Header Image -- ERP for Oil Distribution

One System.
Complete
Control of Your Oil
Distribution Operation

Fully integrated ERP for Oil Distribution businesses

Our ERP for Oil Distribution integrates powerful new features, making it a one-stop solution. Our cutting-edge oil driver handheld app, sales mobile app, mapping and dynamic web portal, streamline operations in real-time. The route scheduler optimises delivery planning with an intuitive drag-and-drop interface.The financial module eliminates paper chasing while giving real time management information. Together, our interconnected modules optimise operations, reduce costs, and set a new standard for digital excellence in the oil distribution industry.
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Core Modules
Business Processes

Business Processes

Delegation of an operation amongst different individuals avoiding duplication.
Acts as the backbone of operational efficiency by streamlining and organising taskss, ensuring every aspect of the business runs smoothly. The ability for management to access, oversee and delegate tasks with a simple touch of a button offers unparalleled benefits and promotes transparency, accountability and real-time visibility into ongoing processes.
Benefits
  • Improved operational efficiency
  • Streamlined and standardised workflows
  • Enhanced transparency in processes
  • Real-time monitoring and reporting
  • Reduction in operational costs
  • Consistency and quality control
  • Effective resource allocation
  • Simplified delegation of tasks
  • Enhanced accountability
  • Compliance and regulatory adherence
User Dashboard

User Dashboard

A touch friendly customisable control pannel with dials and buttons.
Offers a personalised and adaptable interface, empowering individuals to access and visualise role-specific data. With customisable features, users can tailor dashboards to their unique needs, streamlining data access and decision-making. This enhances productivity, aids strategic planning and ensures operational efficiency, making user dashboards a valuable asset in a competitive business environment.
Benefits
  • Personalised data access
  • Customisable to individual needs
  • Streamlined workflow
  • Real-time information at a glance
  • Improved decision-making
  • Enhanced productivity
  • Efficient strategic planning
  • Performance tracking
  • Operational efficiency
  • Cost savings
  • Increased job satisfaction
Nominal Ledger

Nominal Ledger

Fully integrated management & financial accounts.
At the core of our ERP is the Nominal Ledger, eliminating paper chasing and providing instant access to vital financial information. This customisable ledger ensures visibility and control over accounts receivable and payable, supporting multiple departments for comprehensive fiscal insights. It streamlines financial processes, promotes transparency, and strengthens financial control and compliance.
Benefits
  • Real-time P&L
  • Quick edit correction utilities
  • Live Working Capital Analysis
  • Powerful security logs and user restrictions
  • Comprehensive range of standard reports
  • Re-definable and dynamic NL tree structure
  • Drill down to the original documents
  • Flexible business period
  • Turn on screen reader support
  • To enable screen reader support, press Ctrl+Alt+Z To learn about keyboard shortcuts, press Ctrl+slash
Sales Ledger

Sales Ledger

The work horse of the sales force, fully integrated with the rest of the organisation.
A financial control hub that tracks and organises sales transactions, streamlining processes like invoicing and payment recording. Its precise record-keeping reduces the risk of errors and provides insights into sales trends and customer behavior. This module enhances financial control, minimises risks and improves customer relationships, contributing to increased efficiency and profitability.
Benefits
  • Manage sales pipeline and on-going correspondence
  • Group, classify, and organise customers
  • Quote quickly and track status thereafter
  • Store external files and contracts with customer
  • Create exception views to show lapsed sales
  • Live dispatch details visible on customer account
  • Instant access to stock availability and related information
  • Flexible and dynamic pricing systems
  • Increased efficiency and profitability
  • Complexing Pricing mechanisms facilitated
Purchase Ledger

Purchase Ledger

The work horse of the procurement team fully integrated with the rest of the organisation.
Pivotal for procurement and financial control, recording transactions for effective expense management. Tailored for commodity-based businesses, it seamlessly integrates with stock and sales ledgers, optimising the entire procurement process from purchase orders to invoicing. This module empowers purchasing personnel, streamlines financial workflows and cuts costs.
Benefits
  • Accurate tracking and recording of purchase transactions
  • Streamlined accounts payable process
  • Reduced risk of payment errors
  • Timely and efficient invoice processing
  • Enhanced transparency in financial operations
  • Improved insights into vendor relationships
  • Better negotiation with vendors for favorable terms
  • Optimisation of procurement strategies
  • Streamlined financial workflows
  • Enhanced financial efficiency
Credit Control

Credit Control

Manage your credit terms, proactively integrated with all operations.
Ensures efficient management of overdue accounts, streamlining debt collection through automated correspondence. Seamlessly integrated into business procedures, it supports comprehensive risk management with accurate and timely information, providing flexibility in managing account statuses.
Benefits
  • Start credit control validations at order stage
  • Customer credit rating for a more meaningful aged analysis
  • Restrict dispatch of goods on overdue accounts
  • Credit pop-ups on overdue accounts
  • Extensive and flexible credit constraints on customers
  • Charge interest on selected overdue accounts
  • Automated personalised debtor letter functionality
  • Direct SMS function
Stock & Service Ledger

Stock & Service Ledger

Designed to manage tens of thousands of stock items in real time.
A robust tool designed for efficient inventory and service management, providing comprehensive automation for stock control procedures. Integrated with sales and purchase ledgers, it simplifies maintenance and tracking of stock levels, ensuring real-time insights and continuous operational efficiency. The solution includes touch screen kiosk software for warehouse utilisation, further streamlining real-time stock management.
Benefits
  • Multiple units of measure per product
  • Back to back ordering
  • Flexible and quick price changing functions
  • Integrated kits, BOM, and assembly
  • Multi bar-codes and QR code support for handhelds
  • Automated manufacturer and customer part numbers
  • Automatic delivery and insurance charge features
  • Manage outstanding orders and create picking lists tools
  • Real-time free and actual stock visibility
  • Simplify procedures with re-ordering and stock take
  • Procurement wizards
Procurement Wizard

Procurement Wizard

Flexible tool to empower efficient procurement based on existing data.
A dynamic assistant, automating critical procurement tasks such as creating purchase quotations and replenishing stocks. With a user-friendly interface, it guides users through the procurement cycle, automating the generation of purchase orders and quotations. This streamlining enhances efficiency whilst optimising stock levels and reducing the risk of stockouts or overstocking.
Benefits
  • Handles the whole procurement process
  • Comprehensive access to historical activity
  • Built-in supplier account management
  • Payment procedures with authorisation controls
  • Integrated stock and sales ledger
  • Special pricing and contract facility
  • Back to back ordering
  • Product/supplier approval mechanisms
  • Automated VIES & INTRASTAT reporting
  • Touch screen kiosk interface for warehouse operations
Oil Driver App

Oil Driver App

Fully funcional handheld for the oil distribution business.
A fully integrated handheld tool which allows drivers to co-operate 100% with the office in real time. Allows for remote connections, real-time data access and seamless document generation. In this scenario, a driver captures a reading and an instantaneous document is produced. Notably, the electronic signing feature adds a contemporary touch to the longstanding delivery procedures.
Benefits
  • Streamlines fuel delivery processes for increased operational efficiency
  • Provides instant access to real-time data for timely decision-making
  • Allows prompt and seamless generation of delivery documents
  • Automates the invoicing process for improved accuracy and speed
  • Automatically processing quantities from the delivery truck meter
  • Electronic signatures
  • ** reduces paperwork **streamlines business processes ***works off-line
ROM1 Reporting

ROM1 Reporting

Fully integrated ROM1 reporting factiliated.
Ensures seamless compliance for traders in the oil industry. Mandated to make a Monthly Return of Oil Movements to Revenue, this module facilitates submission through Revenue's Online Service, providing detailed information such as opening and closing balances by product type, inward and outward movements specifying date, quantity, invoice, supplier or customer details, and aggregate sales for different customer categories. It streamlines the complex process, ensuring traders meet their obligations with precision and efficiency.
Benefits
  • Simplifies the Monthly Return of Oil Movements process
  • Submit ROM1 returns conveniently through various channels, including ROS online OR ROS offline
  • Traders meet submission deadlines punctually
  • Captures detailed, specific information for all customers
  • Minimizes the risk of errors and ensures the accuracy of reported oil movements
  • Maintain organised and easily accessible records of oil movements
  • User-friendly interface
  • Seamless integration with Revenue’s Online Service
  • Accommodates diverse reporting needs
Extra Modules
Web Portal

Web Portal

Customer centric B2B online self-service.
Designed to enhance customer satisfaction and streamline interactions, the web portal provides a user-friendly online platform where customers can independently access their accounts 24/7, review transaction history, place new orders and make payments at any time. This module empowers customers with self-service options and reducing the need for direct customer support.
Benefits
  • Customer specific password management tools
  • Share files and contracts securely online
  • Customer special prices supported
  • Display product availability, images, safety details, etc.
  • Sales orders and payments go directly into the system
  • Products Ledger 100% synchronized with web portal
  • Last statement and previous invoice available in real-time
  • Customisable interface with branded logo and colours
  • Integrated content management system (CMS)
  • Auto adjust interface for a multitude of devices (mobile, tablet, PC)
BOT

BOT

Robotic PA delivering KPI's & executive info to your phone.
Instant access to critical company KPIs right from your smartphone. With its user-friendly interface, this module offers six default icons showing you sales by manager, activities by user, goods in/goods out, profit margin, and activities by function. Whether you're on the go or in the office, this module keeps you informed about your business's performance, providing comprehensive insights with daily, weekly, or monthly overviews.
Benefits
  • Instant access to crucial KPIs
  • Customisable notifications for transactions
  • Daily, weekly and monthly overviews
  • Insights on sales, activities, goods in/out, and profit margin
  • Real-time business performance monitoring on the go
Sales Mobile App

Sales Mobile App

Empower roaming sales team with what they need in real time, from their phone.
Transforms sales and customer relationship management by providing seamless access to real-time data on an easy to use, touch screen application. Compatible with iOS, Android, tablets, and laptops, it empowers sales teams to create quotes, orders, and invoices while checking stock levels and customer-specific details.
Benefits
  • Works on iOS and Android devices
  • Works on tablets and laptops
  • Produce quotes, orders, deliveries and invoices.
  • See all customer specific credit details
  • Check real time stock levels and special prices
  • Access to statements and previous transaction history
  • Track prospects and opportunities
  • Simple finger friendly interface that works in a browser
  • Browse product ledger for alternatives and potential items
GIS Mapping

GIS Mapping

Map your data.
Empowers users to not only visualise data but to interrogate, analyse, and comprehend it comprehensively. By unraveling key relationships, patterns and trends, it becomes a valuable tool for businesses seeking to recognise new opportunities. Its user-friendly interface seamlessly integrates with real-time data, allowing businesses to keep precise coordinates on customers, traders and at document level for deliveries. Displays outstanding orders, enabling businesses to picture their customers by location or area.
Benefits
  • Easy to use and integrated with your real-time data
  • Keep coordinates on customers and traders
  • Comes with GIS/KLM report writer
  • Keep coordinates at document level (deliveries)
  • See customers with outstanding orders
  • Picture your customers by location or area
  • Comes with a range of standard reports
  • View the 10 closest customers to another customer
  • Visualise previously sold product at customer locations
Fuel Cards Import

Fuel Cards Import

Customisable DCI (etc) import tools to faciliate automatic billing.
Seamlessly incorporates fuel card transactions into its system. This integration not only eliminates the manual burden of data entry but also ensures real-time accuracy in tracking fuel-related expenses. By automating the import process, Herbst streamlines reconciliation procedures and enhances financial transparency by providing a clear and detailed account of fuel card transactions.
Benefits
  • Streamlines data entry processes
  • Ensures real-time tracking and accurate reporting of fuel-related expenses
  • Minimises the risk of errors
  • Provides a clear and detailed account of fuel expenditure
  • Integrates fuel card transactions seamlessly
Swagger api

Swagger api

Routing Schedules

Routing Schedules

Intuitive 'drag & drop' order scheduling on a calendar view.
This cutting-edge module, set to be released at the end of 2023, introduces a seamless and intuitive solution to scheduling challenges. With the ability to 'drag and drop' orders onto a calendar view, businesses gain unprecedented control over their operations, optimising the allocation of orders to available driver slots with unparalleled ease.
Benefits
  • Simplifies order scheduling with a user-friendly ‘drag and drop’ interface
  • Enables precise assignment of orders to available driver slots
  • Streamlines the scheduling process, reducing manual efforts and time consumption
  • Provides a clear calendar view for quick insights into order distribution
  • Ensures a more streamlined and efficient workflow for oil industry logistics
Explore ERP for Oil Distribution
FREE INDUSTRY BROCHURE

Explore ERP for Oil Distribution

See how Herbst ERP gives fuel distributors real-time delivery visibility, efficient scheduling and complete control across operations.

From order taking and scheduling to driver apps, stock and accounts, explore the functionality designed to support your business.

Delivery Apps
Scheduling
Stock Control
Finance & Reporting
Download the Oil Distribution ERP Brochure → Get your free copy. No obligation.

Benefits

  • Provide up to the minute status of any aspect of the business.
  • Complete real-time P&L with Drill-Down to all original docs.
  • Graphically visualise data with customisable dashboards.
  • Significantly reduce paperwork and save time.
  • Eliminate duplication and facilitate automation.
  • Allow you to delegate with control.
  • Produce real-time and customisable reports.
  • Capability to manage multiple Sites/Depots.

ERP for Oil Distribution FAQs

What is ERP for oil distribution?

ERP for oil distribution is one system that connects orders, scheduling/dispatch, driver activity, stock, invoicing, and finance. The value is operational control: fewer manual handovers, fewer pricing/charge misses, and quicker billing. Herbst positions its oil distribution solution as “fully integrated”, combining core ledgers (sales, purchase, nominal, stock) with oil-specific tools like the Oil Driver App, routing/scheduling, and a customer web portal to streamline operations in real time.

Which software is best for oil distribution?

The best software is the one that’s strong where oil distributors live and die: routing efficiency, proof of delivery, accurate pricing/charges, credit control, and fast invoice cycles. Herbst’s platform is built around an integrated model: drag-and-drop order scheduling, a driver handheld app for real-time field updates, and online ordering through the customer portal—while keeping finance and reporting in the same system. If those parts are disconnected, you end up rekeying, disputing invoices, and losing margin.

What is the Oil Driver App used for?

Herbst lists the Oil Driver App as a core module for oil distribution. It’s designed to keep drivers and the office aligned in real time—so deliveries and field activity don’t rely on paper drops and later re-entry. In their oil distribution article, Herbst also describes real-time field management features like processing orders on the go, vehicle checks, routing sheets, GPS coordinates, and capturing delivery photos at unattended sites.

How does route scheduling work?

Herbst highlights “Routing Schedules” as an extra module and describes an Order Scheduler with an intuitive drag-and-drop interface for assigning orders to drivers and visualising deliveries on a calendar view. Orders can come in by phone or through the customer web shop, then be placed onto schedules for efficient planning. This reduces manual scheduling effort and makes it easier to see routes and workloads at a glance.

Can customers order online?

Yes. The Web Portal is listed as an extra module and is described as a 24/7 B2B self-service platform where customers can access their account, review transaction history, place orders, and make payments. It also supports customer special pricing, shows product availability/details, and pushes orders and payments directly into the main system—reducing back-office admin and order entry errors.

What are the core modules included on the Oil Distribution page?

Herbst lists these as core modules: Business Processes, User Dashboard, Nominal Ledger, Sales Ledger, Purchase Ledger, Credit Control, Stock & Service Ledger, Procurement Wizard, Oil Driver App, and ROM1 Reporting. This combination matters because it covers both the operational side (orders, drivers, stock) and the financial side (credit control, ledgers, reporting) in one workflow.

Is ERP easy to learn for drivers and dispatch teams?

It can be—if the system matches the role. Herbst leans on touch-friendly interfaces (e.g., dashboards) and role-specific tools (driver app, routing/scheduling, portal) so users don’t need to learn “accounting screens” to do operational work. The easiest implementations train by role (dispatch first, then drivers, then accounts), and keep the initial process tight: order → schedule → deliver → invoice → review KPIs. Herbst’s design focus is reducing manual steps and “paper chasing” with real-time management information.

What ERP requirements should an oil distributor look for?

Use this checklist:

  • Scheduling/routing that’s easy to run daily

  • Driver mobile workflow (updates, checks, evidence/POD)

  • Customer portal for ordering and payments

  • Credit control that prevents risky deliveries

  • Stock + purchasing integrated to sales and dispatch

  • Reporting that’s ready for operational and regulatory needs

    Herbst’s page maps neatly to this: routing schedules, Oil Driver App, web portal, GIS mapping, credit control, stock & service ledger, procurement wizard, and ROM1 reporting.

What is ROM1 reporting and why does it matter?

Herbst lists ROM1 Reporting as a core module for oil distribution. In practical terms, this is about producing the required industry reporting efficiently from the same data that drives operations—rather than compiling submissions manually from paper and spreadsheets. The key benefit is consistency: if orders, deliveries, and invoicing are captured in one system, the reporting is faster and less error-prone.

Does Herbst support mapping and sales mobility?

Yes. Herbst lists GIS Mapping and a Sales Mobile App as extra modules. The Sales Mobile App is positioned to help roaming sales teams create quotes/orders/invoices, check real-time stock, and view customer credit and history from a phone/tablet/laptop. GIS Mapping is designed to keep precise customer/trader coordinates and analyse patterns geographically, with real-time data integration.