How to Add Subcontractors in 4 Simple Steps

Step 1: Go to the “Sub account management” section

The responsible person will be able to go and create the sub account themselves with markups etc.

Step 2: Go to the “Sub account administration” section

The responsible person will be able to capture the following:

• Subcontractor contact details
• Create vehicle & drivers
• Preferred depots or region (if relevant)
• Setup notifications

Step 3: Set Access & Spend Limits

You choose how much control each subcontractor has:

• Only allow refuelling up to a set daily or monthly cap
• Approve orders before they go through or not
• Let subcontractors place their own orders, but monitor everything in real time

Step 4: Subcontractors Log In and Start Refuelling

Each sub-account has its own login to the their own basic TFN Dashboard and with the relevant access authorised by the main account holder. 

They can:

• Place and track orders
• View their history
• Manage their drivers and trucks

Built for All Levels of Control

TFN understands that not all transporter entities operate the same way. That’s why our Subcontractor Cash Module is so unique and flexible:

Different Access Levels

Full Control: A user will be able to have full access to all functionalities on the main account. A subcontractor can also have this access on their own account but that has to be authorised by the authorised person on the main account due to financial implications and agreements.

Limited control: A user will only have access to the system whether it is on the main account or a transporter that has access to his own sub account and depending on their area of responsibility and authorised by the main account.

Whether you want to micro-manage or simply supervise, you can set things up your way.

Real-Time Reports & Insights

Every litre refuelled is tracked. From your dashboard, you can download:

• Fuel spend per subcontractor
• Depot usage patterns
• Daily, weekly, or monthly activity
• Proof of transactions

This makes your month-end reconciliation clean, fast, and accurate, no need to chase down paperwork, capturing transactions or have to wait for the relevant information. The data is available immediately and can be generated from the system by selecting PDF or Excel format.

We have various API link capabilities in order for all the data to pull through into your system therefore avoiding any mistakes or duplicating information.

Adding multiple subcontractors under one TFN Sub Account model isn’t just about convenience, it’s about clarity, control, cost management and time. All done while running a cash operation.