Most route software treats the job as done once the driver leaves the customer. For a used oil company, that's only half the trip. The oil still has to get from the truck to a base, and from the base to headquarters. If gallons go missing, that's where they go.
Two numbers that should match
Every transfer has two counts: what the truck says it's bringing and what the receiving end says came in. Each one is honest and they rarely match to the gallon. The question is how far apart they are, and whether one truck or base keeps showing up.
Why they don't match
- Gallons at the stop are often estimated from a stick or a gauge
- Water and sludge settle out, and what's counted as oil changes
- A drum entered as full wasn't
- A load gets moved twice and counted once, or the other way around
- Somebody fills in the sheet later from memory
Most of that is ordinary. But if you never compare the two numbers, you can't tell ordinary from a real problem.
What to record
For each transfer: the base it left, the date, the truck, the driver, each material and the quantities. Then, at the other end, what was actually received. Federal rules already ask transporters to record quantity, date and a signature on each delivery to another party, so much of this is paperwork you may be doing anyway.
What to do with it
Look at the gap by truck and by base over a few months. A steady small gap is probably measurement. A gap that grows, or follows one truck, deserves a closer look.
How PiqMax handles it
A base-to-headquarters transfer in PiqMax records the truck, driver, materials and quantities, then what was received against what the truck reported. Transfer history keeps it all by base and date. See used oil collection software.