Debt collection services for gas stations
Collect your fuel payments quickly and effectively
As an operator of a gas station, fuel trader, or fuel card issuer, you operate in a market with razor-thin margins. Every liter of fuel that is pumped but not paid for has a direct and heavy impact on your net profit. Whether you are dealing with business customers who leave their fuel card invoices (B2B) unpaid, booking errors at the unmanned pump, or private motorists (B2C) who "forget" to pay: manually following up on these outstanding items is a time-consuming task for your administration.
Ultimoo offers a specialized and decisive approach for the fuel industry. We collect overdue fuel payments quickly and accurately, ensuring your margins are protected and your cash flow remains healthy.
Submit your invoice immediately
Prefer direct contact for more information?
Call 0348-486425
Addressing the specific challenges of the fuel industry
Collecting outstanding items at gas stations requires a tight and differentiated approach. After all, there is a big difference between a business carrier that does not pay its monthly invoice and a private motorist whose PIN payment at the pump has failed.
Our systems and specialists are fully equipped for your sector:
- Tight business follow-up: For unpaid fuel card invoices from companies, we are not legally required to wait 14 days. We can start the process immediately after the payment term expires and have the fuel cards blocked to prevent further loss.
- Approach for booking errors and refueling mistakes: Was fuel accidentally pumped without a successful transaction? We approach the private motorist via a correct and legally watertight WIK-letter (14-day letter). We explain the situation clearly and offer a direct iDEAL payment link to settle the outstanding item without friction.
- Speed is key: The longer a fuel claim remains outstanding, the smaller the chance of collection. Thanks to our automated platform, we start the process within 24 hours of transfer.
Optimal efficiency for your administration
Your employees should be focused on operating your stations and providing service to customers, not on manually chasing outstanding fuel invoices.
Our collection process completely unburdens your staff and generally works as follows:
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Fast digital transfer
You open the incasso.nl app or the Ultimoo client portal to easily share the outstanding invoices and the contact details of your customer. -
The statutory WIK-letter
Because you are partly dealing with private customers, you are required to send them a WIK-letter (statutory notice of collection costs) before starting a collection procedure. This gives customers one last chance to pay the invoices without extra costs. You can also send these 14-day letters to the customer through us. -
Data enrichment
Our system immediately enriches the collection file with information from relevant sources. This information, for example regarding debt assistance or known payment problems, is then used in the collection process. -
Amicable phase
This is the actual collection trajectory. Based on your customer's profile, a set of communication tools is deployed to prompt your customer to pay. This includes letters, telephone contact, and in some cases, a physical visit.
The goal of this phase is to make contact with the customer and find a solution for the payment arrears, often in the form of direct payment or a payment arrangement. -
Legal phase
Should the customer fail to pay during the amicable phase, but our advice indicates that there are sufficient options for recovery, we will present a cost-benefit analysis for starting a legal procedure. Upon your approval, a summons is drawn up. This happens in only 1% of the total number of collection cases via Ultimoo. -
Step 5: Your customer pays
As soon as your customer has paid, we process this as quickly as possible in the collection file. Normally, we deposit the money into your account within 72 hours.
Free for you
Your customer pays the collection costs and interest. This means that a collection procedure is often free for clients. Additionally, you will receive attractive rates for supplementary collection services.
Collaborate the way you want
You can collaborate with Ultimoo in two ways: via the incasso.nl online app or through the Ultimoo SME client portal. We are happy to explore together what works best for you.
Comply with all regulations
incasso.nl is part of Ultimoo. Ultimoo is registered with the government and holds the NVI Collection Quality Mark (Incassokeurmerk). This ensures you know your collection partner is reliable and meets the strictest requirements.
Frequently asked questions
Below you will find the answers to the most frequently asked questions from entrepreneurs about the operation and implementation of a collection procedure at gas stations.
Can we also address deliberate drive-offs (theft) via Ultimoo or incasso.nl?
No. If someone deliberately refuels and drives away at high speed without paying, this constitutes a criminal offense (gas station theft). You must always report this immediately to the police (for example, via the SODA system). Incasso.nl focuses exclusively on civil law claims, such as unpaid business fuel cards, outstanding fuel invoices, or situations where the customer is known but the (automatic) payment has failed.
What happens if a business customer disputes the claim?
If a transport company claims that a certain fuel card was misused or that the liter count is incorrect, our specialists immediately analyze the defense based on your terms and conditions of delivery and the transaction logs. We then advise you quickly on the legal feasibility and the next steps to be taken.
From what amount can I submit fuel claims?
At Ultimoo and incasso.nl, there is no minimum amount for an invoice to be transferred. You can easily submit all your fuel claims via the incasso.nl online application or the Ultimoo client portal.
Protect your fuel margins today
Do not let unpaid fuel cards or failed pump transactions erode your profitability. Outsource the follow-up of outstanding fuel payments to the professionals at Ultimoo and incasso.nl.
Do you have a specific situation or would you like to consult with a specialist first?
Then please contact us at 0348-486425.
