A corporate fuel account helps a business buy fuel for its vehicles without treating every fill-up as a separate cash purchase. For many organisations, the main benefit is control: a clear list of vehicles, an agreed buying process and records that can be reviewed at the end of the month.
Prepare the business details
Start with the organisation’s name, contact person, phone number and email address. If the business has a registration or tax reference, have those details available. The aim is to make the account easy to identify and to ensure communication reaches the right person.
Build the vehicle list
Provide the registration, vehicle type and fuel type for each vehicle. Include vans, pickups, trucks, buses, staff transport and any equipment that will use the account. If drivers will be authorised to fuel, list them as well.
If the list is long, a simple spreadsheet is enough. The important thing is that the list is current and that changes are communicated.
Estimate monthly consumption
A realistic estimate helps both sides plan. Use recent fuel records if they exist, or estimate from the number of vehicles, typical routes and days of operation. The estimate does not have to be perfect; it is a starting point that can be reviewed after the first month.
Agree the operating terms
Before activation, agree how fuel will be purchased, what records will be kept, who can authorise changes and how often the account will be reviewed. Any discounts, credit terms or special arrangements should be recorded in writing.
This step protects the business and the fuel supplier. It also makes it easier to train staff, because everyone is working from the same rules.
Keep records from day one
Record the date, vehicle, litres, amount and reference for each purchase. Add the driver or equipment operator where relevant. At the end of the month, compare the records with the vehicle list and the work completed.
For a fuller checklist, read fuel records every fleet manager should keep.
Review and adjust
The first month is a learning period. Look at consumption by vehicle, identify unusual entries and adjust the process if needed. A short monthly review is more useful than a large clean-up at the end of the year.
Mataf Energy works with businesses along the Juja and Thika Road corridor. To discuss an account for your organisation, request a fleet quote or call +254 722 727 824.