5 Ways Paperless Documentation Can Benefit Your Propane Company

New technology is taking hold of industries worldwide. It’s taking possibilities to new heights that many of us never imagined possible — and the propane industry is no exception to this phenomenon. Fortunately, new technological developments will allow your company to reach goals more efficiently than ever before. In this article, we’re diving into futuristic technology features that are available today to help your propane company stretch its boundaries and increase productivity beyond your wildest dreams.

What Can New Propane Technology Do?

1. Reduce the Industry’s Shocking Error Rate

Our datasets show that the propane industry averages an astounding 30% error rate in safety documentation — that means that potentially one-third of your paperwork wouldn’t protect your company in the event of a catastrophic incident. Propane being a high-risk, high-reward product means that we must do everything in our power to ensure our customers know how to use the product safely. New technology can identify and flag errors for correction or follow-up, meaning those mistakes are fixed immediately. The benefits of this feature may extend beyond initial impressions, including:

• Helping protect your customers, employees and company from propane-related danger.
• Identifying training opportunities and providing immediate feedback through technology’s error-detection capabilities.
• Saving money by reducing how often employees have to go back to the jobsite to fix issues. Technology’s insistence on getting the job done right the first time will save you billable hours, gasoline, and employee energy and also increase productivity.

2. Provide Real-Time Feedback That Sticks

Once your field team and management see digital documentation software in practice, they’ll never want to go back. Being able to remotely review safety documentation right away is a huge time saver. Technicians in the field submit their safety inspections to your electronic database and your staff can easily review them whether in office or at home.

If your management team identifies errors, it can communicate that to the technician in the field right away. This helps technicians remedy the error quickly and serves as a training opportunity to prevent future errors or omissions.

Think about it — by the time you detect an error on a paper form, the technician may no longer remember the service call. This means the correction won’t be as effective, and you’ll likely have to repeat yourself more than once before the correction is accurately implemented in the tech’s future interactions. Plus, with team members completing documentation digitally, your managers have a readily available performance log for each employee.

3. Prove Your Compliance With NFPA 58 Requirements

The National Fire Protection Association (NFPA 58) Liquefied Petroleum Gas Code has set requirements for DOT cylinder and ASME tank placement in Chapter 6. These are critical to maintain safe use of propane for customers and reduce risk for your company.

We’ve all crossed paths with a DIY homeowner — you know, the one who installs a generator alongside the previously compliant container set your company placed just weeks before? Fortunately, technology has a solution to this problem. Photo documentation has come into play in recent years with metadata and time stamps that prove your tank set was in compliance when the picture was taken. Using a photo documentation process will make meeting container placement requirements easier and help your team improve operational efficiencies.

This is also a great tool to evaluate technician performance. Photos provide detailed, visual information for training purposes, helping you offer effective coaching immediately. Your insurance company will love your photo documentation, too. Having clear photo documentation that the container in question was compliant with NFPA 58 and other federal, state and local requirements will help protect your company from liability in the event of litigation. The photo documentation process will also help you avoid unnecessary safety hazards, which protects your customers in the long run.

4. Report Unsafe Conditions

Let’s face it — our field teams don’t love paperwork. We’ve seen more than one situation where the driver doesn’t fill out an unsafe condition report because with manual processes, these reports can slip through the cracks. When your drivers and service technicians are out in the field, new technologies and photo documentation can help ensure noncompliant equipment is recorded, flagged for priority follow-up and corrected to help eliminate issues and risks for your company.

Drivers with tablets or smartphones can use mobile services to take photos and report these unsafe conditions in real time, notifying your office digitally so that you can address and resolve the issue quickly and have documentation of the initial report in the event of litigation. Plus, taking a quick photo of a noncompliant system is much easier than filling out a report after the fact, which means team members in the field are more likely to do it consistently.

5. Streamline Customer Agreements

Customer agreements are critical documents that are recommended by legal experts for both leased and owned propane storage containers. New technology is changing the way propane marketers complete and document their agreements with features such as:

• Professional, customer-facing forms
• Electronic signatures and damage-proof cloud storage
• Updated document accessible to sales, techs and office staff in one place
• Mitigation of liability from DIY customers

Adopting Mobile Technology

If you haven’t already adopted mobile technology in your safety documentation program, now is the right time to make the switch. Mobile forms have the capability to provide intuitive prompts and form fields to eliminate factors like illegible handwriting or incomplete documentation, opening doors to greater accuracy and complete documentation that will protect you in case of liability.

Mobile forms are also a significant time saver for drivers and technicians in the field, as well as back-office management teams and supervisors. After a mobile form is complete, a copy can be sent to and stored in an electronic database where managers and office personnel can easily access it and generate management reports. It’s a game changer for driver efficiency, documentation accuracy and overall risk reduction for your company.

What If You Stick With Paper Forms?

The drawbacks of paper forms abound, which many companies still use to document safety information and track important follow-ups. It’s already been said, but it’s worth saying again: It’s likely that as much as 30% of your documentation will have errors. Illegible handwriting will get in the way or follow-ups will not be maintained with the diligence they deserve.

New advancements in digital forms and online documentation software have become the standard in our industry, and tools like photo documentation are something more and more marketers are implementing to reduce risk, increase efficiencies and help maintain container placement code requirements.

Half of all the households in the USA use natural gas to heat their homes.

One-third use electricity for heating.

Only about 5% of all the homes in the US use propane for heating.

5% doesn't seem like a very high percentage, so it may seem, at first glance, that propane isn't a good option for heating your home.

On the contrary, propane will heat your home very safely and effectively. Switching to propane could save you stress, time, and money, especially if you own your own propane tank and can shop around for the best propane prices.

However, many feel that making the switch is unmanageable.

That's why we have written this article telling you all you need to know about propane. If you are thinking about switching to propane, read this first so that you can make an educated decision.

Are you ready to see how you can heat your home in an efficient, eco-friendly, and effective way?

Let's take a look!

What is Propane?

Before you commit to using propane for your home, you should know what it is.

Chemically, propane is a combustible gas made of carbon and hydrogen. It is a gas at room temperature, but it is compressible to an easily transportable liquid.

Practically speaking, though, that really doesn't tell you a lot. Let's look at some commonly asked questions about propane.

Are natural gas and propane the same thing?

No. Propane and natural gas are different.

Natural gas is a mixture of different gases, including butane, pentane, methane, and propane. Natural gas contains propane.

Propane is one of the pure components of natural gas. You can separate the propane from the natural gas and use it on its own. When it is in its pure form, propane burns hotter and slower than natural gas.

Natural gas is lighter than propane and dissipates more quickly when released into the air. Propane is heavier and doesn't dissipate as easily. This makes propane somewhat more dangerous than gas, but more on that later.

Where does propane come from?

As discussed in the last question, some propane comes from natural gas. You can extract the propane from the natural gas during processing and use it on its own.

However, there are other sources for propane as well.

Some propane comes from crude oil. Refiners extract the propane from the crude oil during the refining process. Because of this, we sometimes call propane LPG (liquified petroleum gas).

The bottom line?

Propane is a byproduct of both petroleum refining and natural gas processing.

Is the propane in propane tanks a liquid or a gas?

After the propane is extracted from crude oil or natural gas, it can be liquified by pressurization. Being a liquid makes it easier to store and transport.

If you left the propane as a gas, even a highly pressurized gas, it would take up too much space to be practical or transportable.

So the answer is:

Propane comes out of the tank as gas, but inside the tank or cylinder, the propane is liquid.

So - why should you use propane in your home?

Let's take a look at some of the benefits of using propane to heat your home or facility.

6 Pros of Using Propane

Propane has some great features going for it.

Here are some good reasons to use it in your home:

1 - It heats quickly

Propane is fairly concentrated, and it has a high energy density compared to other fuels.

A high energy density means a small amount of matter stores a large amount of energy. A little propane contains a lot of potential energy.

When you burn propane, the potential energy is released, giving off a hot, consistent heat that heats your home efficiently.

Propane has one of the highest energy densities of all hydrocarbon fuels, second only to methane. It offers faster heating performance than most other traditional fuels, such as wood or electricity.

Here's a great example. Propane will heat a boiler of water in about a third of the time it takes electricity to heat the same amount of water.

However, remember that exactly how fast propane heats your house will depend on your furnace and method of heat distribution.

2 - It's off-grid reliable

Another of propane's perks is its reliability in an emergency. If the power goes out, your propane stove or furnace will keep running.

And if you buy a propane generator, you can convert your propane into electricity, which will allow you to keep running your electric appliances as well.

3 - It's safer

No combustible fuel is completely safe, and we will talk about the dangers of propane and how to avoid them a bit later in this article. But in general, propane is a very safe way to heat your home.

Propane itself is not toxic or harmful. It produces very little carbon monoxide when it burns, and while it is highly explosive, explosions are rare.

A propane tank actually exploding due to pressure almost never happens. There are lots of safety features on tanks to prevent this from happening. Most explosions happen due to leaks in your system, and today, most systems are very airtight.

Big explosions only happen when the conditions are just right. For example, when a lot of propane leaks and pools in a low, poorly ventilated area and then comes in contact with a spark, an explosion can occur.

The bottom line is this:

Propane deaths and explosions are infrequent. Overall, propane is a safe way to heat your home.

4 - It's portable

In its liquid form, propane is easily transportable and can be used in off-grid heating situations.

You can get it trucked in to fill up your large tank, or you can buy it in small cylinders and use it for your grill or other appliance. You can easily take your small cylinder with you to the park or campground to fire up a small grill or burner.

For small outings or appliances, it's much less of a hassle than wood or electricity. No extension cords or pickup trucks are needed!

5 - It's eco-friendly

Though propane is a fossil fuel, it is one of the cleanest burning fuels available. It has a lower carbon content than fuel oil, gas, diesel, kerosene, and ethanol and creates significantly fewer greenhouse gases than other fuels.

It's also non-toxic and will not contaminate water. If spilled, it won't drain into the groundwater. It simply vaporizes and dissipates into the air, never to be seen again. It poses very minimal threats to the environment.

It's also efficient, so you don't have to use as much of it - and less fuel equals fewer emissions.

6 - It's efficient

Because of its high energy density, propane is efficient. It doesn't take much propane to create good heat.

A good propane furnace will waste less than 10% of the fuel in combustion. Some modern propane furnaces are 98% efficient.

When compared with electricity and natural gas, propane wins the efficiency contest hands down. Propane is not more efficient in the long run than heating oil. However, heating oil has a significantly great negative impact on the environment.

Pro tip: No matter what your heat source is, performing a home energy audit helps identify areas in your home that should be better insulated or improved to increase efficiency.

Those are some of the pros of using propane for heating your home. If you like efficiency and care about the environment, propane could be a good choice for you.

Now let's look at the downsides of using propane.

5 Cons of Propane

Of course, there are less desirable elements that come with propane too. Here are a few of its drawbacks.

1 - Annual cost

Here is a list of common fuels in order of annual cost, starting with the most expensive:

• Electricity

• Propane & Natural Gas

• Wood pellets

• Fuel oil

As you can see, propane and natural gas (which cost about the same) are the most expensive heat source after electricity.

The average cost to heat a home with propane for a year is $2,000 - $3,000 a year.

However, if you own your own tank, the average cost will be less because you won't be paying any leasing fees or annual contracts. And, of course, you can always shop around for the best propane pricing!

When talking about the price of propane, keep in mind pricing won't be static. The price of propane depends largely on the price of oil, so it fluctuates. And it will be cheaper in some areas than others.

If you are thinking of switching, check out local energy prices in your area.

2 - Initial costs of switching to propane

There will also be a significant initial cost if you switch to propane because you will have to buy a tank and maybe replace your appliances with ones that run on propane.

The cost of tank purchasing and installation varies based on several factors that are beyond the scope of this article to discuss.

But suffice it to say that if you are looking to save money in the next six months, switching to propane may not be the best option, even if it is cheap in your area.

3 - Renting a tank

If you don't have the money to buy a tank right away, you may have to rent one. Renting a tank can be convenient because then your propane provider is responsible for all maintenance and troubleshooting.

Renting a tank is fairly cheap. It could cost anywhere from $25 - $250 a year, depending on the size and whether it's above ground or underground.

However, if you rent a tank, you are stuck buying propane from that provider only. This makes some people feel trapped because they can't shop around and find the best propane prices.

If you are stuck in this situation or would like to avoid it altogether, Affordable Tanks can help you!

We offer affordable propane tanks so homeowners can have the freedom to shop around and find the best propane prices. Owning your tank can save you money in the long run and keep you from feeling trapped with one provider.

4 - Refilling your tank

If you want zero fuss and don't care about money, electricity is your best option, not propane. You will have to get your propane tank refilled, and this can be a bother, especially if you own your tank and are responsible for monitoring it.

A 500-gallon tank of propane meets the average household's needs for about 5 months, so if you use propane to power everything in your home, you should expect to refill your 500-gallon tank about twice a year.

If you aren't sure what propane tank size you need, read our blog post on propane tank sizing.

5 - It's still a fossil fuel

Propane is clean-burning, green, and readily available.

But it's still a fossil fuel. It's not renewable, and while it is green itself, it comes from petroleum and natural gas, so using propane does not cut down on the overall use of fossil fuels.

Like all fuels, propane isn't perfect. It has drawbacks, and you may want to think about them before you take the plunge and switch over to it.

Also, while propane is generally safe, there are some risks you need to think about if you use propane.

Let's explore some of these hazards.

4 Dangers of Propane

We don't want to scare you! Don't worry - propane is safe when you follow proper guidelines.

But like all fuels, there are risks to keep in mind when you use propane:

1 - Leaks

Propane accidents are uncommon, but when propane accidents do happen, they are often more drastic and cause worse damage than accidents with natural gas or other fuels.

It can be worse because propane is heavier than some gases. When natural gas leaks, it often just floats away and dissipates because it is light. However, when propane leaks, it pools in low places and builds up. Then if something happens to ignite the gas, the explosion is more devastating.

Monitor your propane system carefully for leaks so this doesn't happen. Propane is colorless and doesn't naturally have any smell, but manufacturers artificially add an unpleasant odor to it to help you detect leaks.

If you do discover a leak, take these steps:

1. Do not operate any appliance that could cause a spark. Keep cigarettes and anything else that could ignite the gas away from the area.

2. Turn off the main gas valve on your propane tank.

3. Call a propane expert or someone else who could check your system and fix the leak.

2 - Incomplete combustion

If it is burning well, propane does not emit much carbon monoxide. However, if your furnace is malfunctioning and the propane is not burning correctly, it starts giving off more carbon monoxide.

If too much carbon monoxide builds up in an enclosed space, it can result in carbon monoxide poisoning.

Carbon Monoxide poisoning causes 25% of all propane-related deaths.

Be sure to install carbon monoxide detectors in your home if you use propane.

3 - Tank damage

Exploding propane tanks are very rare! However, it does happen. Be sure to check your tank regularly for dents, rust, or any other damage that could cause a deadly rupture.

If you find anything suspicious, call someone who can help you.

4 - Inhalation

Propane is not toxic, and breathing small amounts of it will not hurt you. However, when there is too much propane gas in an enclosed space, it can displace all the oxygen in the area. The propane itself will not hurt you, but the lack of oxygen can result in asphyxiation.

How can you avoid the danger of inhaling propane?

Use your grill or other propane-powered appliance in a well-ventilated area, and never store a propane cylinder in a completely enclosed space. You should also have any propane appliances serviced according to the recommended schedule to look for any leaks or damage.

4 Ways to Use Propane Safely

The most important question to ask yourself when you are deciding what fuel to use to heat your home is:

Will my family be safe?

Propane is safe if used correctly. But if you decide to make the switch, you'll want to educate yourself on how you can be responsible when using it.

Here are some ways to safeguard yourself and your family against propane disasters.

1 - Learn about propane

Keep on doing exactly what you are doing right now!

Educate yourself on how propane works, the dangers of propane, and how to detect impending trouble. The more you know and the more aware you are, the safer you and your family will be.

2 - Have a carbon monoxide detector

Carbon monoxide is colorless and odorless, and it is almost impossible for humans to detect it until it's too late.

Be sure to have a carbon monoxide detector in your home, and make sure that it has batteries and works well. It's good to have several around your house, including one near your propane furnace.

A quick tip: This applies to natural gas or oil heat sources as well. Anytime you are burning a fuel source in your home, you should have carbon monoxide detectors.

3 - Use appliances in appropriate spaces

Do not use outdoor grills, heaters, or other appliances indoors or in enclosed spaces. The only propane appliances that you should use indoors are the ones that were meant for indoor use.

Using an outdoor appliance in a poorly ventilated space could result in carbon monoxide poisoning or the buildup of propane and asphyxiation.

4 - Store propane cylinders in appropriate spaces

Do not store propane cylinders indoors or in enclosed spaces!

A full propane barbecue cylinder contains enough liquid propane to produce over 300 cubic feet of gas. If it starts to leak, that much vapor will quickly fill a room, displacing all the oxygen.

The results can be devastating.

Also, try to keep other flammable or combustible materials away from propane cylinders. Be responsible with your propane, and everything should be perfectly safe.

Conclusion

When deciding what home heating fuel is best for you, consider propane. It's efficient, eco-friendly, and safe.

If you need a propane tank, give us a call here at Affordable Tanks!

At Affordable Tanks, we understand the frustration of renting a propane tank and being stuck with the same propane distributor, even when someone else offers better prices.

You deserve to be able to find the best possible prices for propane for your home.

That's why we offer affordable propane tanks, so you can gain the freedom to shop around and save money.

It's easy to work with us:

1. Get an estimate

2. Review your quote

3. Let us install your tank

4. Love your freedom!

Contact us today! We look forward to hearing from you.