The solution to diesel walking off fuel management software.
Record all fueling events, monitor mileage by vehicle and prevent fuel theft, instantly by tracking distance (GPS) to actual consumption. Fuel is your biggest expense line, and FleetStack ensures you're not paying for stolen fuel.
- All the answers are within the features of a fuel log system.Everything you need is in the features of a fuel log system.
- Benchmarked per vehicle (km/L)
- Fuel consumed (gps distance is cross checked)
Fuel Management
Diesel is the largest cost – and the most easily stolen – at the dealership.
Fuel is the biggest line item in most fleet budgets, and the most difficult to monitor. Siphoning, inflated fill-up bills, fuel-card swipes far from the truck — with no system cross-checking consumption against distance, the leak is undetected until the numbers don't add up.
Siphoning
Nobody counts litres to kilometres run, and fuel is drained from tanks between refuelling.
Inflated bills
Fill-up amounts are quietly inflated with no baseline to identify the anomaly.
Card-location mismatch
If anyone's watching, it's a clear red flag when a fuel card is swiped 40 km away from where the truck is supposed to be.
No mileage baseline
If a truck is burning quietly 30% over baseline it will not be caught.
Reduced theft rates, improved fuel economy, reduced expenditure
Reduce fuel theft
GPS against consumption will reveal siphoning, over-billing and card misuse, and get the money back from where it went.
Save on fuel use
Fuel-hungry trucks and poor driving practices are responsible for poor mileage – not the bill, so fix the cause.
Maximize your biggest cost
Fuel, which accounts for the highest line item in the budget, is the highest cost that can be cut — and that small percentage savings add up to serious money across a fleet.
True cost per km
Fuel tied to trips and vehicles provides the true cost of each load, lane and truck.
Investigate in real time
Report anomalies within days not at the end of the month — meaning that a leaking truck is investigated when it is still fresh.
One connected flow
Fuel is linked to GPS – trips and expenses – one source of truth across FleetStack – no separate fuel sheet.
Monitor, review and secure it
FleetStack records every fill-up, converts it to per-vehicle mileage analytics and validates the fill with GPS distance to detect if the vehicle is being stolen before the budget is depleted!
Each fill up on the record.
For each fill-up, record the date, vehicle, driver, station, quantity, rate, amount, odometer and fill mode. Every transaction builds a complete fuel history per vehicle — the foundation for accurate mileage and theft detection.
- A count of how many, how fast, how much and how many stations per fill-up
- The full-tank/partial mode is also called the odometer mode, or driver mode.
- The number of fuel units used, cost, average rate and the number of times the vehicle was filled up.
Identify thirsty trucks
FleetStack converts fuel movements to mileage (km/L) for each vehicle and colours-codes them Green (good), Amber (watch) and Red (poor). If a truck is operating significantly lower than the fleet average, it's flagged for the purpose of investigating the engine, the driver or the route, rather than letting it bleed fuel for months.
- Per-mileage of healthy / watch / poor bands
- For identifying 'outliers' use the fleet-average benchmark.
- Cost trend and spend-per-vehicle per day breakdowns
Prevent fuel theft by matching fuel to distance
This is where fuel management is valuable. FleetStack uses GPS distance travelled, fuel consumed, and fuel-card location to compare and flag any anomalies, such as a truck with a fuel card that is 40 km away from the fuel it consumed.
- The map displays a distance, measured from a fuel card, between a location and a GPS.The map shows a distance from a point (GPS) to a fuel card location.
- A variance with an estimated dollar loss.
- Card data mismatch alerts (swipe)
Save fuel – per trip
Fuel logs go directly into the trip expenses and per trip P&L, while fuel expenditure is integrated into each vehicle's actual running cost. Fuel is not the only thing being monitored, it's linked to the profit on each load you run.
- Fuel is added to trip expenses and per-trip P&L.
- Spend wastage as a part of the running cost of the vehicles.
- Real unit cost of fuel per vehicle per km per lane
The process from "fill up" to "flagged anomaly".
Record each fill-up once and then FleetStack will compare it to the GPS distance, and expose the leaks.
Log fill-up
Record Qty, Rate, Station & Odometer.
Match GPS
compare distance run to fuel consumed.
Analyse
Per Vehicle vs Fleet Baseline.
Flag
If there is a variance or a mismatching card, then an alert is raised under the Flag flag.
Recover
Investigate, act, stop the leak.
Fuel management FAQs
All the information you'll ever need to know about fuel management with FleetStack.
Pay for diesel used not stolen.
Request a no-cost FleetStack demo and we'll demonstrate how you can monitor fuel usage, track mileage and catch fuel theft by comparing GPS distance to fuel consumption.