Stock at an LPG cylinder dealer runs both ways: full cylinders go out and empties come back, with exchanges between brands, deposit cylinders and the large cylinders of industrial customers in between. How many full and empty cylinders there are at day end, and what is owed to the filling plant, is unknown until someone counts. In the system we build, each order records the full cylinders delivered and empties collected by brand and type. When a customer calls, their address and last order appear on screen and the order goes to the driver’s phone; cylinders going to and coming from the filling plant are reconciled in the same stock.
Problems LPG dealers face
- Full and empty cylinder counts not matching at day end
- Exchanges between brands getting mixed up
- Credit balances of industrial and residential customers going untracked
- Orders passed to drivers by word of mouth
Modules
Quick order
Customer recognised from the caller’s number, with address and last order.
Cylinder stock
Counts of full, empty and deposit cylinders by brand and weight.
Delivery screen
Order list, map, delivery and empty-cylinder pickup confirmation.
Accounts and credit terms
Balances and collections for residential, business and industrial customers.
Filling plant reconciliation
Matching of empties sent, full cylinders received and invoices.
Safety check
A record of hose, regulator and leak checks at delivery.
How it works day to day
- 1
The customer calls or writes on WhatsApp and an order is opened.
- 2
The order is assigned to the nearest driver.
- 3
At delivery a full cylinder is left, and the empty and payment are collected.
- 4
Stock and customer balances update automatically.
- 5
In the evening, cylinders and invoices are reconciled with the filling plant.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For a small dealer with one driver, a notebook and a simple accounts program can be enough.
When custom software pays off
For dealers with several brands, industrial customers or more than one branch, a custom system that manages cylinder stock and accounts together prevents lost cylinders and leaking collections.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 16 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it integrate with our phone system?
With phone systems and cloud PBXs that can pass on the caller’s number, the customer card opens automatically.
Are different cylinder brands tracked separately?
Yes. Separate stock and exchange rules are defined by brand, type and weight.
How does the driver hand over collections?
Cash and card amounts received are visible in the app and are reconciled at the end-of-day cash handover.
Can industrial customers buy on credit?
Yes. Payment terms and a risk limit are set per customer, with a warning when the limit is exceeded.
