Fuel Tracking & Costs

Fuel Tracking & Costs

NexusRMS provides detailed fuel tracking to help organisations monitor consumption, control costs, and identify efficiency trends across the fleet. Every fill-up is logged with quantity, cost, mileage, and location data.

Fuel Log Concept

A fuel log records each individual fill-up event for a vehicle. Over time, these records build a comprehensive picture of fuel consumption and cost, enabling accurate budgeting and performance comparisons across the fleet.

Fuel Log Fields

Field	Description
Fill Date	Date and time of the fill-up
Vehicle	The vehicle that was refuelled
Mileage at Fill	Odometer reading at the time of refuelling
Quantity	Amount of fuel added in litres
Total Cost	Total amount paid for the fuel
Cost per Litre	Automatically calculated from total cost and quantity

Fuel Type Tracking

Each fuel log entry is matched to the vehicle's configured fuel type — diesel, petrol, electric, or hybrid. This ensures accurate reporting and prevents logging errors where the wrong fuel type might be recorded against a vehicle.

Station Details

Optionally record the station name and GPS coordinates where refuelling took place. This data helps identify preferred fuelling locations and can highlight cost differences between stations over time.

Receipt Management

Upload a photograph of the fuel receipt directly from the driver's device. Receipts are stored against the fuel log entry, providing documentary evidence for accounting and expense reconciliation.

Payment Method

Track how each fill-up was paid for:

• Cash — driver paid with cash and claims reimbursement
• Card — company or personal card payment
• Fuel Card — dedicated fleet fuel card
• Invoice — billed directly to the organisation by the supplier

Trip Association

Each fuel log can be linked to a specific trip. This enables precise cost attribution — rather than estimating fuel costs per trip, the actual fill-up amount is allocated directly. Linked fuel entries appear in the trip cost breakdown.

Automatic Calculations

NexusRMS automatically calculates key metrics from fuel log data:

• Distance since last fill — derived from mileage readings between consecutive entries
• Fuel efficiency — kilometres per litre, calculated from distance travelled and fuel consumed

Fuel Log List Page

The fuel log list displays all entries in a sortable, filterable table with columns for vehicle, fill date, litres added, total cost, calculated efficiency (km/litre), and payment method. Filter by vehicle, date range, or payment method to narrow results.

Fuel Analytics

The transport analytics dashboard includes dedicated fuel reporting:

• Efficiency trends — track fuel efficiency over time per vehicle to spot deterioration that may indicate maintenance needs
• Cost per vehicle — total fuel spend broken down by each vehicle in the fleet
• Cost per trip — fuel costs attributed to individual trips for project costing
• Monthly fuel spend — aggregate monthly expenditure with year-on-year comparison

Inspection Fuel Data

Fuel level and cost data captured during vehicle inspections also feeds into the fuel tracking system. When an inspector records fuel added during an inspection, the entry is automatically created in the fuel log with a reference back to the inspection record.

Tips for Accurate Tracking

• Log every fill-up promptly to maintain accurate efficiency calculations
• Always record the odometer reading — skipped readings break efficiency calculations
• Compare efficiency across similar vehicles to identify underperformers
• Review monthly trends to catch gradual increases in fuel consumption early
• Use trip association consistently to enable accurate project cost reporting