Fuel Management Made Effortless: GTT's Power App Revolutionizes Receipt Tracking
Automatic report creation
Real-time viewing of fuel consumption of entire fleet
Over 95% of Fuel receipts submitted
Verification of Supplier Invoices before payment
Fuel Tracking Application
The Need for Tracking & Traceability:
In today’s fast-paced business environment, tracking expenses is essential for maintaining financial health and maximizing profitability. Whether you’re a small startup or a large corporation, effectively managing expenses is crucial for sustainable growth and success.
Company expense tracking involves monitoring and recording all expenditures incurred during business operations. This includes everything from office supplies and travel expenses to employee salaries and utility bills. By meticulously tracking these expenses, businesses can gain valuable insights into their spending patterns, identify areas of overspending or inefficiency, and make informed decisions to optimize their financial resources.
Modern expense tracking solutions leverage technology to streamline the process, offering features such as receipt scanning and real-time reporting. These tools not only save time and resources but also ensure accuracy and compliance with financial regulations.
Whether it’s through specialized software, mobile apps, or integrated accounting systems, companies can take advantage of various tools to track expenses efficiently. By implementing robust expense tracking practices, businesses can improve budget management, minimize waste, and ultimately achieve their financial objectives with greater precision and control.
Challenge:
GTT faced a significant challenge in accurately and promptly reporting on fuel consumption across their fleet, relying solely on a paper-based system with “Fuel Slips” and “Receipts.” The geographical spread and large number of vehicles made manual tracking impractical and error-prone. Managing paperwork across diverse locations and numerous vehicles became burdensome, leading to delays and inaccuracies in reporting. Recognizing the need for a more efficient and technology-driven solution, GTT sought to overcome these hurdles and streamline their fuel tracking process.
Solution:
With the assistance of WeSolve CX, GTT underwent a transformative process to modernize their fuel tracking system:
Development of a Microsoft Power App: WeSolve CX collaborated with GTT to create a custom Microsoft Power App. This app facilitated the digital submission of fuel receipts, replacing the cumbersome paper-based process. By allowing drivers to submit receipts electronically, the Power App streamlined the data collection process, enhancing efficiency and reducing paperwork significantly.
Implementation of electronic tracking for “Fuel Slips: WeSolve CX helped GTT implement electronic tracking for all “Fuel Slips.” This digital system ensured accurate and organized record-keeping of fuel transactions. By moving away from manual paperwork to electronic tracking, GTT could maintain better control over their fuel consumption data, reducing the risk of errors and improving data integrity.
Establishment of real-time reporting via PowerBI: WeSolve CX integrated PowerBI, a powerful data visualization tool, into GTT’s system. This enabled real-time reporting on fuel consumption metrics. By leveraging PowerBI’s capabilities, GTT gained instant access to comprehensive data insights, allowing for informed decision-making. Real-time reporting provided visibility into fuel usage patterns, helping GTT optimize their operations and control costs more effectively.
Outcome:
Following the implementation of the new fuel tracking system with the assistance of WeSolve CX, GTT experienced several positive outcomes:
Automatic report creation: The streamlined process facilitated by the digital solution led to automatic report generation. Instead of manually compiling data and creating reports, GTT now benefited from a system that automatically generated comprehensive reports on fuel consumption. This automation not only saved time but also ensured consistency and accuracy in reporting.
Real-time viewing of fuel consumption for the entire fleet: With the digital system in place, GTT gained the ability to view fuel consumption data for their entire fleet in real-time. This real-time visibility allowed GTT to monitor fuel usage patterns, identify anomalies or inefficiencies promptly, and take proactive measures to optimize fuel consumption across their operations.
Over 95% of fuel receipts submitted: The transition to digital submission of fuel receipts through the Microsoft Power App resulted in an impressive submission rate of over 95%. This high submission rate indicated the successful adoption of the new system by drivers and staff members, highlighting its user-friendly interface and efficiency in capturing and processing fuel receipts.
Verification of Supplier Invoices before payment: The digital tracking system enabled GTT to implement a rigorous verification process for supplier invoices before payment. By cross-referencing fuel receipts with supplier invoices in the system, GTT could ensure the accuracy and legitimacy of invoices before authorizing payment. This verification process helped prevent errors, discrepancies, and potential instances of fraud, contributing to improved financial control and accountability.
Overall, these outcomes demonstrate the significant improvements achieved by GTT through the modernization of their fuel tracking system. By embracing digital solutions and automation, GTT enhanced operational efficiency, data accuracy, and financial control, ultimately driving greater transparency and effectiveness in managing their fleet’s fuel consumption.
