How VasyERP Helped the Gas Agencies Improve Their Overall LPG Gas Operations?
Learn how the gas agency streamlined inventory, deliveries, and a seamless customer experience using VasyERP
Summary
A gas agency experienced difficulties related to manual inventory tracking and inefficient deliveries. The gas agency adopted VasyERP’s enterprise resource planning (ERP) system, which provided centralised access to capabilities, including inventory management, delivery schedule optimisation, and automated billing. The revised approach resulted in streamlined operations, improved accuracy, fewer errors, and greater customer satisfaction.
About the Client
A gas agency catering to both business-to-business and business-to-consumer markets. At the moment, the distributor provides service in all major areas of India. The company has significant LPG gas distribution operations, and its mission is to provide a safe LPG supply.
Sector
Operating In
Business Model
Challenges
Problem Statement
As the gas agency expands its operations, the distributor faces difficulties in managing large-scale LPG distribution. The absence of appropriate solution led to inefficiencies across inventory, delivery, and customer management, creating major roadblocks to achieving speed, accuracy, and customer satisfaction.
No real-time tracking of stock:
The HPCL LPG distributor lacked tracking of full, empty, or damaged cylinders in real time. Manual monitoring often caused mismatches, delays in updates, and errors in stock reconciliation, which disrupted operations and made overall inventory management very difficult.
Inefficient delivery planning:
Delivery planning with drivers and pincodes were not mapped optimally. Moreover, even the vehicles assigned to drivers were not being tracked. This led to longer delivery times, higher fuel costs, poor vehicle management, and frequent delays. Lack of route optimisation further reduced efficiency, impacting both customer satisfaction and operational profitability.
Manual processes leading to errors:
Core business functions such as billing, cash management, order updates, GST verification, promotions, and cylinder reconciliation were handled manually. This increased the chances of errors, slowed processes, and caused delays in decision-making, leaving both staff and customers dissatisfied with the service.
No real-time notifications:
There were no instant alerts for deliveries, stock shortages, returns, or damaged cylinders. Without real-time communication, staff coordination became harder, and customers often lacked timely updates, which caused confusion, dissatisfaction, and gaps in overall service reliability.
Transform your gas agency with VasyERP's comprehensive solution
Book a DemoSolutions Offered
To ease the challenges of the distributor, we delivered robust gas agency ERP software to simplify and improving LPG distribution. Our cloud-based ERP software for gas agencies worked for the HPCL LPG distributor in addressing all of their challenges and functionality needs. We designed each feature with time-saving and overall efficiency in mind. Below are the solution offerings provided to the client:
The ERP automatically generated item codes for each cylinder and product, removing the need for manual numbering, which improved data accuracy and simplified identification.
Whenever a full cylinder was sold, the system automatically created a corresponding empty cylinder record, which eliminated manual tracking and provided real-time visibility of both filled and empty cylinders.
Returns are verified for gross, tare, and net weight to ensure accurate pricing and inventory reconciliation.
The system allowed separate management of individual households and B2B customers, which supported unique delivery needs and service expectations for both segments.
We added OTP-based verification for all customers. This, in turn, ensured accurate records and even prevented fraud.
For B2B clients, GST numbers were automatically verified and stored in the system, and this ensured tax compliance.
Pricing could be managed for different groups, like households and industries, based on consumption volume. This improved transparency and reduced manual discount handling.
Real-time warehouse stock tracking ensured that every cylinder movement was tracked. It ensured all cylinders were recorded accurately, and this eliminated shortages and helped maintain a smooth supply chain.
Our system increased the visibility of the LIVE stock, and this also prevented mismatches and encouraged proactive management at its best.
The ERP system provided indicators of upcoming demand trends for the next seven days based on past sales activity, eliminated panic shortages, and ensured continued supply.
Managing supplier bills was automated by the system to keep track of supplier billing, avoid manually recording errors, and provide transparent tracking of all transactions related to suppliers.
Automated debit/credit notes assisted with the quick resolution of discrepancies.
The system auto-generated error-free invoices compliant with GST legislation. Invoices were provided to customers quickly, along with clear billing documentation to reduce disputes.
Customers can perform all the necessary actions for subscriptions like creation, editing, pausing or cancelling, and sales orders are automatically created once the subscription is set up.
We also enabled cash management with the online gas agency management system by tracking payments and pending amounts for both drivers and customers.
Google Maps API was used to improve the efficiency of the delivery. The system gave drivers the fastest and most cost-effective routes, which also reduced the fuel costs and delivery times.
Drivers were automatically assigned to pincodes. This, in turn, streamlines delivery assignments and reduces confusion, ensuring every customer in a location is served promptly by the right driver.
With our solution, we also enabled customers to place requests for urgent delivery, which, in turn, also improved customer satisfaction as the demands were met promptly.
The vehicle assigned to the driver for deliveries is also recorded in this system.
We deployed the feature where customers were notified instantly of order updates. Moreover, even the staff were aligned with these WhatsApp alerts for all kinds of communications.
The ERP also allowed the running of marketing promotional banners. They could easily set when the banner starts and ends. They could even mark it active and decide the order of multiple banners. This also gave them control over how long each banner shows. The best part is that this ensured timely campaigns and improved customer engagement.
The ERP automatically generated item codes for each cylinder and product, removing the need for manual numbering, which improved data accuracy and simplified identification.
Whenever a full cylinder was sold, the system automatically created a corresponding empty cylinder record, which eliminated manual tracking and provided real-time visibility of both filled and empty cylinders.
Returns are verified for gross, tare, and net weight to ensure accurate pricing and inventory reconciliation.
The system allowed separate management of individual households and B2B customers, which supported unique delivery needs and service expectations for both segments.
We added OTP-based verification for all customers. This, in turn, ensured accurate records and even prevented fraud.
For B2B clients, GST numbers were automatically verified and stored in the system, and this ensured tax compliance.
Pricing could be managed for different groups, like households and industries, based on consumption volume. This improved transparency and reduced manual discount handling.
Real-time warehouse stock tracking ensured that every cylinder movement was tracked. It ensured all cylinders were recorded accurately, and this eliminated shortages and helped maintain a smooth supply chain.
Our system increased the visibility of the LIVE stock, and this also prevented mismatches and encouraged proactive management at its best.
The ERP system provided indicators of upcoming demand trends for the next seven days based on past sales activity, eliminated panic shortages, and ensured continued supply.
Managing supplier bills was automated by the system to keep track of supplier billing, avoid manually recording errors, and provide transparent tracking of all transactions related to suppliers.
Automated debit/credit notes assisted with the quick resolution of discrepancies.
The system auto-generated error-free invoices compliant with GST legislation. Invoices were provided to customers quickly, along with clear billing documentation to reduce disputes.
Customers can perform all the necessary actions for subscriptions like creation, editing, pausing or cancelling, and sales orders are automatically created once the subscription is set up.
We also enabled cash management with the online gas agency management system by tracking payments and pending amounts for both drivers and customers.
Google Maps API was used to improve the efficiency of the delivery. The system gave drivers the fastest and most cost-effective routes, which also reduced the fuel costs and delivery times.
Drivers were automatically assigned to pincodes. This, in turn, streamlines delivery assignments and reduces confusion, ensuring every customer in a location is served promptly by the right driver.
With our solution, we also enabled customers to place requests for urgent delivery, which, in turn, also improved customer satisfaction as the demands were met promptly.
The vehicle assigned to the driver for deliveries is also recorded in this system.
We deployed the feature where customers were notified instantly of order updates. Moreover, even the staff were aligned with these WhatsApp alerts for all kinds of communications.
The ERP also allowed the running of marketing promotional banners. They could easily set when the banner starts and ends. They could even mark it active and decide the order of multiple banners. This also gave them control over how long each banner shows. The best part is that this ensured timely campaigns and improved customer engagement.
Implementation Highlights
Phase Rollout
The Phase rollout module introduced an end-to-end gas agency management system that digitised their entire operations. It involved inventory management, purchase and sales automation, delivery optimisation, customer mapping, audit trails, and more. With Google Maps–driven routing, and automated notifications, VasyERP empowered the entire operations of the HPCL LPG gas distributor.
Accessible Platforms
The solution was made available across web and mobile apps. Admins managed operations from the web dashboard. Drivers and field agents used mobile apps for orders and real-time updates. This, in turn, ensured complete accessibility anywhere.
Integrations Provided
VasyERP integrated the gas agency accounting software seamlessly with an automated accounting system, Google Maps API for route optimisation, and WhatsApp notifications for instant customer communication making the financial management smooth and error-free.
Training & Support
Admin, staff, and drivers were delivered hands-on training sessions to help ensure a smooth onboarding process.
The Impact
With VasyERP, the HPCL LPG distributor transformed its LPG distribution operations into a fully digital, streamlined, and efficient process. Customer management became seamless with our online gas agency management system, backed by automated pricing, GST verification, and flexible subscription handling. Drivers could place orders directly from their app, follow optimized delivery routes, and manage cash transactions efficiently. Urgent and same-day delivery requests were fulfilled promptly, reducing delays, which further improved customer satisfaction.
The accuracy of tracking the inventory with the advanced inventory management software also improved significantly. This is because our solutions empowered the HPCL LPG distributor to track the full and empty cylinders in real-time. Our solutions also enabled businesses with real-time stock visibility. It gave them the ability to track the warehouses and branches in real-time, ensuring correct stock levels at all times. Quite interestingly, return and damaged cylinders processes were also automated with the utmost efficiency. In terms of promotions and alerts, they were managed centrally, ensuring that the campaigns reached the right audience without any kind of manual intervention.
The best part is that the operational costs also dropped significantly due to the smart route optimisation and planning. This also included driver-pincode mapping and reduced manual coordination, among others. The approval system via OTP ensured secure and verified transactions, while audit trails made compliance easy.
Time Saved
Customer Satisfaction
Faster Deliveries
Error Reduction
Cost Savings
Compliance
Overall, VasyERP’s solution allowed the HPCL LPG distributor to improve efficiency and enhance customer experience to the best. The solutions also reduced errors and helped scale their LPG business confidently across multiple regions.
Conclusion
As experts in the industry, we provided a complete digital solution for modern LPG distribution. By addressing every key area right from customer management and inventory tracking, we made sure that the system simplified complex operations, reducing manual effort. With this centralised system aligned, customers benefited from a faster and transparent ordering process, whether placing standard orders, urgent deliveries, or managing subscriptions.
Overall, we’d say that the solution improved operational efficiency and enhanced customer satisfaction at its best. It even reduced errors and delays, which also played a significant role in the entire LPG Gas distribution process. Particularly, at VasyERP, our modular and flexible system has now empowered the HPCL LPG distributor. The system has enabled the distributor to customize workflows and scale its operations as needed. It even helps manage compliance by leveraging automation and smart logistics. The best part is that the HPCL LPG distributor can now completely focus on business growth while providing reliable and efficient service to its customers. This comprehensive approach ensures that the LPG distribution business runs profitably and is always ready for future expansion.
Don’t let manual processes hold back your growth. Switch to VasyERP’s ERP software solutions today and scale your business with the utmost confidence and increased profitability!
