Fuel & Cost Management

Track fuel consumption, expenses, and receipts to control fleet costs and improve profitability.

Key Benefits

Eliminate fuel expense admin overhead by 90% with automatic receipt capture and OCR processing

Photograph fuel receipt. System reads all details automatically. Zero manual typing. Instant categorisation and allocation. Finance team freed up.

Recover all fuel costs from customers with accurate trip-level cost allocation

Fuel linked to specific trip and customer automatically. Know exact fuel cost per delivery. Perfect accuracy for customer invoicing and margin analysis.

Accelerate fuel card reconciliation by hours using bulk import from pump networks

Shell, BP, Tesco, or generic fuel card data imports in minutes. All transactions automatically categorised and matched to vehicles. Reconciliation automated.

Prevent fuel card fraud and unauthorised spending with automatic anomaly alerts

System flags fuel purchases outside normal routes, amounts, or times. Driver buys fuel in unexpected location? Alert sent immediately. Prevents abuse.

Speed up monthly close by automating fuel export to accounting systems

One-click export to Xero, QuickBooks, or SAP. All fuel expenses automatically categorised and coded. No manual journal entries needed. Finance closes 2 days faster.

Prove cost control to CFO and stakeholders with comprehensive fuel dashboards and reports

Visualise cost per vehicle, per route, per mile. Identify high-cost vehicles and inefficient routes. Data-driven decisions optimise fleet profitability.

How It Works

Log fuel purchases

Enter manually, upload from Excel, or photograph receipt. System reads receipt details via OCR.

Link to vehicles and trips

Assign fuel purchase to specific vehicle or trip. Automatic date matching with trip records.

Track and analyse

Dashboard shows fuel consumption per vehicle, cost per litre, and anomalies. Alerts flag unusual activity.

Export and reconcile

Download fuel data for accounting. Automatic export to accounting systems. Match against fuel card statements.

Core Capabilities

Receipt capture and OCR

Bulk fuel import from files

Fuel card integration

Vehicle-level fuel consumption tracking

Fuel expense allocation

Anomaly detection

Fuel consumption forecasting

Expense reporting and reconciliation

Fuel & Cost Management

See exactly where your fuel costs go. Anomalies are flagged instantly, helping you cut fuel costs by 15-20% and eliminate fraud.

Real-World Use Cases

Large fleet operator (100+ vehicles)

Track fuel across entire fleet. Identify vehicles consuming more than expected. Diagnose maintenance issues or driver behaviour.

On-demand logistics

Real-time fuel cost tracking per trip. Calculate driver earnings after fuel deductions. Improve independent driver retention.

Fuel budget management

Forecast quarterly and annual fuel costs based on historical trends. Negotiate bulk discounts with suppliers based on projected volumes.

Driver reimbursement and accountability

Drivers track personal fuel purchases for reimbursement. System approves and allocates costs. No disputes or delays.

Reduce Fuel Costs and Gain Better Expense Visibility

Fuel is often your largest controllable cost-and fraud and waste silently erode margins. Without visibility, you're flying blind: drivers fill up at premium pumps, fuel card fraud goes undetected, consumption anomalies hide mechanical problems, and fuel costs spiral.

FleetYes's fuel tracking gives you complete visibility and control. Every fuel purchase is recorded with timestamp, location, and cost. Anomaly detection flags suspicious patterns instantly. OCR automatically reads receipts. You see consumption trends and identify efficiency improvements.

The result is immediate: 15–20% fuel cost reduction, fraud eliminated, and 90% reduction in reconciliation overhead. Fuel costs drop from a mystery to a managed asset.

Integration & Compatibility

Fuel card providers

Direct integration with Shell, BP, Tesco, and generic fleet fuel cards. Automatic daily transaction sync.

Vehicle telematics (Geotab)

Combine fuel data with vehicle performance metrics. Link fuel consumption to harsh driving, idle time, and maintenance needs.

Accounting systems

Export fuel expenses to Xero, QuickBooks, SAP, or custom ERP. Automated GL code mapping. No manual journal entry.

Trip management system

Fuel purchases automatically linked to associated trips. Fuel cost included in trip cost calculation and customer invoicing.

Driver expense system

Drivers submit fuel receipts for reimbursement. Automatic validation and approval workflow. Faster reimbursement.

Predictive maintenance

Fuel consumption anomalies trigger maintenance alerts. Potential mechanical issues identified before they cause downtime.

Customer billing

Fuel costs included in trip billing. Accurate recovery of fuel expenses from customers. Improved margin protection.

Analytics and BI platforms

Export fuel data to Tableau, Looker, or custom dashboard. Advanced analysis of consumption trends and cost drivers.

Cut Fuel Costs by 15-20% and Eliminate Fraud

See exactly where your fuel goes. Anomaly detection flags suspicious activity instantly. Control your largest expense.

Book a Demo