Know where the fuel went, vehicle by vehicle and driver by driver
Fuel is recorded at the pump with a stamped photo, at every trip start and end from the gauge, and from your fuel card statement. The three are reconciled, and a fill that does not add up is flagged for review.
Three records of fuel
Fill-ups with stamped photos
The driver enters litres, cost and odometer, flags a full tank, and takes one photo of the pump or the receipt with the live camera. The photo is stamped with the time and the location. It queues offline like everything else.
Fuel level at every trip and check
A gauge picker in eighths at trip start, trip end and on any check. Tank capacity per vehicle turns the eighths into an estimate in litres, so a drop while parked is measurable, not a feeling.
Consumption per vehicle and driver
Litres per 100 km and cost per km by calendar month, per vehicle and per driver, from full-to-full intervals. The baseline is each vehicle’s own history, or a default per body type until there is enough of it.
Import the statement, reconcile every line
Load the CSV from your fuel card provider. Column matching for BP Plus, Shell Card, Ampol StarCard and WEX Motorpass statements suggests which column is which, and you check it before anything is imported.
- A statement line that matches a fill recorded on a phone (same vehicle, within two hours, litres within five percent) is linked, not duplicated
- A line with no matching phone record stays on the fill-ups list as a statement fill, with the card, the site and the time, so you can filter for the fills that had no driver record
- Cards are assigned to a vehicle or a person, and a vehicle’s card used on another vehicle is flagged
- Odometers on the statement are compared with the vehicle’s current reading
- Every import is kept: who loaded it, when, how many rows, how many skipped
Column matching for
- BP Plus
- Shell Card
- Ampol StarCard
- WEX Motorpass
- Fleetcard
- EROAD
- Any other CSV, with the column mapper
What gets flagged
Each alert lands on a review board with the vehicle, the driver, the transaction and the reason. A supervisor marks it explained, a confirmed loss or a false alarm, and the note stays on the record. Confirmed losses are totalled on the fuel report.
More litres than the tank holds, allowing for a second tank and a small margin.
The level at the next trip start is more than an eighth below the level at the previous trip end, with no fill-up between.
More litres than the gauge said there was room for at the last reading, beyond a margin.
A sizeable fill with almost no kilometres since the last one.
Litres per 100 km since the last full fill above the vehicle’s own baseline by more than your tolerance.
Two fills on the same vehicle within an hour.
A card assigned to one vehicle used on another, or an odometer on the statement far from the vehicle’s current reading.
The odometer on the fill is below the vehicle’s current reading. The reading is kept on the transaction but not filed as a meter reading.
A fill outside the business hours you set.
Well below the baseline, which usually means the odometer is wrong.
A fill recorded on the phone without a photo.
The tolerance for high consumption and your business hours are settings on your organisation. Alerts are detected as fills and trips arrive and again in a nightly pass.
Reports and export
A fuel report per month: litres, cost, kilometres, litres per 100 km and cost per km per vehicle and per driver, the anomalies raised and how they were resolved, and the estimated loss from confirmed anomalies. Export fuel transactions, anomalies and trips as spreadsheets at any time.
Fuel tracking, fuel card import and reconciliation are part of every plan.
See your own fuel figures in a fortnight
Add your vehicles, have drivers record their fills for two weeks, then load the card statement. The first reconciliation usually says something.