The Problem:
+ Managing Road User Charges is an expensive administrative nightmare. You're constantly trying to remember which vehicles need new RUC licenses, manually tracking odometer readings, making individual purchases for each vehicle, and hoping you bought enough kilometers but not so many that you're tying up unnecessary cash on windscreens. Vehicles run out of RUC unexpectedly, putting drivers at risk of fines and your business at risk of compliance penalties. Your fleet spends significant time off-road - on worksites, farms, private property, or in yards - but claiming those off-road refunds requires manually documenting distances with geofences and paperwork that's too time-consuming to bother with, so you simply leave money on the table. Every month, you're manually adding up RUC purchases to track costs, prepare budgets, and bill customers for their share of road charges, wasting hours on calculations that should be automatic.
The Cost of Not Solving This:
Poor RUC management hits your bottom line hard in multiple ways. Buying RUC in large quantities to "avoid the hassle" ties up thousands of dollars in prepaid road charges sitting on windscreens instead of earning interest or funding operational needs - essentially giving the government an interest-free loan. Running out of RUC puts drivers at risk of infringement fines (currently $300-$500 per offense) and compliance issues that can lead to vehicle impoundment and operational delays. Failing to claim off-road refunds means you're paying road charges for kilometers never driven on public roads - potentially thousands of dollars annually in unclaimed refunds for fleets operating on construction sites, farms, or private properties. The administrative burden of manual tracking, purchasing, and reconciliation consumes staff time on repetitive tasks that generate no revenue. When you can't accurately track and allocate RUC costs to specific jobs or customers, you're under-recovering these legitimate operating expenses and eroding job profitability.
Why Your Current Approach Isn't Working:
Manual RUC tracking through spreadsheets, odometer photos, and calendar reminders simply can't keep up with fleet complexity. By the time you notice a vehicle is approaching its RUC limit, it's often already there - leaving no time for planned purchasing and risking non-compliance. Manual off-road refund claims require you to create and maintain geofences, document every trip, calculate private road distances, and submit claims - a process so labor-intensive that most fleet operators skip it entirely, forfeiting thousands in legitimate refunds. Tracking RUC costs across dozens or hundreds of vehicles, reconciling purchases against budgets, and allocating charges to customers or projects requires enormous effort with high error rates when done manually. Decentralised purchasing - with drivers or site managers buying RUC independently - creates expense tracking chaos, inconsistent unit pricing, and lost receipts that frustrate accounting and audit processes.
How TrackIt Solves This:
TrackIt's Road User Charges solution takes the pain out of RUC management with intelligent automation and real-time visibility. View the status of all RUC licenses across your entire fleet from one unified screen - seeing at a glance which vehicles have plenty of kilometers remaining, which are approaching renewal, and which need immediate attention. Automated purchasing ensures vehicles never run out of RUC by monitoring usage and triggering license purchases at predefined thresholds - eliminating compliance risk while minimising cash tied up on windscreens through optimised purchase quantities. Flexible purchasing controls let you tailor automation rules for every vehicle based on usage patterns, operational needs, and cash flow preferences. Automated off-road refund claims use TrackIt's advanced GPS tracking and mapping technology to accurately identify and calculate distances travelled on private property, construction sites, farms, and other non-public roads - then automatically prepare and submit refund claims to NZTA, recovering money you're legitimately owed without the manual effort. Comprehensive reporting tracks all RUC purchases, costs per vehicle, off-road distances, refund claims, and net RUC expenses, giving you complete financial visibility and the data needed for accurate job costing and customer billing. TrackIt doesn't just manage your RUC licenses - it maximises your refund claims, minimises cash tied up in prepaid charges, eliminates compliance risk, and transforms RUC from a frustrating administrative burden into an optimised, automated system that actually saves you money every month.
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