from deliveries and issues and reconciled against physical dips, with variances requiring an explanation. Station invoices are matched line by line before payment.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Fuel sources: depot tanks, credit stations or cards
- Approval limits and expected km per litre by model
- Cost categories and allocation rules
- Budget periods and alert thresholds
- Integration with fleet, GPS and accounting systems
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Transport & Logistics
Related systems
Fleet Management System A fleet system that keeps every vehicle, driver, trip, document and running cost in one place, with GPS tracking integration, licence reminders and cost-per-kilometre reporting.
Transport and Route Management System A route planning and scheduling system for scheduled transport, defining routes, stops, timetables and vehicle rosters, with bookings, manifests and on-time performance reporting.
Delivery and Dispatch Management System A dispatch system for same-day and last-mile deliveries that assigns orders to riders and drivers, tracks each job and captures proof of delivery and cash collected.
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