Author: Simon Pavey

What is fleet management?

Posted on | by Simon Pavey

If your firm runs commercial vehicles of any kind, you need a fleet management solution. Whether you have hundreds of vans or just a couple of company cars, a clear plan for keeping these running smoothly is a must.

But what is fleet management? And what tools can you use to make this task as easy as possible? Read on to find out.

The basics of fleet management

Fleet management is an approach to looking after your company’s vehicles across every stage of their lifecycle. It starts with purchasing or leasing and covers maintenance, driver tracking and fuel management. At the end of a car or van’s life, it also ensures there’s a clear replacement and disposal plan.

This isn’t just for firms with large numbers of vehicles. It also applies even if you’re only running a small number of cars or vans, and if you’re using a ‘grey fleet’, where employees use their personal vehicles for work purposes.

The goal of this is to improve efficiency, cut fuel costs, keep your drivers safe and maintain compliance with the rules. This covers everything from monitoring driver behaviour and tracking routes to having up-to-date MOTs and insurance and meeting working time regulations.

Effective fleet management ensures there’s a single hub that covers all aspects of your vehicles’ operations. This is also where the fleet manager comes in.

The role of the fleet manager

The job of the fleet manager is to oversee the day-to-day operation of the firm’s cars, vans or trucks. They have a wide range of responsibilities and so need a good mix of skills, from accountancy to strong communications and the ability to multitask.

In general, a fleet manager’s roles will include the following:

  • Controlling costs. Ensuring operating costs are kept as low as possible is a primary task of the fleet manager. This can include getting a good deal on initial purchases or rentals, as well as keeping ongoing costs down. This can be done by improving fuel efficiency or managing the use of services like fuel cards.
  • Vehicle maintenance. Keeping your fleet on the road is vital to the success of any business. This means ensuring cars and vans are regularly serviced and checked for any faults.

    The latest smart technology     can alert you to any potential issues before they become a problem, allowing you to plan your schedule and reduce the risk of a breakdown.
  • Ensuring driver safety. As well as ensuring your fleet is mechanically sound, a good fleet manager should also be keeping an eye on driver behaviour. Tools like telematics can keep a full log of their actions. It can show you if they were speeding, for instance, or if any harsh inputs have been made on the steering or brakes. This lets you step in with training or advice where necessary.

Driving a car with closeup of dashboard

  • Tracking vehicles. It’s essential that you know where your vehicles are at all times. GPS tracking tools give you a complete picture of your current situation and let you make changes. For instance, it can show you if drivers are taking inefficient routes between jobs and therefore help better plan your operations. What’s more, it can quickly alert you to any unauthorised vehicle use or track down a stolen car.
  • Ensuring compliance. It’s also up to the fleet management team to ensure their vehicles are road legal and that drivers are meeting their requirements. However, this doesn’t just include keeping MOTs and insurance valid. You should also be tracking any mileage claims for expenses and tax purposes and ensuring drivers aren’t breaching working time rules. This also covers ensuring your drivers are fully licensed for the vehicles they operate. And, you’re keeping a record of any issues such as penalty points.

How does fleet management work?

This can seem like a lot of plates to keep spinning, especially if you’re managing a large fleet. However, there are a range of tools and technologies that can make life easier.

Telematics systems are an important part of this, and are used by around 86% of fleets. What’s more, mileage tracking tools, servicing and maintenance schedulers and vehicle checking apps all have their role to play.

These all fall under the banner of fleet management software – something no professional can do without.

Understanding fleet management software

Digital data with logistics in background

Fleet management software solutions are vital for cutting through the data and giving you a clear picture of what’s going on in your business.

Having all the relevant information at your fingertips means you can make better decisions about all aspects of your operations. This applies both in the day-to-day management of your fleet and for longer-term strategy, such as which fuel card to go for or how often to replace vehicles.

Fleet management software typically covers several key areas, including:

  • Driver management – Records, expenses, driving behaviour etc.
  • Vehicle management – Inventory, maintenance and repair, licensing, disposal etc.
  • Operations management – GPS tracking, route planning, fuel usage reports etc.
  • Regulation management – Expenses, tax, working hours, emissions, etc.

The benefits of effective fleet management

It should be clear how good fleet management can improve every aspect of your operations. But what can this translate to in real terms? Here are some of the proven benefits of these tools.

  • Reduced fuel costs. Smart telematic solutions can reduce the MPG of your fleet by as much as 20%, while a fuel card can offer significant savings every time you fill up.
  • Improved safety. Companies that monitor driver behaviour can see a 42% reduction in the number of safety incidents, according to figures from Teletrac Navman.
  • Less downtime. A predictive maintenance schedule reduces the time your vehicles spend in the garage or broken down at the roadside. It can cost firms up to £800 a day for a van to be off the road, so this also saves you money.
  • Better insight. Fleet management tools let you know exactly what your drivers are doing whenever they’re on the road. This means you can plan your vehicle usage more carefully and ensure you’re meeting your duty of care to your drivers.

To learn more about fleet management, get in touch with our experts to see what tools and technologies can benefit your business.

Close up of a car speedometer and odometer

A guide to mileage tracking

Posted on | by Simon Pavey

Mileage tracking is a key part of any fleet management system. But it’s about much more than just keeping a log of how much distance your vehicles have covered.

An effective mileage management plan is essential for working out expenses, keeping track of drivers’ working hours and meeting your tax obligations. What’s more, it’s vital for reducing transport costs and keeping emissions in check.

However, traditional ways of doing this can be complex and time-consuming. So whether you’re a small firm in charge of a handful of company cars or managing a large fleet, modern tools will be hugely useful.

Here’s what you need to know about mileage tracking and how it can benefit your business.

What is mileage tracking?

Mileage tracking tools help you keep a complete, accurate record of your fleet’s activities. This will show how your vehicles are being used, which trips are eligible for tax deductions and more.

But simply making a note of the date and the odometer or the trip meter at the start and end of the journey is no longer enough. To be effective, you need to be recording:

  • Accurate mileage
  • Driving hours
  • Journey dates
  • Start and end destinations
  • Purpose of the trip
  • Fuel used

The evolution of mileage management

Close-up image of a man with receipts and a calculator

In the past, mileage management was a manual, tedious process. Expenses claims were reliant on pen and paper – or, more often than not, hastily-scribbled service station napkins – to log the miles driven. Each driver was responsible for entering their own details and calculating their own business miles.

The problems with this are obvious. The process is far too open to error or abuse, which means many companies end up overestimating their mileage.

For instance, one 2015 study found more than a third of drivers (36%) only updated their log once a fortnight or less. This would make it almost impossible to provide an accurate record of their activity.

What’s more, if HMRC decides to do a spot check and finds records don’t match up with fuel card invoices, the penalties can be high.

Fortunately, there are better solutions. Smartphone apps can provide a much simpler solution for logging driving times and mileage. Inbuilt GPS systems offer much greater accuracy and remove the need for any manual calculations.

However, they aren’t a silver bullet. Many apps still need the driver to remember to start and stop logging for each trip and enter further details.

This means they can be subject to errors. Some free versions also don’t include useful features like integration with accounting software.

This is where the latest generation of smart technologies comes in. Tools that can fully automate the process will be the future for many businesses, as they’re highly accurate and leave drivers with nothing to worry about.

How today’s mileage tracking tools work

Aerial view of cars on motorway with data overlay

Today’s solutions work in a number of ways. There will typically be several options that a firm can choose from to record mileage data and ensure it’s passed on to accountancy software.

For instance, one solution is to add a small device called a beacon to your vehicles. This runs in the background and automatically records journeys from start to finish, syncing with the user’s smartphone.

This means the driver never needs to press a button. It can even tell the difference between personal and business drives.

Alternatively, a GPS dongle can be used instead of a manual smartphone app. This will also capture the details of the vehicle automatically and accurately. All the driver has to do is plug it into a laptop or PC when they login to their online tracking software.

4 key benefits for your business

So what does this mean for your business? Getting this right will provide a number of benefits that allow you to save money and boost productivity. Here are a few of the key advantages of mileage tracking solutions.

1.  Reduced transport costs

First and foremost, these tools help you cut costs. A complete view of your company’s mileage allows you to identify any unnecessary journeys, avoid overestimations and improve future planning.

The effect of this can be huge. For instance, cutting the average mileage for a vehicle driving 12,000 miles a year by just 10% can lead to a £150 saving in fuel alone. Over a large fleet, this can quickly add up to a major bonus.

This is before you take into account the savings created by cutting out overestimations. Our research, for example, found the use of tracking tools reduces mileage claims by as much as 21%.

2.  Less time spent on admin

Automated tools also remove the need for time-consuming manual processes to record and upload mileage details.

Our research shows more than half of drivers (54%) spend more than two hours a month submitting mileage claims. One in ten even spend more than eight hours doing them – that’s over one working day a month just spent filling in forms!

Cutting out these requirements means your employees spend time on more productive activities. It’s great for managers as well. Expenses claims can be worked out automatically, so tax deductions or reimbursements are applied without manual input.

3.  Reduced emissions

A natural consequence of being able to reduce your mileage is that you’ll also cut your fleet’s emissions. This is an increasingly important consideration for many businesses, as managing your carbon footprint is a key part of any company’s social responsibility practice.

Encouraging the more efficient use of company vehicles – or dissuading workers from using their cars and making claims for personal trips – makes your fleet greener and cleaner.

4.  Improved accountability

HMRC has very strict requirements for the records you have to keep regarding your vehicle’s expenses. If you’re still collecting them manually and relying on spreadsheets, it’s easy for mistakes to be made or items to be missed.

This can be very costly. If you’ve been especially lax in your record-keeping, fines could date back for years. An automated mileage data capture solution therefore ensures HMRC compliance and gives you peace of mind.

Construction worker sat at computer

What’s the difference between a fuel card and a credit card?

Posted on | by Simon Pavey

If you’re thinking of applying for a fuel card, you may consider a fuel card vs credit card, and what would be most suitable for your business?

A fuel card is similar to a credit card in many ways. Both allow payment of fuel across different sites. However, when it comes to managing your fuel spend, fuel cards offer numerous benefits for your business; whether your fleet is big or small. 

Fuel card advantages includes cheaper fuel rates. Many fuel cards offer unrivalled access to sites with discounted fuel prices, so your drivers will save your business money every time they refill. With 24/7 reporting, you can keep a close eye on your fuel expenditure and MPG. Using fuel cards also heightens security with the reduced possibility of fuel fraud. 

Below, we have listed the key differences of the fuel card vs credit card debate:
Fuel cards Credit cards
Discounts and cheaper prices on fuel No access to cheaper fuel prices
Increased security and prevention of fuel card fraud with fuel cards linked to driver/vehicle No ability to link cards to specific vehicle or driver
Added security with employees restricted to purchase fuel and lubricant goods only  Employees can purchase anything on a credit card
Some cards offer points/rewards Some cards offer reward schemes
No need to retain receipts Must obtain all receipts for invoicing
HMRC compliant invoicing Invoicing with VAT is a lengthy process
Access to MPG reports to improve fuel efficiency  
Reduced administration time and cost  
Interest free credit options  
   

As you can see, there are many distinct advantages a fuel card can offer over a credit card. Compare our fuel cards and find out which card is most suited to your business. If you’re still unsure on how a fuel card can aid your business, our team of experts are on hand to help further explain the benefits. 

Someone stealing a credit card

Top tips for keeping your fuel card safe

Posted on | by Simon Pavey

Fraudulent fuel card transactions can be a setback for businesses, causing delays and wasting time. Being proactive about your account’s security can reduce the potential for fuel card fraud.

Keep your PIN secure

Writing your PIN on your fuel card or the original fuel card letter, or choosing an obvious PIN like the registration of one of your vehicles is a sure way to end up being the victim of fuel card fraud.

You should never store the card and PIN together. If a driver leaves your company, change the PIN to the card to be cautious. Keep the PIN somewhere safe and secure.

Try and provide each driver with their own fuel card, so PINs are not shared between drivers. Sharing cards can increase the risk of fraud and can make misuse harder to track.

Get insurance

Fuel Card Services can offer you Card Protect, our zero-liability insurance which is available for all of our fuel card products. Card Protect covers your business for losses of up to 25,000 litres on your fuel card account from the minute you notify us your card is stolen so you don’t pay the price for someone else’s wrongdoing and be a victim of fuel card fraud.

Act quickly

If you are registered to My Fleet Hub, you can quickly report a lost or stolen card and cancel immediately. Also, you can view all transaction reports and invoices on My Fleet Hub to keep track of how much is spent on your card(s).

You may also contact us or call your account manager directly to report cards missing and get a replacement card issued.

Track your cards and driver

Fraudulent fuel card use can be challenging to pinpoint whether it was a driver or a thief.

With our telematics tracking service, Tele-Gence, not only can you track where your drivers are, but you can also integrate your fuel cards into the platform. You can set up drivers on the platform and link a specific card, so you can immediately spot whether a driver has misused your card.

We strongly recommend this step as a critical way to reduce fuel fraud and increase control.

Be on your wits

It can be easy to let administrative tasks slip. By keeping on top of where your fuel cards are and frequently checking your invoices, you can help stop fuel card fraud altogether.

If you suspect any suspicious behaviour or find anomalies in your statements, cancel the card immediately and get in touch with your account manager to issue a new card.

Women passing a Keyfuels fuel card to a cashier.

Where Can I Use My Keyfuels Fuel Card?

Posted on | by Simon Pavey

Keyfuels fuel cards offer broad coverage across the UK to cater to your fleet requirements.

What is a Keyfuels fuel card?

A Keyfuels fuel card allows you to buy fuel using a settled account. It is entirely interest-free.

You can find participating stations using a Keyfuels site locator tool, where you can then refuel your fleet vehicle as usual before going to the kiosk to pay using your Keyfuels fuel card.

There is no need to keep paper receipts with this card, as all receipts and invoices will be available 24/7 online.

Keyfuels Card Where Accepted?

There is a wide range of Keyfuels locations across the UK, so your fleet is never too far from a petrol station.

Using our pump locator tool, you can enter your current address or postcode and filter for the ‘Diesel Direct’ fuel card. Then, you will be shown the petrol station closest to you.

Below, we have stated where you can use the Keyfuels card:

  • Accepted at over 3,150 sites across the UK, including all Morrisons and Tesco sites and a selection of BP, Shell, Texaco, and independent sites

 

Keyfuels Fuel Card Benefits

With the Keyfuels fuel card, you also receive these great additional benefits.

Keyfuels Service Rates

Keyfuels is one of the UK’s largest commercial fuel card networks, with a 70% motorway acceptance rate. This makes it an excellent choice for fleets that travel far on motorways. Another noteworthy benefit is saving up to 10p per litre on diesel at participating motorway sites and using the Keyfuels card for toll payments on the M6.

Once you reach these fuel stations, you can access high-quality BP, Shell, Texaco and Esso fuels.

Fuel Card Keyfuels Price

With fuel cards from Keyfuels, drivers pay a fixed weekly price for their fuel, allowing them to pay in advance without interest, only paying for the fuel they use.

A Keyfuels card is accepted at all Tesco sites, including Esso. Club points can be collected at selected stores.

Explore what prepaid fuel cards are now.

Keyfuels Fuel Card Security

One unique benefit to the Keyfuels card is that it is a secure means of payment, with the added protection of a PIN. Like other fuel cards, restrictions can be set on this card so users can only buy fuel, oil, lubricants, etc.

Fleet Type Suitability

This Keyfuels fuel card is well-suited to many fleets, including vans, LCVs and HGVs.

Overnight HGV parking, washing and high-speed fuel pumps at selected stations are also available using a fuel card from Keyfuels.

Keyfuels Fuel Card Reporting

A dedicated account manager can help you get the most out of your Keyfuels card. Your manager can also provide you with free, complete management reports that are available online 24/7.

Planning for fuel price changes is also made easy with free price notifications weekly by email.

View our fleet card account management services here.

 

Keyfuels Fuel Card for all Business Sizes

From being self-employed and running a small business with just one or two vehicles, to being a large corporation with multiple fleets, Keyfuels fuel cards offer solutions for businesses of every size.

Sole Trader Keyfuels Fuel Card

Monthly HMRC-compliant invoices with Keyfuels fuel cards are an excellent way for a sole trader to save time, paperwork and stress regarding fuel expenses.

Explore what the best fuel cards are for your small business today.

Small Business Keyfuels Fuel Card

Keyfuels fuel cards are an excellent choice for small businesses, as they cover 70% of motorway stations.

Fleets Keyfuels Fleet Fuel Card

These Keyfuels fuel cards are a great way for larger businesses to manage expenditures, as they can choose to receive detailed reports weekly.

Keyfuels Fuel Cards for HGVs

Keyfuels cards are also great for businesses that operate large, long-distance fleets, such as HGVs, coaches, and buses. These fleets receive reports noting strategically located truck stops along major UK routes, including HGV parking, wash, and rest facilities.

Find out more about Keyfuels fuel cards here.

 

Apply For Keyfuels Card

Click here for more information on the Keyfuels fuel card. If you are interested in this card, fill out this quick form, and a member of our expert team will contact you shortly.

FAQs

What Petrol Stations Can I Use a Keyfuels Card for?

You can use a Keyfuels card at many petrol stations in the UK, including sites from major brands and independent forecourts, including BP, Esso, Shell, Texaco, Morrisons, Tesco and many more.

Can you buy AdBlue on a Keyfuels Fuel Card?

Yes! In addition to petrol and diesel, a Keyfuels card can be used to buy fuel-related items, including lubricant, oil, and Adblue.

How Much Discount Do You Get With a Fuel Card?

Keyfuels fuel cards can save your business 2-10 pence per litre on fuel, but that can depend on the fuel price. In the long term, this can add up to significant savings.

Can I use a Fuel Card without the Card?

Generally, you need a physical Keyfuels fuel card to use it. However, using a mobile app, you can pay at selected fuel stations without a physical card.