Fuel Oil Delivery Software for Faster, Smarter Routes
Streamline Your Delivery Operations and Maximize Efficiency
Optimize Your Routes with Precision and Efficiency
Run Denser Routes, Respond Faster to Will-Calls, and Maximize Gallons Per Truck
Fuel oil delivery companies manage two competing demands every day: scheduled automatic delivery routes that need to run efficiently across wide service territories, and will-call requests that arrive unpredictably and need to be slotted in without unraveling the day's plan. Smart Service offers two powerful routing tools — Dynamic Route Optimization and Smart Suggestions — that help dispatchers build the densest possible routes, insert same-day will-calls without chaos, and match the right driver to every delivery based on location, truck capacity, and customer account requirements.
Dynamic Route Optimization
Plot your scheduled automatic delivery stops on a live map and let Smart Service cluster them by geographic zone, service territory, or delivery priority. The optimizer generates the most efficient delivery sequence for each truck based on stop proximity, estimated delivery duration, and road access conditions — so drivers cover more ground, burn less diesel, and complete more stops before the end of their shift. When a will-call request comes in mid-day, dispatchers can insert the new stop and rebuild the affected route in real time, without manually reshuffling every delivery that follows.
Smart Suggestions
Smart Service recommends the best driver and truck for each delivery based on current location, available capacity, and the specific requirements of the customer account. For fuel oil operations that run a mix of automatic delivery routes, will-call stops, and burner service calls, Suggestions eliminates the guesswork of matching the right truck to the right stop — and helps dispatchers fill open route capacity before the day starts, rather than scrambling when the first will-call comes in.
Key Advantages of Smart Service’s Routing Solutions
- Maximize Gallons Per Truck Per DayDense geographic clustering means each driver covers more stops, more gallons, and more revenue before they're back at the yard.
- Slot Will-Calls Without Breaking the RouteInsert same-day emergency deliveries and rebuild the affected route in real time — no manual reshuffling, no missed automatic accounts.
- Match Every Driver to the Right AccountTank location, fill access details, customer plan type, and service history travel with every work order so drivers arrive informed.
- Run Delivery and Service on the Same ScheduleCoordinate oil and propane deliveries with heating system service calls at the same customer location without duplicating trips.
Features of Oil Delivery Software
Features Built for Fuel Oil Delivery Routing, Scheduling, and Billing
Streamline Operations and Optimize Your Fuel Oil Delivery Workflows with Smart Service
Smart Service gives fuel oil and propane delivery companies the scheduling, route optimization, tank tracking, and QuickBooks-connected billing tools to maximize gallons delivered per truck — without adding office staff.
Real-Time Scheduling
Fuel oil delivery scheduling means managing two streams simultaneously — the recurring automatic delivery schedule built around tank history and degree-day triggers, and the will-call queue that fills in around it. Smart Service automates both, building your daily route load from scheduled accounts while giving dispatchers the tools to insert will-calls and emergency deliveries without rebuilding the entire day from scratch.
- Automate automatic delivery schedules for recurring accounts based on tank size, usage history, and delivery frequency
- Slot same-day will-call requests into existing routes without disrupting scheduled automatic stops
- Real-time schedule updates push to drivers' mobile devices the moment a stop is added, moved, or canceled
Mobile App for Technicians
Smart Service runs on iPhone, iPad, and Android, putting tank details, fill access notes, customer plan information, and the tools to log a complete delivery record in your drivers' hands before they reach the first stop of the day.
- Log gallons delivered, capture customer signatures, and record on-site notes directly on the mobile work order before leaving the property
- Access property-specific details — tank location, fill access, account type, and prior delivery history — so drivers arrive at every stop informed
Work Order Management
Every fuel delivery is also a billing event. Smart Service tracks the full lifecycle — from scheduled automatic account to closed work order — with gallons delivered, customer signature, and account details captured in the field and synced to your office without manual re-entry.
- Record gallons, delivery notes, and customer signatures on the mobile work order at the point of delivery — tied automatically to the customer's account record
- Closed work orders flow into QuickBooks for immediate invoicing, keeping billing accurate across COD, budget plan, and fixed-price accounts
Customer Management
Fuel oil customers aren't all the same — some are on automatic delivery, some are will-call, some have budget payment plans, and some pay COD at delivery. Smart Service tracks every customer at the property level, with billing plan, tank details, delivery history, and service records in one place so your office and your drivers always have the full picture.
- Assign and manage customer billing plans — COD, budget, pre-buy, cap, or fixed-price — at the individual account level
- Store tank capacity, fill location, access notes, and delivery history per property so drivers have what they need before the truck leaves the yard
- Give customers self-service access to delivery history, upcoming appointments, and invoices through the customer portal
QuickBooks™ Integration
Smart Service is a QuickBooks add-on, not a standalone app with an integration tacked on. It installs directly into your existing QuickBooks Desktop or QuickBooks Online company file — so delivery data and billing data live in the same connected system with no duplicate entry between field and office.
- Completed delivery work orders sync gallons, line items, and delivery details directly to QuickBooks for accurate, same-day invoicing
- Manage COD, budget plan, pre-buy, and fixed-price billing models within the same platform and the same QuickBooks account structure you already use
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Service Agreement Management
Automatic-delivery and service agreements are what turn a will-call customer into a locked-in, year-after-year account — Smart Service helps you enroll customers in auto-fill and heating-service plans, schedule the covered work, and renew before they shop around.
- Enroll customers in automatic-delivery agreements and annual burner-service plans — fill schedule, billing plan (budget, pre-buy, cap, or fixed-price), and covered tune-ups set per account.
- Covered deliveries and service visits generate onto the schedule on their own, with every agreement's tanks, plan terms, and renewal date in one place.
- Automated renewal reminders fire ahead of each season, so auto-delivery and service-plan accounts re-up before winter and your recurring gallons — and service revenue — carry forward.
Fuel oil delivery profitability hinges on density — the more stops per truck, the more gallons per run, the better your margin. But between will-calls arriving mid-route, automatic delivery timing that relies on degree-day estimates and tank history, and a customer base split across COD, budget plan, pre-buy, and fixed-price agreements, running a tight operation requires more than a good dispatcher and a paper route sheet.
Smart Service is built around how fuel oil delivery businesses actually work — automatic and will-call delivery managed from the same dispatch board, tank and property records per customer location, multiple billing plan types within the same QuickBooks workflow, and seasonal capacity planning so your fleet isn't overwhelmed when the first cold front hits.
Here are the most common challenges fuel oil delivery businesses face and how Smart Service helps solve them:
From managing multiple technicians to tracking recurring maintenance, the demands are high.
- Will-Call Runouts A customer waits until the tank is low, a cold front hits, and now dispatch has an emergency delivery in the middle of a packed route.
- Solution Smart Service helps log will-call requests, prioritize deliveries, schedule route stops, send customer updates, and track delivery history.
- Degree-Day and Usage Guesswork Automatic delivery only works if usage, tank size, delivery history, weather impact, and customer patterns are tracked consistently.
- Solution Custom fields, tank records, recurring schedules, route planning, and delivery history help the office build smarter refill schedules.
- Tank Details by Property A property may have an indoor tank, outdoor tank, duplex tank, buried tank, or service notes that the driver cannot guess from the address.
- Solution Equipment records, custom fields, photos, access notes, fill location, tank capacity, and prior deliveries stay tied to the customer.
- Price Volatility and Customer Plans COD, budget, pre-buy, cap, and fixed-price customers all need different billing treatment when prices move.
- Solution Customer notes, pricing options, payment terms, invoices, stored payment methods, and QuickBooks-connected workflows help billing follow the customer's plan.
- Delivery and Burner Service Coordination The same customer needs oil, a tune-up, a no-heat call, and maybe a tank inspection, but separate schedules waste trips.
- Solution Dispatch Board scheduling, Route Logistics Calendar, service history, and customer records help coordinate delivery and service activity at the same property.
- Driver Access and Fill Location Problems Snow, locked gates, buried fills, dogs, steep driveways, or blocked access can turn a normal stop into an exception.
- Solution Property notes, alerts, photos, custom fields, and mobile job details give drivers site-specific instructions before they arrive.
- Delivery Quantity and Ticket Accuracy Gallons, pricing, delivery notes, and customer signatures need to match the invoice and customer record.
- Solution Mobile work orders, line items, notes, signatures, invoices, and payment workflows help connect delivery activity to billing.
- Seasonal Capacity Planning Winter routes can go from quiet to overloaded overnight, and dispatch needs to see who is underfilled or over capacity.
- Solution Route Logistics Calendar shows routes, map views, capacity goals, revenue goals, and route optimization tools to help balance daily workload.
key advantages of smartservice:
- Will-Call Customers Don't Slip ThroughPhone-call requests, online portal requests, and tank-monitor alerts all land in the same intake queue — no will-call lost to a sticky note on someone's desk.
- Onboard New Accounts Without Office BottleneckFill location notes, access instructions, tank IDs, billing plan rules, and burner equipment captured once flow to every future delivery and service work order.
- Every Billing Plan in One SystemManage COD, budget, pre-buy, cap, and fixed-price accounts in the same platform, connected to the same QuickBooks file.
- Cross-Sell Service to Delivery CustomersBurner tune-ups, no-heat calls, and tank installs run on the same Dispatch Board as deliveries — your delivery customer record IS your service customer record.
- QuickBooks-Native BillingSmart Service writes directly to your QuickBooks company file — gallons, line items, and customer billing rules sync automatically at work order close.
- Tank-Monitor Alerts Become Scheduled DeliveriesLow-tank readings flow into the route queue before the customer calls — proactive delivery, not reactive scramble.
- Go Fully Paperless on Every RunDrivers log gallons, capture signatures, and submit work orders from mobile — no paper tickets to reconcile at the end of the day.
- Seasonal Capacity Planned Before the RushRoute Logistics Calendar shows route density, gallons per run, and open capacity so your fleet is balanced before the first cold week hits.
workflow
From Degree-Day Trigger to Delivered Gallons — The Smart Service Fuel Oil Delivery Workflow
Each morning, Smart Service builds your drivers' delivery routes based on scheduled automatic accounts, queued will-calls, and available truck capacity. Dispatchers see the full board — route density, estimated gallons per run, and any new will-call requests that need to be slotted in. Drivers receive their route on mobile with tank location details, fill access notes, and customer plan information before they leave the yard. When a delivery is complete, the driver logs gallons delivered, captures the customer's signature, and the work order closes — syncing the invoice to QuickBooks automatically.
Whether your company manages hundreds of automatic accounts on degree-day triggers, a will-call-heavy territory, or a combination of heating oil delivery and burner service, Smart Service configures around your dispatch model, your QuickBooks account structure, and your customer plan types — so your workflow matches your operation, not a generic template.
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How Every Fuel Oil Delivery Flows Through Smart Service
- Automatic Deliveries Scheduled Without Manual InterventionRecurring accounts appear on your route load automatically — weekly, biweekly, or degree-day-triggered, every delivery cycle.
- Will-Calls Inserted, Routes Rebuilt InstantlyEmergency requests and runouts slot into existing routes in real time, with no manual reshuffling of the stops that follow.
- Route Changes Push Immediately to MobileAny update to the day's schedule — added stop, canceled stop, reroute — syncs to the driver's device the moment it's made.
- Deliveries Close Into QuickBooks at the StopWork orders complete in the field and sync to QuickBooks automatically, so the billing cycle starts the moment the driver leaves the property.
- Oil, Propane, and Service Records on One PlatformDelivery history, service calls, and billing records for every account — heating oil, propane, or both — tracked in the same system.
customers say
Smart Service allows us to communicate job information seamlessly between the office and the field.
Love that techs can see history of the customers, less phone calls to the office.
Reasons for switching to Smart Service:We needed software that fit commercial service processes like equipment scanning and trending reports. The bookkeeper insisted that software needed to interact with Quickbooks.
I now capture a lot of bids right away, sent to me direct from the field.
I love that the techs can see prior notes and histories on the customers they service.
Customers success
Fuel Oil Delivery CRM: Manage Customer Relationships with Ease
Centralize Data, Improve Retention, and Streamline Your Operations
For fuel oil delivery businesses, managing customer relationships is critical for long-term success. Smart Service’s integrated CRM provides a centralized solution for storing customer data, tracking interactions, managing service histories, and automating service agreements. By organizing all customer interactions in one place, Smart Service helps improve customer retention, streamline business processes, and ensure timely and accurate invoicing. Whether you’re handling one-time deliveries or managing long-term service agreements, Smart Service’s CRM ensures that your customer relationships are managed efficiently.
- Easily searching and retrieving customer information with real-time updates.
- Tracking customer activity and service history to offer personalized service and maintain customer loyalty.
- Generating detailed reports on customer activity, service performance, and business growth opportunities.
- Tank and Property RecordsStore tank capacity, fill location, access notes, and equipment details for every service address so billing and field operations always agree on the account.
- Delivery History by AccountSee every gallon delivered, every work order, and every billing event at the customer and property level — useful for automatic delivery planning and contract renewals.
- Billing Plan TrackingAssign and track COD, budget, pre-buy, cap, or fixed-price plans per customer and connect billing rules directly to the QuickBooks invoicing workflow.
- Automated Customer CommunicationSend delivery reminders, confirmation messages, and follow-up notifications automatically so your dispatchers aren't fielding inbound calls all day.
- Customer Portal AccessGive customers self-service visibility into their delivery history, upcoming appointments, and invoices without involving your office staff.
customer portal
How the Customer Portal Works for Fuel Oil Delivery Customers
Fuel oil customers split into two patterns: automatic-delivery accounts on a degree-day or K-factor schedule, and will-call accounts who order when they need it. Smart Service's portal lets both groups manage their own deliveries, view tank history, and pay invoices without calling your office.
What Customers Handle Themselves:
- Request a Will-Call Delivery Customers submit delivery requests with desired date and preferred time window — requests flow into the same intake queue your dispatchers see, no phone tag.
- View Delivery History and Gallon Records Automatic accounts view every prior delivery — date, gallons, price, balance — for budgeting, tax records, or insurance.
- Pay Open Invoices and Pre-Pay for Gallons Customers settle current balances and prepay against future deliveries from the portal — speeds cash flow, reduces back-office collections work.
Empower Your Customers with 24/7 Access to Services
Revolutionize Your Workflow with the Smart Service Customer Portal – Convenience, Efficiency, and Loyalty at Your Fingertips
With the Smart Service Customer Portal, you can:
- Automate Job BookingsCustomers can book services directly through the portal, reducing phone calls and scheduling errors.
- Provide Invoicing and Payment OptionsCustomers can view invoices and make payments online, speeding up the payment process and improving cash flow.
- Offer Service History AccessCustomers can review their service histories at any time, building trust and transparency.
- Reduce Operational CostsAutomating routine tasks through the portal means your team spends less time on admin and more time on high-value work.
- Encourage Repeat BusinessThe convenience of the portal encourages customers to return for future services and recommend your business to others.
- Boost Customer LoyaltySelf-service options give your customers control, enhancing satisfaction and building long-term loyalty.
marketing
and Boost Revenue
Boost Your Fuel Oil Delivery Business with Smart Service Marketing Tools
Fuel oil delivery businesses thrive when they can effectively generate new leads, engage customers, and retain business through seamless, automated processes. Smart Service’s marketing tools are designed to help your business grow by integrating marketing workflows with job management, scheduling, invoicing, and payment processing. These features simplify marketing by automating customer outreach, lead generation, and engagement, allowing you to focus on delivering exceptional service while Smart Service handles the marketing.
Smart Service’s marketing tools support business growth by automating outreach, improving customer relationships, and driving lead generation—all integrated seamlessly into your daily operations. By reducing manual marketing tasks and enhancing communication with customers, Smart Service helps your business stay competitive and profitable.
- Email Campaigns: Smart Service empowers your fuel oil delivery business to maintain customer engagement through automated, personalized email campaigns. Whether reminding customers of upcoming deliveries or offering special promotions, these targeted campaigns ensure consistent communication without adding extra work for your team.
- Online Booking Integration: Allow your customers to easily book fuel deliveries directly from your website. The online booking feature streamlines appointment management by syncing with your schedule, ensuring a smooth workflow and reducing manual booking tasks.
- Lead Forms for Your Website: Smart Service makes capturing leads effortless with customizable lead forms embedded on your website. Every inquiry is funneled directly into the system for immediate follow-up, ensuring you never miss an opportunity to convert visitors into paying customers.
- Text Campaigns: Send real-time SMS text messages to engage customers with reminders, service updates, and special offers. Smart Service helps you stay connected with your customers, improving engagement and enhancing the customer experience.
- Customer Communication and Review Generation: Automated follow-up messages encourage customers to leave reviews after receiving fuel deliveries, helping to build your online reputation. Positive reviews lead to increased customer loyalty, referrals, and more business growth.
analytics
Transform Data into Actionable Insights to Drive Your Business Forward
For fuel oil delivery businesses, having access to real-time data is crucial for making informed decisions and optimizing operations. Smart Service’s Dashboards—Insights and Analytics feature provides you with the data you need to streamline workflows, improve efficiency, and drive growth. By tracking key performance metrics, Smart Service helps you turn complex data into clear, actionable insights that enhance your business’s overall performance. With a user-friendly interface, you can view critical metrics across all aspects of your operations, ensuring your team stays productive and profitable.
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Key Metrics Tracked in Smart Service:
- Call Metrics Track and evaluate calls made by your team, including the number of service calls scheduled, follow-ups, and customer interactions. Understanding call performance helps you optimize customer outreach and service response times.
- Appointment Metrics Monitor appointment statuses such as completed, rescheduled, and canceled appointments. These insights allow you to adjust your schedules in real-time, ensuring your fuel deliveries remain on track and customer satisfaction stays high.
- Work Order Metrics Gain visibility into the status of each fuel delivery job, including work orders that are scheduled, in progress, or completed. This helps you ensure that deliveries are completed on time and identify any bottlenecks that may be slowing down operations.
- Customer Metrics Analyze customer behavior by tracking repeat orders, payment history, and service feedback. These insights allow you to enhance customer relationships and target future marketing efforts for higher retention.
- Sales/Quote Metrics Track the success rate of your fuel delivery quotes and estimates, helping you identify opportunities to improve pricing strategies and increase sales conversions.
- Service Agreement Metrics Manage recurring deliveries and long-term service agreements more effectively by tracking upcoming renewals, missed deliveries, and the status of each agreement.
- Invoice/Payment Metrics Keep tabs on the status of your invoices—paid, overdue, or pending—helping you manage cash flow more efficiently and reduce the time it takes to collect payments.
- Time Card Metrics Monitor your team’s work hours, including time spent on the road and at job sites, to ensure that labor costs are controlled and productivity is maximized.
Advantages of Dashboards—Insights and Analytics:
- Improve Decision-Making Access real-time data that allows you to make informed, data-driven decisions that optimize your fuel oil delivery operations.
- Enhance Operational Efficiency By monitoring key metrics, you can identify areas of inefficiency and take steps to streamline workflows, ensuring your team stays productive.
- Boost Customer Satisfaction Track customer interactions, feedback, and delivery histories to ensure you’re delivering a consistently high-quality experience that encourages repeat business.
- Increase Profitability Identify opportunities to reduce operational costs, improve cash flow, and optimize sales and service strategies, helping your business grow more profitably.
TAKE action
Maximize Your Business Potential with SmartService
Smart Service gives you the tools to automate your workflow, improve operational efficiency, and deliver an exceptional customer experience. With real-time scheduling, customer management, and invoicing solutions, you can eliminate inefficiencies and focus on what truly matters—growing your business.
FAQ
Does Smart Service integrate with QuickBooks for fuel oil delivery billing and multiple pricing plans?
Smart Service is a QuickBooks add-on, not a standalone system with an integration bolt-on. It installs directly into your existing QuickBooks Desktop or QuickBooks Online company file, so delivery data and billing data share the same connected system without duplicate entry between field and office.
When a driver closes a work order — logging gallons delivered and capturing the customer's signature — that data syncs to QuickBooks automatically and generates the invoice. Fuel oil delivery companies often manage customers on very different billing arrangements: COD, budget plan, pre-buy, cap price, and fixed-price accounts can all be managed within the same platform, connected to the same QuickBooks account structure, without custom workarounds for each plan type.
Can Smart Service track tank information and property details for fuel oil delivery accounts?
Smart Service stores property-level account details for every fuel delivery customer, including tank capacity, fill location, access notes, and prior delivery history. This information travels with the work order to the driver's mobile device so they arrive at each stop already knowing what they're dealing with — indoor vs. outdoor tank, buried fill, locked gate, or any other site-specific condition that would otherwise slow down the delivery.
Tank records and delivery history also support automatic delivery planning. By tracking usage patterns and delivery volumes per account, your office can build smarter refill schedules and reduce the risk of runouts between scheduled delivery windows.
Does Smart Service handle both automatic delivery routes and will-call requests for fuel oil?
Smart Service manages automatic delivery and will-call requests from the same dispatch board, so your office doesn't need separate systems for different delivery types. Recurring automatic accounts are scheduled based on tank history, delivery frequency, and degree-day estimates — they appear on your drivers' route loads without manual re-entry each cycle.
When a will-call request comes in mid-day, dispatchers can insert it into an existing route and Smart Service rebuilds the affected sequence in real time, without manually reshuffling every stop that follows. Drivers receive the updated route on their mobile device immediately, so the change is reflected before they reach the next stop.
How does Smart Service improve job scheduling for Fuel Oil Delivery businesses?
Smart Service revolutionizes job scheduling for fuel oil delivery businesses by streamlining operations and improving efficiency across various job and customer types. With drag-and-drop scheduling, you can easily adjust appointments in real time, while Quick Entries speed up scheduling using pre-configured templates for recurring fuel delivery routes. Real-time tracking provides full visibility into your delivery drivers' status, allowing for quick decision-making, and Crew Scheduling simplifies managing teams on larger jobs. Route optimization reduces travel time, enabling your team to complete more jobs in a day, while integrated text messaging keeps everyone informed of schedule changes. Additionally, Smart Service handles a wide range of job types, from one-time service calls to recurring maintenance and multi-day projects, automating scheduling to ensure efficiency. For businesses managing route work, the platform's optimization tool efficiently groups jobs by proximity. Smart Service also offers flexibility for serving both residential and commercial clients, tracking service histories, equipment, and invoicing preferences. This adaptability ensures your fuel oil delivery business can seamlessly manage any job or customer type, boosting productivity, efficiency, and customer satisfaction.
Can Smart Service help improve customer communication?
Yes, Smart Service allows you to send automated notifications and reminders to customers, keeping them informed about upcoming appointments, job statuses, and invoices, improving overall customer satisfaction.
Can my technicians access Smart Service on mobile devices?
Yes! The Smart Service mobile app gives your technicians real-time access to job details, schedules, and invoicing on the go. This allows them to stay connected and complete jobs more efficiently, reducing paperwork and delays.
How does Smart Service handle invoicing and payments?
Smart Service streamlines the invoicing process by allowing you to generate invoices from both the office and the field. Integrated payment processing helps you get paid faster, improving cash flow and reducing billing cycles.
Can Smart Service integrate with QuickBooks™ for invoicing?
Yes, Smart Service seamlessly integrates with QuickBooks™, allowing you to sync products, services, and invoices in real time. This eliminates double data entry and helps streamline your bookkeeping, ensuring accurate invoicing and faster payments.
Does Smart Service help reduce administrative tasks?
Yes, by automating key processes like scheduling, invoicing, and job management, Smart Service reduces manual administrative tasks, freeing up time for you to focus on growing your business.
Can Smart Service handle recurring jobs?
Yes, Smart Service makes it easy to schedule and manage recurring jobs. You can automate recurring appointments, ensuring that no jobs fall through the cracks.
Can I manage recurring maintenance jobs with Smart Service?
Yes, Smart Service allows you to automate recurring maintenance jobs, ensuring that they are scheduled on time and never missed.
Can I invoice directly from the job site?
Yes, Smart Service’s mobile app allows technicians to create and send invoices directly from the job site, ensuring faster payments and eliminating delays.
Does Smart Service help with customer management?
Absolutely. Smart Service centralizes all customer data, including service histories, equipment details, and invoices, making it easier to manage customer relationships and improve customer satisfaction.
Can I add parts to the work order from the job site?
Yes, Smart Service’s mobile app allows technicians to add parts, update job details, and submit work orders directly from the field, ensuring real-time updates and accuracy.
Can customers book services online?
Yes, with Smart Service’s Customer Portal, your customers can book online, view service histories, and make payments—making the process more convenient for both you and your clients.
Can I track technician performance and job completion?
Yes, Smart Service provides real-time updates on technician performance and job completion, helping you monitor productivity and improve operations.