Fleet and credit controller

Keep the fleet accounts. Add each vehicle with its fleet card, drivers and limits, give each account its monthly statement by vehicle, and follow what the accounts owe.

Hauliers, saccos, companies and government offices buy fuel on account, and each of their vehicles fills up with a fleet card. The fleet and credit controller keeps those accounts. Kila describes the role: “Keeps the fleet accounts: vehicles, cards, drivers and limits, credit limits, monthly statements and collections. No till or stock.” At Highway Petrol Station, that is Grace Akinyi.

Kila opens Home: “Here is how Highway Petrol Station is doing”. The card Fleet accounts this month shows what the fleet accounts bought this month, and Owed by fleet accounts. In Kila’s menu, the Forecourt section has Fleet accounts and the forecourt reports, such as Fleet sales by vehicle. There is no till.

Your day

Watch the accounts. Open Forecourt › Fleet accounts: “Vehicles on account, found at the pump by their fleet card, QR or registration. Over a limit the sale is refused.” Under Accounts, “This month’s fuel, what each account owes and its credit limit. Set credit limits and terms on the customer.” Each account shows its Vehicles, Litres this month, Spent this month, what it Owes and its Credit limit.
Keep the vehicles up to date: a new truck, a new driver, a card lost, a limit changed. See below.
Give each account its statement at the end of the month, and follow up what it owes.

Fleet accounts at Highway Petrol Station: six accounts, such as Mavoko Bulk Haulage Ltd with 6 vehicles, its litres and spending this month, what it owes and its credit limit, with Statement (1), and Add vehicle (2). Below, the vehicles with their cards, fuel, drivers and limits.

Add a vehicle

Tap Add vehicle (2). Kila asks you to Add a fleet vehicle.
Choose the Fleet account and type the Registration (3). For the Fleet card or QR number, type the number on the card, or tap Make one up (4) for a new one.
Add the Make and model, the Fuel the vehicle takes and its Drivers: “Names, separated by commas”.
Set its limits, as the account agreed (5): Most litres in one fill, Litres a day, Litres a month and KES a month. Tick Odometer at every fill to have the attendant type the odometer, and May take lubricants and shop goods on the account if the account allows them.
Tap Save (6). Kila says KDM 205L added to the fleet account., and the vehicle is under Vehicles.

Add a fleet vehicle: a Toyota Hilux pick-up for Kitengela Fresh Flowers Ltd, registration KDM 205L (3), a fleet card number made up with Make one up (4), diesel, the driver, and limits of 80 litres a fill (5), 160 litres a day and KES 120,000 a month, then Save (6).

At the pump, the attendant finds the vehicle by its card, its QR or its registration, and Kila refuses a fuel the vehicle does not take and a fill over its limits.

When a vehicle leaves the fleet, tap Edit on its row, untick Active and tap Save. Kila says KDM 205L saved. The vehicle stays in the list, greyed. Tick Active again to bring it back.

Give an account its statement

On the account’s row, tap Statement (1). Kila opens Statement: Mavoko Bulk Haulage Ltd.
Choose the Month (7). Kila shows the account’s Opening, Invoiced, Paid and Closing (8).
Below, each vehicle with its litres, its amount and its kilometres per litre, and each fill: Date, Product, Litres, Amount, Driver, Odometer, Km/L and Order.
Tap Print for the copy you send.

Statement: Mavoko Bulk Haulage Ltd for October 2026 (7), with the opening, invoiced, paid and closing balances (8), then the fills of the vehicle KCX 902P, each with its date, litres, amount, driver, odometer, kilometres per litre and order number.

What you can do

Add the fleet vehicles, with their cards, drivers and limits, and take them off the fleet.
See each account’s monthly statement by vehicle, and print it.
Set the fleet accounts’ credit limits and terms on the customer.
Read the forecourt reports, such as Fleet sales by vehicle.

Everything the role is allowed to do

General: View dashboard
Point of sale: View sales
Customers: View customers; Create and edit customers
Credit: View credit and agreements
Reports: View reports
Fuel: Set up fleet accounts and vehicles: cards, drivers and limits

What needs a manager

Approval limit	Up to
Credit agreements	KES 500,000.00

Needs a manager

The till and the stock. As Kila’s description says, the role has no till or stock: the attendants sell at the pumps, and the supervisors and the station manager look after the tanks, the deliveries and the pump prices.

Common questions

Why was a fill refused at the pump? The vehicle was over one of its limits, or asked for a fuel it does not take, such as “KCY 418M takes Diesel (AGO). Super petrol is not allowed on it.” Change the limits with Edit if the account agrees.

What does the statement’s Km/L mean? Kilometres per litre: the kilometres since the vehicle’s last fill, from the odometer, for each litre of this fill. A sudden drop for one vehicle is worth asking the account about.

A vehicle came back to the fleet. Do I add it again? No. Tap Edit on its row, tick Active and tap Save: it keeps its history.

Sell on the forecourt device: a fleet fill at the pump.
Station manager: runs the station and the reviews.
Fuel station: how Kila works for a fuel station.