The ease of use and reliability of a paperless dispatch solution saves time and money for oil companies and haulers.

Change can be difficult. People love their ‘tried and true’ methods, routines and preferences. And to make matters more complicated, once a habit is formed, it’s much harder to re-lean how to do a familiar task in a new way.

But as more and more businesses begin to invest in digital transformation, this is the position that employees continue to find themselves in – breaking a well-known process. For oil companies and haulers, this is especially highlighted in the digital-forward transformations taking place with fleet drivers and dispatchers.

While not necessarily a new concept, digital transformation has become top of mind in the form of improved paperless dispatch. Which brings many operators to the question, “how does this benefit me?”

Administrative Ease

Drivers and dispatchers that rely on paper for their fuel logistics operations leave themselves susceptible to manual errors, increased administrative time, and lack of visibility. This can create issues for both the dispatcher and the driver.

Paperless dispatch allows drivers to provide delivery numbers on the spot and share information in real-time via the cloud. Dispatchers are then aware of each action and can take advantage of a “manage by exception” model benefitting from automatic reconciliation, real-time load visibility, and planned vs. actual delivery tracking leading to reduced stress. The back-office benefits too. Electronic deliveries with digital BOL and signature capture let companies speed up invoicing, which reduces their operating costs.

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Flexibility on the Go

Because of the highly sequenced delivery schedule for drivers, any changes based on accident, incident, or unforeseen circumstances directly impact the driver’s ability to drop fuel at the delivery site.

With a paperless solution, dispatchers can view the quantity loaded in the truck, as well as consumption in real-time, to provide data to the driver to help determine the right quantities of fuel to drop at each site to prevent runouts. This allows both the driver and dispatcher to react better to fluctuations in the volatile supply chain, including making real-time decisions.

For example, suppose a driver is in a scenario where fuel is left-on-board. In that case, they must find another site to deliver the remaining fuel or worse, return to their terminal to unload. With paperless dispatch solutions, the dispatcher and driver have increased visibility through the cloud-based data. They’re able to work together efficiently and leverage real-time data to determine sites where a new delivery can be added.

The ease of sharing information between the dispatcher and driver allows accommodations to be made at nearby sites and adjustments to sequenced deliveries. This reduces friction and improves flexibility and ease for both the dispatcher and driver. In-truck driver mobility solutions, compared to paper-based counterparts, provide the flexibility needed to adjust plans on the go.

Security and Reliability

Because the information for each delivery is accessible through the in-truck solution, drivers and dispatchers no longer need to worry about paper records being misplaced or accidentally destroyed. The data is connected to the dispatch office, so deliveries can still be reconciled, and customers can still be billed.

Oil companies and haulers even have the added benefit of being able to select the tablet that’s right for them. Options can range from replaceable tablets, all the way to explosion-proof devices to secure the data in case of a collision or other accident. But no matter the incident, employees utilizing a tablet-based solution have ease of mind if something does go wrong. All of the data is stored in the cloud and is easily accessible.

Environmental Awareness

Moving to a highly efficient paperless dispatch model helps out both the environment and our society. The choice leads to fewer trees being cut down resulting in less paper waste, which embraces a more sustainable model for your business. With people becoming more energy and environmentally conscious each year, making eco-friendly choices can improve your business’ perception and trust, especially in an industry that has often been in the spotlight for environmental concerns.

In some instances, you may not be able to avoid printing an invoice due to government regulations or customer demands. However, you can still go as paperless as possible by leveraging a mobile printer for those situations. By printing invoices on a case-by-case basis, your business reduces the amount of paper used overall, which embraces the paperless dispatch model.

Importance of Change

So, to answer the “how does this benefit me” question, simply, by leveraging paperless dispatch, drivers and dispatchers improve their efficiency, visibility and decision making at every step of the fuel delivery process. The ease of use, reliable, and flexible in-truck driver mobility solution saves time and money while reducing errors for every party involved.

Drivers and dispatchers will no longer need to worry about managing inefficiencies that could prevent deliveries. Instead, they increase their productivity and accuracy while improving processes and limiting their environmental impact.

You can thrive in today’s digital economy. Contact us today to learn how we can help you transform your business.