Fuel & mileage
Fuel and mileage: know when diesel is going missing
Diesel is the biggest running cost of most fleets. Record each fill once, and see the real km per litre of every vehicle between full tanks, with low-mileage fills flagged for you.
Definition
Full-tank-to-full-tank mileage is the distance driven between two full-tank fills divided by all litres filled after the first of them, up to and including the second. It is the only honest way to measure diesel mileage when drivers top up in between.
How does the app calculate mileage?
At every full-tank fill after the first, the app divides the kilometres since the previous full tank by the litres filled since then, including this fill. Partial top-ups in between only add litres. The result is compared with the expected km per litre you set on the vehicle.
- Expected mileage is set per vehicle (for example 4.5 km/l for a loaded tipper).
- More than 10% below expected is marked low.
- The fuel and mileage report lists suspect entries by vehicle and driver.
What does a fuel entry capture?
A fuel entry records the date, vehicle, driver, optional trip, fuel station as a supplier, odometer, litres, rate and amount, whether the tank was filled full, the payment mode (cash, credit, card, UPI or fuel card) and a bill photo. Fuel linked to a trip is counted in that trip’s profit.
Fuel bought on credit at a regular bunk can be tracked against that supplier. On Premium, a bill photo can be read automatically and shown as a pre-filled suggestion to confirm.
How does it help stop diesel theft?
Low mileage between full tanks, fills too close together and fuel bought while GPS shows the vehicle parked are the usual signs of diesel going missing. The mileage flag shows the first sign on every fill. Premium’s cost-leak report and the GPS add-on check the others.
FAQ
Frequently asked questions
Do drivers have to fill the tank full every time?
No. Partial fills are fine; they are added to the litres of the next full-tank segment. You only need a full tank now and then to close a measurement.
Can I record fuel cards and credit bunks?
Yes. Payment mode can be cash, credit, card, UPI or fuel card, and the fuel station is a supplier, so credit purchases can be followed up.
Can a bank SMS for diesel become a fuel entry?
Yes. Smart Capture suggests a fuel entry from a fuel-station debit and asks for litres and odometer. Nothing is saved until you accept it.
At a glance
- Available on: All plans (Basic, Pro, Premium)
- Each fill records date, vehicle, driver, optional trip, fuel station, odometer, litres, rate, amount, full tank (yes/no), payment mode and bill photo.
- The odometer must be higher than the vehicle’s last reading.
- Mileage is measured between two full-tank fills; partial fills only add litres.
- A fill is flagged when mileage is more than 10% below the vehicle’s expected km/l.
- Drivers can add fuel from the driver app or by sending a bill photo on WhatsApp (Pro and Premium).
Related modules
Trips & dispatch
Kanban dispatch board, trip sheets, freight by km, tonne, hour or day, and profit the moment a trip closes.
Expenses
Tolls, parking, police/RTO, loading, food and repairs against the right vehicle and trip, with bill photos.
Smart Capture
Bank, UPI, card and FASTag messages become suggested entries. Nothing is posted until you tap Accept.
AI insights
Cost-leak report, ask questions in Tamil, English or Hindi about your own figures, and bill photos read for you.
Start today
See your fleet’s profit this week
Add a few vehicles, record today’s trips and fuel, and watch the profit per trip and per vehicle appear. Our team in Thanjavur and Madurai can set it up with you on WhatsApp.
- 14-day free trial, no card
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