The verdict in three sentences
An LPG distributor in Dubai or the UK that supplies 650 resellers with 22 trucks and has lost track of part of its 180,000 deposit cylinders is quietly tying up millions in fleet assets. Custom software that tracks every full and empty cylinder movement by depot, truck and reseller, applies regulated or reference prices and calculates deposits owed brings fleet losses below 1% a year. The project takes 3 to 5 months and follows the Kolonell custom application grid, from 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR).
Why deposit cylinders disappear
The LPG cylinder model is an exchange: the reseller returns an empty and receives a full. As long as the swap is one for one, the fleet is stable. In practice, gaps creep in: a reseller returns 38 empties for 40 fulls, competitor cylinders slip into the batch, a deposit is collected from a new customer but never recorded, cylinders awaiting requalification are forgotten at the filling plant, a driver settles his round from memory.
| Source of loss | Field example | Annual impact (2026 order of magnitude, 180,000-cylinder fleet) |
|---|---|---|
| Unbalanced swaps at resellers | 2 empties missing out of 40 delivered | 1 to 1.5% of fleet |
| Competitor cylinders accepted | Mixed batch not sorted at depot | 0.5 to 1% |
| Untracked deposits | New customer paid in cash | 0.3 to 0.5% |
| Truck loading errors | Loading note corrected by hand | 0.3 to 0.5% |
| Cylinders stuck in requalification | Stock forgotten at the filling plant | 0.2 to 0.5% |
| Total | 22 trucks, 650 resellers | 2.5 to 4% of fleet a year |
With deposits typically ranging from about $30 to $50 in the Gulf and £40 to £60 for a UK cylinder refill agreement, and a new cylinder often costing more than the deposit, each point of loss is expensive.
What the software must do
The principle is a cylinder account per entity: each depot, truck and reseller has a balance of fulls, empties and deposits, by size (for instance 5 kg, 11 kg, 22 kg and 44 kg depending on your range). Each delivery is entered on the driver's tablet, signed by the reseller, and updates balances in real time or at the next sync.
| Function | Today | With custom software |
|---|---|---|
| Cylinder balance per reseller | Unknown or monthly spreadsheet | Fulls, empties and deposits per size, updated at every delivery |
| Depot reconciliation | Quarterly physical count | Daily reconciliation of fulls out against empties in |
| Selling price | Paper list, errors at each change | Prices set per size with effective dates |
| Deposits | Collected without tracking | Digital receipt, balance per customer, traceable refunds |
| Routes for 22 trucks | Planned by habit | Routes suggested from orders and empty balances |
| Payments | Cash returned at day end | Cash with receipt, card, bank transfer |
| Alerts | None | Reseller with more than 5% missing empties over 30 days |
Routes deserve a word. A truck that leaves with 600 fulls and returns with 400 empties because the route ignored balances wastes half a day. A daily suggested sequence that prioritises out-of-stock resellers and those holding the most empties usually cuts mileage by 10 to 15%. Packaged LPG distribution suites cost, as a 2026 order of magnitude, $20,000 to $80,000 (about £16,000 to £64,000) a year for a fleet of this size, and often assume a single depot layout.
Budget and timeline
| Kolonell level | Budget (2026 grid) | Typical scope for an LPG distributor |
|---|---|---|
| Simple application | 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) | Cylinder accounts per reseller and depot, delivery entry |
| Medium application | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Cylinder accounts, deposits, prices, daily reconciliation |
| Complex application | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) | All of the above plus routes, payments, alerts |
| Monthly maintenance | 35,000 / 75,000 / 120,000 FCFA (53 / 114 / 183 EUR) | Fixes, new sizes, new depots |
| Driver tablets, receipt printers | Quote-based | Depends on number of trucks |
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Typical timeline: 3 weeks of scoping with an opening balance count, 8 to 12 weeks of development, a 3-week pilot on 4 trucks and 120 resellers, then roll-out to the other 18 trucks within a month.
The hardest part is the opening balance. Without a reliable starting balance per reseller, the software inherits past errors. We recommend a joint count at all 650 resellers during the first two weeks of deliveries, with driver and reseller signing the balance together.
Mini case study
Rashid Al Mansoori, commercial director of an LPG distributor in Dubai, estimates fleet losses at 3% a year on 180,000 cylinders, or 5,400 cylinders. At a cautious replacement cost of $45 per cylinder, the annual loss reaches $243,000. Bringing losses down to 1% through reseller-level tracking saves 3,600 cylinders, or $162,000 a year. Add 12% fewer kilometres across 22 trucks and savings rise further. A complex project at 14,000,000 FCFA plus 120,000 FCFA monthly maintenance, 1,440,000 FCFA a year, pays back within a few months.
FAQ
Does every reseller need a phone app? No, only drivers and depot managers use the app. The reseller signs on the tablet and can receive the balance by SMS or WhatsApp.
How are price changes handled? The new price is entered with its effective date, per size. All deliveries from that date apply it, without altering earlier invoices.
What about competitor cylinders? The software logs them in a separate depot account. They can be swapped with other distributors under your agreements, with a balance per brand.
Does it work without signal on some routes? Yes, the tablet stores deliveries offline all day. Sync happens back at the depot or as soon as a network is available.
How long until the fleet count is reliable? Allow 2 to 3 months after go-live for all reseller balances to be reconciled. The first significant gaps show up in the first month.
Let's scope your project. Cylinder accounts, deposits, pricing and routes for your depots and trucks, with a 4-truck pilot and full roll-out in 3 to 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
