Fuel indent management software
Manage fleet fuel indents, pump redemption, meter-photo evidence, audits, fuel bills, settlements, and driver reimbursement claims.
- 01
Raise an indent
Choose the vehicle and assigned pump, confirm the odometer and requested quantity, and submit for approval. Follow the indent’s status before sending the driver.
- 02
Redeem at the pump
The operator checks the approved indent, records the actual dispensing details, and uploads meter evidence. Differences stay attached to the transaction.
- 03
Audit and settle
Review approved versus dispensed quantities, check flagged records, reconcile the pump statement, and record settlement or driver reimbursement.
Quick answer
What is MoboSafe Fuel Indent Management?
MoboSafe fuel indent management connects fuel authorization to dispensing and settlement. A fleet team raises an indent for a vehicle and pump, an approver reviews it, and the pump operator records the actual fill with meter-photo evidence. Audits compare approved and dispensed quantities; fuel bills and out-of-network driver claims complete the financial workflow.
Capabilities at a glance
Authorize purchases and reconcile the fill.
Tank monitoring shows a change in fuel level. It does not by itself explain who authorized the purchase or whether the pump statement matches the fill. Fuel indents add that operational trail, helping fleet managers, pump operators, and accounts review the same transaction.
Authorize the fill
Select the vehicle, trip, fuel type, requested quantity, and approved pump. Review recent fuel history and validate the request against tank capacity and estimated need.
Capture dispensing proof
Record the actual quantity, meter reading, and nozzle. Upload the pump-meter photo and keep the difference from the approved amount visible for review.
Manage pumps and plants
Maintain dispensing locations, rates, stock, reorder alerts, operating hours, and pump-user roles. Review activity logs and stock movements by location.
Reconcile and settle
Compare pump statements with recorded transactions, investigate discrepancies, and record payments. Review driver claims for fuel bought outside the configured pump network.
From approved indent to pump-bill settlement.
Every litre. A clear line of accountability.
Raise an indent
Choose the vehicle and assigned pump, confirm the odometer and requested quantity, and submit for approval. Follow the indent’s status before sending the driver.
Redeem at the pump
The operator checks the approved indent, records the actual dispensing details, and uploads meter evidence. Differences stay attached to the transaction.
Audit and settle
Review approved versus dispensed quantities, check flagged records, reconcile the pump statement, and record settlement or driver reimbursement.
Raise an indent
Choose the vehicle and assigned pump, confirm the odometer and requested quantity, and submit for approval. Follow the indent’s status before sending the driver.
Redeem at the pump
The operator checks the approved indent, records the actual dispensing details, and uploads meter evidence. Differences stay attached to the transaction.
Audit and settle
Review approved versus dispensed quantities, check flagged records, reconcile the pump statement, and record settlement or driver reimbursement.
Fuel approvals, dispensing evidence and bill records.
- Vehicle and pump fuel reports
- Approved versus dispensed quantities
- Meter-photo audit records
- Outstanding bills and claim status
Evaluate fuel control at your pumps.
- Choose this for purchase authorization and reconciliation
- Fuel indents give fleet, pump and accounts teams a transaction trail from request to settlement. Sensor-based fuel monitoring covers tank levels and consumption. Evaluate the indent workflow around the approved quantity, actual fill, meter evidence and pump statement.
- Prepare each dispensing location and reviewer
- Maintain the relevant pump or plant, rates, vehicle capacities and pump-user roles. Agree who records the fill and who reviews discrepancies. Compare an indent with its dispensing record and bill; keep disputed transactions in the audit process rather than changing a locked dispensed record.
Set up vehicles, capacities, pumps, plant stock, rates, and approval roles. Agree on evidence quality, discrepancy thresholds, and reconciliation ownership. Recording a settlement does not imply MoboSafe operates a payment network or accepts indents at every fuel station.
Module access, vehicle and storage limits, hardware, and supported integrations depend on your subscription and configuration. Scope your quote around the required workflows, including any third-party charges.
See an indent reconciled to a pump billFuel authorization and reconciliation questions.
Is this the same as a fuel sensor?
No. A sensor measures the vehicle’s fuel level. The indent workflow records authorization, dispensing evidence, approval, and settlement. Use the fuel-monitoring solution when you also need supported sensor data.
What about fuel bought at a different pump?
Drivers can submit a fuel claim with the receipt, quantity, amount, and vehicle details. Reviewers compare it with fuel history and the trip before approving or rejecting reimbursement.
Can dispensed indents be edited or deleted?
The documented workflow locks dispensed indents against editing and deletion. Disputed transactions can be flagged and investigated through the audit process.
What happens when the approved quantity and pump bill disagree?
The audit compares approved and dispensed quantities, with meter-photo evidence available for review. Accounts compares the pump statement with recorded transactions and investigates discrepancies before recording settlement. Agree evidence standards and discrepancy thresholds during setup.
What does a pump operator need before redeeming an indent?
The dispensing location and pump-user role need to be configured. The operator checks the approved indent, records the actual quantity, meter reading and nozzle, and uploads the meter photo. Set up the pump, rates and access responsibilities before using that location.
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Explore tracking, trips, assets, fuel, inventory, accounting, and payroll with the MoboSafe team. Build a rollout around the workflows your fleet needs.