FUEL EXPENSE MANAGEMENT SOFTWARE
Prolius Fleet simplifies the process of submitting, reviewing and approving fuel expenses, with full support for HMRC-aligned calculations and integrated payroll workflows.
Built for organisations that require accuracy, compliance and accountability. It supports fleet operations, finance teams and line managers in managing reimbursements and deductions efficiently.
Support your team with a clear, structured workflow for fuel expense submissions, approvals and reporting - all from one unified platform. Reduce administrative hassle while maintaining accuracy and compliance.
Fuel expense management in the Prolius platform supports each step of the process - from submission through to approval and payment.
- Driver purchases fuel and submits a claim via the mobile app or desktop device
- Claim is categorised by vehicle type (personal or company)
- Receipt is attached to the claim
- HMRC mileage rate is applied automatically
- Line manager or approver reviews and accepts or declines the claim
- Approved claims are transferred to payroll for reimbursement or deduction
- Data is recorded for reporting, compliance and auditing
Drivers and employees can submit fuel expense claims directly through the Prolius Fleet mobile app or online portal. Each claim can be categorised by vehicle type - personal or company - and includes the option to attach receipts and add supporting notes.
The system is designed to reflect your organisation’s internal policies and fuel card usage, making it easier to stay compliant and reduce administrative effort.
This centralised, paperless process ensures every claim is traceable, consistent and ready for review.
The Prolius platform automatically applies HMRC advisory fuel rates to relevant mileage claims, reducing the risk of manual error and ensuring alignment with current guidelines.
The system supports multiple rate structures, allowing organisations to configure rates based on engine size, fuel type or vehicle class. This flexibility ensures claims remain accurate while reflecting both regulatory standards and internal policies.
Administrators can update or override rates where necessary, with all changes logged to maintain a clear audit trail. By automating these calculations, the platform significantly reduces the administrative workload for finance and payroll teams.
Built within the platform, is a structured approvals process designed to give organisations complete oversight of fuel claims. Role-based permissions allow you to assign responsibilities to specific users - such as drivers, line managers, finance approvers or super admins - ensuring that each stage of the process is clearly defined and appropriately controlled.
Approval workflows are configurable, supporting multi-level authorisation where required. Automated email notifications are triggered at key stages - including submission, approval or rejection - to keep stakeholders informed and maintain a clear communication trail.
This approach not only streamlines the approvals process but also reduces delays, supports accountability and ensures sensitive data is only accessible to those with the correct level of permission.
Direct integration with existing payroll and HR platforms is available, streamlining the processing of fuel expense reimbursements and deductions. Once a claim is approved, data is securely transferred automatically, eliminating the need for duplicate entry and reducing the risk of administrative error.
This integration ensures that all transactions are processed consistently, with fuel expense records aligned across departments. It also improves visibility for finance and HR teams, helping maintain data integrity and supporting internal reporting and compliance.
Optimal routes can be calculated using data based on:
Full visibility over fuel expense activity is provided through built-in reporting tools and a comprehensive, searchable audit trail. Every submitted claim - including receipts, approval decisions and user actions - is securely stored and easily retrievable for audits, compliance checks or internal reviews.
Reports can be filtered by date range, vehicle, user or cost centre, giving fleet managers and finance teams the flexibility to analyse data in the way that best supports operational oversight and regulatory requirements. Exportable and customisable reporting ensures all stakeholders have access to accurate, actionable insights when needed.
Manage fuel expenses with accuracy, efficiency and complete transparency, all while streamlining workflows and reducing manual effort.