Smarter Fleet Spend Starts Here: Take Control with Vehicle-Level Restrictions

Noam Braude
Jun 25
2 min read

Rising fuel costs and tighter compliance standards are forcing fleets to tighten their controls. Without clear restrictions, even minor inefficiencies quickly become costly. Picafuel’s Vehicle-Level Restrictions give you the control you need—without adding complexity.

The Challenge Fuel retailers and fleet managers often struggle to balance operational flexibility with cost control. Without precise controls, fleet fuel programs are vulnerable to overspending, route deviations, and unauthorized purchases—impacting margins, driver compliance, and overall program effectiveness.

Picafuel’s Real-Time Vehicle Restrictions Picafuel’s Vehicle-Level Restrictions give you the control you need—without adding complexity. Fleet managers can define, adjust, and enforce rules in real time—without involving IT or customer support. Everything is managed from a single, intuitive dashboard.

Periodic Restrictions: Limit refueling to specific products (e.g., diesel only), allowed days, defined time windows, and authorized stations. A flexible, multi-layer policy lets fleet managers set volume, spend, or transaction caps—for example, 40 liters or $60 per week—along with variables like station groups, day-of-week limits, time-of-day windows, or even number of transactions per period (e.g., 2 per day, 5 per week, 10 per month).
Route Restrictions: Define approved routes with specific spend rules at each stop, including allowed driver, products, stations, and allocated budgets. Restrictions can be tied to specific route days and auto-adjusted when seasonal schedules change.
Allocation Restrictions: Distribute a central budget across your fleet, assigning custom spending caps to each vehicle that can be adjusted in real-time. Supports dynamic “pre-paid” control for vehicles or driver ID methods.

All restrictions can be applied from the top of your hierarchy down— issuer→ account → vehicle→ card holder —automatically cascading to every level below while still allowing local overrides.

The Value of Restrictions

One fleet used Picafuel’s route restrictions to eliminate off-route refueling across their distribution network. By combining route-based controls with specific fuel type enforcement, budget caps, and pre-authorized stations, the fleet significantly reduced fuel misuse—by 45% in just 6 months—with zero operational disruptions.

Fleet managers now proactively adjust restrictions based on seasonal demands, campaign schedules, or fleet rotations—all directly from the dashboard. Why It Matters With fluctuating fuel prices, tighter margins, and increased regulatory pressures on sustainability and compliance, uncontrolled fleet spending can be detrimental. Legacy systems often struggle to meet dynamic operational needs.

Picafuel solves these challenges by supporting real-time control, dynamic rule-setting, and full self-management- so fleet managers can adapt policies instantly, without relying on IT or support. Whether managing ten vehicles or ten thousand, precise restrictions deliver measurable savings, stronger oversight, and peace of mind.