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Fuel Management

Fuel costs tracked
so nothing leaks through.

Track every fill, monitor consumption per vehicle and route, detect anomalies instantly, and bring complete accountability to your fuel spend.

4 Ways
to log fuel entries
Trip · On-the-go · Vendor · Inventory
Live
GPS-linked consumption
KM vs litres per vehicle
Live Tank Levels — Fleet
DXB-A-4821
82%
DXB-B-3312
54%
DXB-D-7741
18% ⚠
DXB-E-1155
70%
DXB-F-2209
41%

Complete Fuel Lifecycle Management

From the pump to the P&L — every entry, every vehicle, every route. Four ways to record fuel, one place to see it all.

Trip AllocationOn-the-Go LoggingVendor PurchasesInventory ManagementGPS IntegrationBilling & Reconciliation

Four Ways to Record Fuel

Every scenario covered — on the road or in the office

Add Fuel on a Trip

Log fuel directly against a running job — allocated to that trip automatically

  • Linked to active trip/job ID
  • Cost reflected in trip P&L
  • Driver logs from the app
  • Receipt photo uploadable

Add Fuel On the Go

Driver fills up between trips — logged to the vehicle, not a specific job

  • Standalone vehicle-level entry
  • GPS location captured on fill
  • Updates live tank level
  • Feeds into monthly cost report

Vendor Purchase

Bulk fuel bought from a supplier — recorded against the vendor account

  • Vendor invoice linked to entry
  • Cost per litre rate tracked
  • Allocated to vehicles or inventory
  • Vendor billing reconciliation

From Inventory

Issue fuel from your own depot stock — tracked as stock out per vehicle

  • Depot stock level updated live
  • Issued to specific vehicle or trip
  • Internal cost transfer tracked
  • Low stock alert triggered

Fuel In & Out — Per Vehicle, Per Trip

Complete transaction log · cost per litre · tank balance always current
Fuel Ledger

Every litre in. Every litre out. Accounted for.

Every fuel fill and every consumption entry is logged against a vehicle, building a complete running ledger. Tank balance is always current.

  • Running fuel balance per vehicle — updated on every entry
  • Fuel-in: vendor fill, depot issue, driver fill on trip
  • Fuel-out: trip consumption linked to distance driven (GPS)
  • Cost per litre tracked and averaged across fill events
  • Low tank threshold alerts — flagged before dispatch
  • Full history exportable for audit or compliance
Fuel Ledger — DXB-A-4821March 2025
DXB-A-4821 · 40ft Regular
James Okafor · Current balance
82%
Capacity: 400 LCurrent: 328 LLast fill: Today 08:30
Vendor fill — ADNOC Station
08:30 AM · Al Quoz
+120 LAED 264
Trip consumption — JOB-4821
Jebel Ali → Dubai Warehouse · 187 km
−43 L4.3 km/L
Depot issue — Internal stock
Yesterday 07:15 AM
+80 LInternal
Trip consumption — JOB-4819
Al Quoz → Sharjah · 62 km
−18 L3.4 km/L

Trip-Level Fuel Allocation

Fuel cost flows into trip P&L automatically — no manual entries
Trip Cost Breakdown — JOB-4821
JOB-4821 · FastFreight · ImportCompleted
DXB-A-4821 · James Okafor · 187 km
Freight RevenueAED 480
Fuel Cost (43 L × 2.20)−AED 94.60
Token Charge−AED 35
Driver Commission−AED 75
Net Trip ProfitAED 275.40
⛽ Fuel efficiency: 4.3 km/L · Cost per km: AED 0.51
Trip Allocation

Fuel cost inside every trip's P&L.

When a driver logs fuel against a trip, that cost flows automatically into the trip's profit and loss calculation.

  • Fuel entered on-trip auto-allocates to that job's cost
  • GPS-calculated consumption also linked to trip distance
  • Cost per km computed — compare efficiency across vehicles
  • Trip P&L shows fuel as a line item — no manual calculation
  • Fuel cost visible in monthly P&L breakdown per vehicle

Vendor Purchases & Depot Inventory

Bulk purchases · stock level tracking · low stock alerts
Vendor & Inventory

Know what you bought, what's in the tank, and what's left.

Whether you're buying from a fuel station or issuing from your own depot, every litre is accounted for.

  • Vendor purchases logged with invoice reference and cost per litre
  • Fuel allocated from purchase to specific vehicles or held in depot stock
  • Depot inventory level tracked — low stock triggers an alert
  • Vendor-wise cost comparison — identify cheapest and most reliable supplier
  • Purchase history exportable for accounts and tax reconciliation
Vendor Purchases & Depot StockMarch 2025
Recent Vendor Purchases
VendorLitresRateTotal
ADNOC – Al Quoz Stn400 L2.20AED 880Paid
ENOC – Jebel Ali600 L2.18AED 1,308Pending
Emirates Petrol Co.1,200 L2.15AED 2,580Paid
Depot Inventory — Dubai Yard
Main Tank — Diesel2,840 L
Capacity: 5,000 L57% fullReorder at: 1,000 L
DXB-D-7741 tank at 18% — issue from depot before next dispatch

GPS Integration — Mileage Meets Consumption

Distance-based consumption · anomaly detection · theft alerts
GPS Fuel IntelligenceLive
Fuel Efficiency — Fleet (km/L)
DXB-A-4821
4.5Good
DXB-E-1155
4.1Good
DXB-B-3312
2.9Average
DXB-F-2209
1.7Low ⚠
GPS Alerts — Today
Anomaly — DXB-F-2209
40 L drop with no fill recorded · 11:22 AM
Consumption matched — DXB-A-4821
187 km · 43 L logged · 4.3 km/L ✓
Fill location logged — DXB-B-3312
ENOC, Jebel Ali · 08:44 AM
GPS Integration

Distance driven vs fuel used — instantly compared.

GPS data links trip distance to fuel consumption, giving you a real km/L figure per vehicle per trip. Anomalies are flagged automatically.

  • Trip distance from GPS auto-matched to fuel logged on that trip
  • km/L calculated per trip and averaged per vehicle over time
  • Fuel drop anomalies flagged — potential pilferage or leaks
  • Fill location captured from GPS — station name and coordinates
  • Compare efficiency trends — deteriorating km/L signals maintenance need
  • Alerts when consumption is significantly above the vehicle's average

Billing Management — Vendor Reconciliation

Match vendor invoices to fuel entries · track paid and outstanding amounts
Billing & Reconciliation

Never pay a fuel invoice you can't verify.

Every vendor fuel invoice is matched against logged fuel entries before payment. Discrepancies are surfaced automatically.

  • Vendor invoices matched against fuel entry records
  • Paid, Pending, and Overdue bills tracked per vendor
  • Quantity and rate discrepancies flagged before approval
  • Monthly vendor spend summary — compare cost per litre across suppliers
  • Fuel cost feeds directly into fleet P&L — no double entry
  • Export-ready reports for finance team and tax reconciliation
Fuel Billing — March 20256 invoices
3,760
Paid (AED)
1,308
Pending
440
Overdue
VendorVolRateAmount
ADNOC – Al Quoz400 L2.20880Paid
ENOC – Jebel Ali600 L2.181,308Pending
Emirates Petrol1,200 L2.152,580Paid
Gulf Fuel Sply. ⚠200 L2.30440Overdue
⚠ Gulf Fuel: claimed 200 L — only 160 L logged in system. Verify before paying.

Every litre. Every cost. Every route. Accounted for.

From the pump to the P&L — fuel management that closes every leak in your fleet's biggest cost line.

4 fuel entry modes — trip, on-the-go, vendor, or depot stock
Live tank levels per vehicle — low-tank alerts before dispatch
Fuel cost inside every trip P&L — true net margin per job
GPS-linked km/L per vehicle — anomalies and pilferage flagged
Vendor invoice reconciliation — never pay an unverifiable bill
Depot inventory tracked — stock-out alerts and internal cost transfers
Get Started Today

Ready to Track Every Litre?

Complete fuel visibility — from the pump to the P&L. Trip allocation, GPS tracking, and vendor reconciliation.