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Fuel Tracking

Fleet tracks every fuel fill-up across your entire fleet, calculates MPG per vehicle, and reports on fuel spending trends. It also manages fleet fuel cards — tracking card assignments, providers, and monthly limits.

Fuel Entries​

A fuel entry represents a single fill-up event. Log a fuel entry every time a vehicle is refueled.

Fuel Entry Fields​

FieldRequiredDescription
VehicleYesWhich vehicle was refueled
DateYesDate of the fill-up
GallonsYesVolume of fuel purchased
Cost Per GallonYesPrice per gallon at the pump
Total CostYesTotal dollar amount of the fill-up
OdometerYesCurrent odometer reading at the time of fill-up
Fuel TypeYesGasoline, Diesel, Electric (kWh), or Hybrid
StationNoName or address of the fueling station
Card NumberNoFleet card number used for this fill-up
Receipt URLNoLink to a scanned receipt image

Logging a Fuel Entry​

  1. Navigate to Fuel in the left sidebar
  2. Click Add Fuel Entry
  3. Select the Vehicle
  4. Enter the Date, Gallons, Cost Per Gallon, and Total Cost
  5. Enter the Odometer reading — this is required for MPG calculation
  6. Enter the Fuel Type and optionally the station name
  7. If a fleet card was used, enter the Card Number
  8. Click Save
💡Always enter the odometer reading for every fill-up. Fleet calculates MPG by comparing the odometer values between consecutive fill-ups for the same vehicle. Missing odometer readings break the MPG calculation.

MPG Calculation​

Fleet calculates miles-per-gallon by comparing odometer readings between consecutive fuel entries for the same vehicle:

MPG = (Current Odometer − Previous Odometer) / Gallons

MPG is displayed on the vehicle's Fuel tab next to each fill-up entry.

Filtering Fuel Entries​

On the Fuel page you can filter by:

  • Vehicle — Show fill-ups for a specific vehicle
  • Date range — Filter by start and end date

Fuel Cards​

Fuel cards are company-issued payment cards for fleet fuel purchases. Managing them in Fleet lets you track which card is assigned to which vehicle or driver, enforce spending limits, and monitor card status.

Fuel Card Fields​

FieldRequiredDescription
Card NumberYesThe fuel card number (last 4 digits or full number)
ProviderYesCard provider (e.g., WEX, Fuelman, Shell Fleet)
Assigned VehicleNoVehicle this card is assigned to
Assigned DriverNoDriver this card is assigned to
StatusYesActive, Suspended, or Cancelled
Monthly LimitNoMaximum dollar amount allowed per month

Managing Fuel Cards​

Add a card:

  1. Navigate to Fuel → Fuel Cards tab
  2. Click Add Fuel Card
  3. Enter the card number, provider, and status
  4. Assign to a vehicle and/or driver
  5. Optionally set a monthly spending limit
  6. Click Save

Suspend a card (temporary hold):

  1. Open the card record
  2. Click Edit
  3. Change Status to Suspended
  4. Click Save

Cancel a card (permanent):

  1. Open the card record
  2. Click Edit
  3. Change Status to Cancelled
  4. Click Save

Linking Fill-Ups to Cards​

When logging a fuel entry, enter the card number in the Card Number field. This links the fill-up to the card for spending analysis. If you're monitoring card usage patterns, filter the Fuel page by card number to see all fill-ups charged to a specific card.

Fuel Cost Reports​

Fuel Cost Trend (Dashboard)​

The Fleet Dashboard shows a monthly fuel cost trend chart for the past 6 months. This gives a quick visual of whether fuel spending is increasing or decreasing across the fleet.

Fleet Summary Report​

Reports → Fleet Summary shows:

  • Total fuel cost across all vehicles
  • Average mileage per vehicle

See Reports for the full reports reference.

Cost Per Mile Report​

Reports → Cost Per Mile breaks down fuel cost per vehicle:

  • Total miles driven
  • Fuel cost for that vehicle
  • Maintenance cost for that vehicle
  • Combined total cost
  • Cost per mile = total cost / total miles

Use this to identify which vehicles are most expensive to operate.

Fuel Alerts​

Fleet generates a fuel_anomaly alert when unusual fuel activity is detected. Anomaly detection is triggered by the automated fuel sync timer that runs every 6 hours.

See Alerts for details on acknowledging and managing alerts.