Request-approved fuel automation in a logistics fleet

Vega-Trans Lojistik A.Ş. runs a fleet of 57 tractor units on standard routes. The fleet is fuelled from a single fixed 20,000-liter (20-ton) tank on site and one twin fuel pump, consuming ~12,500 liters a day — roughly 4.5 million liters a year.

Before the system was installed, all of that volume was tracked by hand on paper records. Which vehicle took how much and when could only be compiled at the end of the day, and the gap between tank level and fill records turned reconciliation into an investigation that took hours.

In a fleet running standard routes, consumption deviation is the most reliable audit signal. But because odometer readings were entered manually, liters-per-100 km averages came out wrong, and operational leakage could not be told apart from genuine route conditions. With the pump running without any upper limit, nothing technically prevented a fill larger than planned.

A Site Automation System was installed: the 20,000-liter tank was placed under level monitoring and the twin pump was automated through a control unit. Every fuel draw and stock movement is now streamed in real time to a single Central Management System, keeping tank stock and total fills continuously reconciled.

Vehicles were assigned RFID key fobs, and drivers were enrolled by fingerprint and paired with their vehicles. The pump does not run until the driver's fingerprint is read and the system confirms the match with the RFID fob, so every fill is tied to a verified vehicle–driver pair.

At the customer's request, a bespoke Request Engine was built into the system. The driver or the logistics center opens a request before fuelling, and the pump dispenses only the pre-approved number of liters. With no approved request on file, the pump stays completely closed to fuelling — an unplanned fill is technically impossible.

Odometer values are read live from the vehicle through an Arvento fleet-tracking integration instead of being typed in. Because the net fill volume and live odometer data arrive together, each vehicle's liters/100 km average is calculated without error and can be compared route by route.