In order to develop our aviation fuel management software for airlines, it’s crucial that we understand the key challenges these businesses face, particularly in relation to data management and business efficiencies. That’s why we’re always consulting with airlines and using what we learn to help shape our products.

In the last year we’ve been talking to airlines more than ever as we continue to develop new features on our award winning aviation fuel management software.

We want to share with you what we learned from these discussions; starting with our list of the 5 biggest fuel management headaches for airlines. How do they compare with your own challenges?


Checking the accuracy of fuel invoices

For a large airline, the number of fuel invoices the business receives in a year could be hundreds of thousands; for smaller airlines, the figure is likely still in the thousands. For each of those invoices, there could be many different items listed, including the product price, the supplier’s differential, into-plane service fees, transport fees, hook-up fees, taxes, and so on.

It’s incredibly time-consuming to check all of these items for every single invoice and the risks of human error are high.

Sometimes, to reduce the workload, accounting departments do one or more of the following:

This means that some airlines are without doubt, over-paying on fuel.


Creating an accurate fuel demand forecast and budget 

Airlines need to accurately forecast their fuel demand and fuel budget, and arrange fuel supply contracts well in advance. They don’t want to run out of fuel, or have to buy fuel on-spot, but equally, airlines don’t want to tender for too much fuel, because they could incur contract penalties for uplifting less than they agreed.

This can be a difficult balance to strike.

The problem is that the volatility of the oil market makes costs difficult to predict long-term. Plus, the complexity around pricing – the number of different price components that make up the cost of fuel to an airline (see point 1) and the variations between suppliers and locations­ – only adds to the woes of fuel planners.

On top of all that, accurate data about an airline’s previous fuel uplifts and fuel consumption is also difficult to access. This information is often buried within:

So drawing together that data and using it effectively to plan and budget is no mean feat.


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Choosing the right aviation fuel bid 

This is another decision that will have a big impact on your ability to buy fuel at the best price.

Running fuel tenders, requesting, receiving and analysing fuel bid is a crucial job within airlines – after all, this fuel management activity has the greatest potential to affect an airline’s profitability.

The main challenge here is that you’re often receiving bids in different currencies, based on different market indexes, offering different invoice frequencies and payment terms. Assessing these bids require a diligent normalization which is often done using a complex set of Excel sheets. So it’s hard to make a like-for-like comparison manually; it involves a lot of number crunching.

Again, manual processes here are time-consuming and carry a high risk of human error. And since fuel accounts for up to 50% of an airline’s operating expenses, making repeated wrong decisions about who to award a fuel supply contract to, would have a huge impact on the business’ financial sustainability.


Deciding when to tanker aviation fuel

Deciding if, when and where to tanker fuel is a key part of buying fuel at the lowest costs.

However, the number of different factors affecting this decision makes it arduous. For example, fuel prices at departure and destination, additional fuel burn due to higher weight, emission costs due to higher consumption, and possibly increased maintenance costs are some of the factors that need to be taken into account.

Wrong decisions around tankering can result in poor fuel efficiency, disputes with fuel suppliers, and financial penalties.


Effectively monitoring and controlling your aviation fuel costs 

Staying on top of your fuel-related expenditure so you can plan your cashflow and, in the long-term, identify cost savings, is difficult for airlines, for a variety of reasons:

These issues make it difficult for airlines to see, for instance, the average fuel price per location and per supplier, and which contracts (and which elements of those contracts) are the most expensive.


Tell us your aviation fuel management pains

Do these issues sound familiar to you? What others might you add? Let us know here or on Twitter @FuelPlusGroup using #airlinefuelpain.


Learn more

If you would like to learn more about FuelPlus Cloud software,you can watch a recording of our latest webinar, ‘Taking fuel and cost management to the next level
Can’t make the date? Register anyway and you will automatically receive a recording of the event.

Aviation fuel webinar