Fuel cards, reconciled weekly

By Beatrice Lund · 2026-09-08 · Guides

Small fuel adjustments become difficult to explain when statements wait until month end. In the Hull desk's recent review of fuel cards, the useful question was which decision the next shift could make with the information already available. We started with a small group of routine journeys rather than changing the entire weekly plan.

Match each transaction to a vehicle and a dated journey while dispatch records are still easy to check. The duty planner owns the initial entry, while the receiving shift confirms the handover. Any correction stays beside the original reference so that the office and the yard can work from the same account of the journey.

Keep missing mileage distinct from a price mismatch, and close each exception with a short reason that another person can understand. We keep a short exception note for each sampled job, with a clear date and an owner. This makes the review a practical conversation about tomorrow's work instead of an argument over whose spreadsheet was most recently updated.

The change is ready to keep only after two full handovers work without extra explanation. Beatrice Lund recommends reviewing the routine after a quiet week as well as a busy one: a process that depends on one experienced dispatcher being present will not survive an ordinary holiday rota.

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