Fuel purchasing and logistics system for station networks
Network-wide inventory as days of coverage, purchasing at the best price across fuel suppliers, per-compartment load allocation and automatic load sheets — for fuel-station networks, TRRs (fuel reseller-hauliers) and distributors.
BrainCargo’s Fuel Management module serves station networks, TRRs and distributors across the whole operating cycle: network registration (branded and unbranded “white-flag” stations, depots and distributors, fleet with compartments and drivers), inventory as days of coverage per station and product calculated from average sales, a projection showing the day each tank hits its safety stock, daily quotes from every fuel supplier with the best price highlighted for white-flag stations and negotiations recorded for branded ones, purchase orders, per-compartment load allocation on the truck with an automatic load sheet for the driver, own-fleet vs third-party vs CIF (supplier-paid freight) cost comparison, daily movement reports and API integration with the network’s system — no manual typing.
A station network buys fuel every day — and without a system, every decision depends on phone calls, spreadsheets and memory. The Fuel Management module puts the whole operation in one place: each tank’s inventory becomes days of coverage, the fuel suppliers’ quotes become a side-by-side comparison, and the load is allocated per compartment with a load sheet ready for the driver.
The module covers the operation’s five fronts — network and records, inventory and sales, purchasing and prices, logistics and distribution, fleet and financials — and connects via API to the network’s ERP or automation, so sales and stock enter the system on their own.
What you can achieve
In days
every tank’s inventory
Measurement becomes days of coverage from average sales — the traffic light warns before the station runs dry (or before capital sits in a full tank).
1 board
with every fuel supplier
Daily quotes side by side, with the best price highlighted for white-flag stations and negotiations recorded for branded ones.
load sheet ready for the driver
The load is allocated per compartment respecting the truck’s real capacity: what to load, where to unload and in what order.
Via API
sales and stock flow in on their own
Integration with the network’s ERP or automation — and units without integration enter data manually in the app, feeding the same database.
Why this module
Inventory visible, station by station
Tank measurement becomes days of coverage calculated from average sales. The traffic light points to who needs to buy before the station runs dry — and to who has capital parked in a full tank.
Buy at the best price
Every fuel supplier’s quote on a single board. White-flag stations buy wherever is cheapest; branded stations have their fixed company with negotiations recorded and documented.
No improvised logistics
The load is allocated per compartment respecting the truck’s real capacity, the load sheet comes out as a PDF for the driver, and inter-unit product swaps resolve stock sitting in the wrong unit.
Fleet costs, down to the last real
Real own-fleet cost per trip, side by side with third parties’ freight table and the fuel supplier’s CIF. Outsourcing stops being opinion and becomes a number, route by route.
What's included
Fuel inventory, purchasing and logistics for station networks
- Network registration: stations (branded and white flag), depots, distributors and the product catalog
- Own fleet with compartments and drivers + third-party carriers with freight tables
- Tank measurement and consolidated inventory across all units
- Days of coverage per station and product, with a configurable safety stock
- Day-by-day stock projection with in-transit deliveries in the count
- Daily quotes from every fuel supplier with the best price highlighted
- Scheduling, orders and a purchasing record with negotiation history
- Per-compartment load allocation with an automatic PDF load sheet
- Inter-unit product swaps, routes with restrictions and an operation map
- Fleet productivity: own cost × third-party freight × CIF, route by route
- Daily movement, price trend and cash-out forecast
- API integration with the network’s system — no manual typing
Frequently asked questions
Is this a station management system (ERP or POS)?
No. The module is neither a POS nor the station’s ERP: it handles what happens before the pump — inventory of every tank in the network as days of coverage, quotes across fuel suppliers, purchase orders, per-compartment load allocation on the tanker truck and the load sheet. Sales and stock arrive via integration with the station’s system (Argo and others).
How do I manage fuel inventory across several stations?
By measuring each tank, calculating days of coverage from each station’s and product’s average sales, and setting the safety stock. The system projects day by day when each tank hits the minimum — counting in-transit deliveries — and generates the purchase order at the best quoted price.
Who is the Fuel Management module for?
Station networks (branded and white flag), TRRs and distributors that buy, transport and resell fuel. The module covers everything from network registration to delivery at the station, including inventory, purchasing, logistics and reports.
How does days-of-coverage work?
The system divides each product’s current stock at each station by the average daily sales. The result is how many days the tank lasts before running short. With the safety stock configured, the traffic light warns before the station runs dry.
Do branded stations benefit too, since their fuel supplier is fixed?
Yes. For branded stations the system records negotiations with the fuel supplier, tracks the agreed price and produces price and negotiation reports — on top of all the inventory, projection, logistics and fleet features, which are brand-independent.
Do I have to type sales and stock manually?
Not necessarily. The module integrates via API with the network’s ERP or automation, and sales and stock flow in on their own. Units without integration keep entering data manually in the app — both paths feed the same database.
Does the system generate the driver’s load sheet?
Yes. After allocating the load across the truck’s compartments, the system generates the load sheet as a PDF — what to load, where to unload and in what order — ready to send to the driver.
Want to see your whole network in one system?
Talk to us on WhatsApp and schedule a demo of the Fuel module.
Modular pricing, sized to your operation: you only pay for the modules you use, and the plan scales with your volume. Ask for a quote on WhatsApp.