Modules

Fuel is entered as one of four transactions: fuel to a machine, the tanker's own engine, stock taken on for distribution, and an outside delivery to a fixed tank. Every entry comes with GPS location, time and camera photos; meter and stock rules run on the server.

Restricted machine search

The operator never lists the whole fleet. They search with at least two characters of the fleet number or registration; results are limited and every search is written to the audit trail.

Only a reading that went backwards holds an entry

If the reading is below the last valid one, the entry waits for intervention. A rise too large for the elapsed time or an out-of-order reading doesn't stop the entry; it goes to review. The company sets the thresholds.

Project change with two approvals

The entry goes to the tanker's project. A machine with no project is assigned in the same step; a machine in another project triggers a request that both projects must approve. The side that rejects picks the right machine, and the entry moves to it.

The site comes from the location

Site boundaries are drawn on the map. If the location is inside exactly one site, the equipment is assigned there; if it falls in none, the site stays empty and the entry is not blocked. Several candidates or a faked location go to review.

Tank stock ledger

Fuel given to a machine or to the tanker's engine is booked as consumption, stock taken on for distribution as an internal transfer, a delivery to a fixed tank as an outside intake. A correction is a reversal plus a new movement; a count difference reaches the stock after approval.

Every machine's record in one place: code and code history, type, make and model, meter type, tank capacities, ownership, documents, incidents, custody, project and site assignments. The record can be printed; no financial values are kept.

Dated assignments

A machine has one project and one site at a time. A new assignment closes the previous one; history is never deleted, so the project at the time of any event can always be found.

Status strip

At the top of the record, upcoming and overdue documents and inspections, the next maintenance, an open review, an oil alert and tyre measurements are visible at a glance.

Shared library

Equipment types, makes and models, chassis templates, tyre and oil catalogues come from the platform library. A company adds its own items or copies a template.

Maintenance templates are built on engine hours, kilometres, the calendar or a combination. Whichever criterion comes first raises the alert under its own name; the alert lands on the work list and in the maintenance planner's notifications.

Whichever comes first

Each template item has an interval in engine hours, kilometres and days. An hours item is never calculated for a kilometre machine, nor the reverse; a calendar item alerts when due even if the meter has not moved.

Counters advance with entries

Kilometres and engine hours entered at refuelling pass the rules and go into the meter history; the maintenance plan advances with these values.

Due dates such as periodic inspection, insurance, licences and the company's transport licence (K certificate) are defined per equipment type. Tiered reminders arrive as a due date approaches; once it passes, a reminder comes every day until a result or a document is entered.

Tiered reminders

For example, 30, 15 and 7 days before the due date the inspection officer gets a notification and an item lands on the work list. Each company sets its own tiers.

A warning at refuelling, never a block

When a machine with an overdue mandatory date is refuelled, the operator is warned and the entry is not blocked. The inspection officer gets one notification per machine per day, with that day's entry count.

Result and re-inspection

The result is entered as passed, failed or conditional. A failed or conditional inspection opens a re-inspection due date by itself.

The site foreman describes the fault to the AI assistant in plain language and adds photos. The assistant asks technical questions to make a preliminary diagnosis; a draft work order with the probable fault and recommended action lands in the workshop.

Human-controlled AI

The assistant only supports: it never orders parts on its own or issues direct instructions to the site. The workshop master decides and acts; preliminary diagnosis can be switched on or off per company.

Priority and machine status

The report marks the priority (critical, high, normal, low) and whether the machine can still work. The workshop's work list shows how old each draft is.

Closing record

The master takes the job, adds notes and closes the work order with the work done, the test result, the parts used and the machine's return to service; the record goes into the machine's file.

Photo evidence

Uploaded images are not scanned in the background for health and safety or any other checks; they are stored only as an evidence file visible to authorised users.

The lubrication technician enters a top-up, change or greasing with the oil category and quantity. The entry is never blocked; if no meter is given, it is derived from the nearest fuel entry.

Consumption from top-ups only

The rate is the oil topped up between two reference entries divided by the meter difference. Changes and first fills are references and do not count as consumption; when there is too little data, it says "insufficient data".

Shadow mode first

A threshold profile runs in shadow mode first: the report shows a "would have exceeded" mark and nobody is alerted. Once the profile is switched on, there is one open alert per machine, oil category and measure.

Review and leaks

The alert goes to the maintenance planner and the fleet manager. A review closes with a note: leak or fault, to be monitored, wrong entry or false alarm. A leak is written into the machine record as an incident.

The technician taps a wheel on the machine's chassis diagram to mount, remove or swap a tyre, or to measure its tread depth. Every tyre has an ID number, make, size, type and measurement history; tracked machines get service notes.

One tyre per position

The tyre in an occupied position is removed before another is mounted; a scrapped tyre can never be mounted again. Moving a tyre, on the same machine or to another one, is a single step.

Measurement interval

Days, kilometres or engine hours: whichever comes first puts the machine on the "due for measurement" list. The due date renews once every mounted tyre has been measured; a late measurement sends one notification a day.

Wear and remaining life

Wear has two threshold tiers, warning and critical. The wear rate is calculated separately per kilometre and per engine hour, and reported by make, pattern and size.

The map runs on OpenStreetMap and asks for a filter first: no points appear until a project, date or machine is chosen. Reports open within each module's own permission scope and export as CSV.

No live tracking

Location is captured only at the moment of an entry. The map draws no routes and gives no live-tracking view; one machine's history opens on its own. Site boundaries appear as a separate layer.

Reports in litres

Daily fuel; consumption by machine, project and site; tank stock ledger, pending approvals, lubrication, tyres, inspection, machine fleet and maintenance. "Site not determined" and "awaiting review" rows are shown separately.

Every export is logged

A CSV export is written to the audit trail with who, when and which filter. Users only see data of the projects they are authorised for.