Lost hauling capacity due to unoptimized driver hours and HOS violations

$15,000–$40,000 annually in AR float cost, delayed collections, and write-offs of untracked fuel deliveries per mid-sized fleet • $15,000–$40,000 per year in emergency fuel purchases at above-contract rates, $10,000–$30,000 in service delays affecting public vehicle uptime, reputational risk from fuel-out incidents affecting emergency services • $15,000–$50,000 per year in cumulative fines and penalties (multiple violations); potential audit risk; loss of fuel tax credits due to compliance gaps; administrative burden of fine appeals

AR team uses post-hoc manual audits of trip logs to reconstruct actual revenue; chasing dispatch and drivers via email for trip confirmation before finalizing invoices; applying conservative revenue estimates and writing off missed loads as one-time losses • Dispatch coordinates manually via radio, text, and spreadsheet tracking; HOS compliance verified reactively after violations occur; fuel routes reassigned ad-hoc when drivers unavailable, creating scheduling confusion and missed deliveries • Dispatch coordinator maintains manual Excel spreadsheet of driver hours; uses WhatsApp/phone calls to manually calculate remaining drive time; relies on driver memory and post-hoc logbook corrections