Fuel Entry Overview

Fuel Entries represent a fuel transaction in Fleetio and are an important feature to maximize your data. They contain all of the relevant information for the fuel-up, such as vendor and odometer information. Updated odometer readings provide current meter information that triggers Service Reminders and Notifications.
Once multiple Fuel Entries have been added to a vehicle, Fleetio can start to calculate a variety of fuel metrics:

• Total Cost
• Total Gallons/Liters
• Distance traveled (or hours elapsed) between fuel transactions
• Cost per Mile/Kilometer/Hour
• Cost per Gallon/Liter
• Fuel economy:
  • Miles per Gallon (MPG) (both US and imperial gallons are supported)
  • Liters per 100 Kilometers (L/100km)
  • Kilometers per Liter (km/L)

Configure Fuel Settings

Measurement Units for Fuel Entries (miles, kilometers, liters, gallons, etc.) are configured in various User, Vehicle, and Account settings throughout Fleetio. Learn more in the Fuel Settings article.

Add a Fuel Entry

Fuel Entries can be added manually using Fleetio or Fleetio Go. To remove the manual process of having an operator create an entry each time they fuel up, you can also import entries using a CSV File or through a Fuel Card Integration.
This section covers how to add a Fuel Entry in the web app. To add a Fuel Entry using Fleetio Go, check out the Fleetio Go article.

To add a new Fuel Entry, either:

• Click the + Quick Add menu and select Fuel Entry.

Or:

• Select Add Fuel Entry from the + Add menu on a Vehicle Details Page.

Fuel Entry Form

• Date (required): The date and time of the transaction - use the "date picker" calendar or manually enter in YYYY-MM-DD format
• Meter (Odometer or Hour Meter) (required): The meter reading at the time of the transaction
• Volume (Gallons or Liters) (required): The volume of fuel (supports up to three decimal places)
• Price/Unit: The cost per volume unit

• Fuel Type/Grade: Type of fuel (populated from Fuel Types within Account Settings; defaults to the Fuel Type in Vehicle Settings)
• Vendor: Fuel merchant (populated from your account's Vendor List to include those records with Fuel Classification). If this field is added when the Fuel Entry is created, a Location Entry will be made. However, if a vendor is added at a later time, a Location Entry will not be made. Learn more in the Vendor Classification article.
• Reference: Optional data field for collecting information such as the invoice number, transaction ID, or receipt number.
• Flags: Checkboxes to mark the entry as Personal use, a Partial fuel-up, or to Reset usage.

• Custom Fields: Additional fields can be added to the Fuel Entry page using Custom Fields. Custom Fields can be set as required on any individual Custom Field in Account Settings.
• Photo/Document: Upload attachments, such as an image file or .PDF copy of a receipt.
• Comment: Optional notation regarding the Fuel Entry, including the ability to Team Collaboration with @mentioning another user in the comment.

Fuel Entry Calculations

Fleetio supports various metric units for fuel entry calculations. The onscreen display will be determined by the configuration of the vehicle.

In order for calculations to be processed, two consecutive Fuel Entries must be submitted.

Edit or Delete Fuel Entries

If you notice a discrepancy in the calculations, you can Edit or Delete the entry. If only the meter value is incorrect, you can Mark as Void.

Go to the Vehicle Overview > Fuel History for a specific vehicle, or click Fuel History in the Sidebar Navigation to view transactions for ALL vehicles.

In both cases, select the More Actions menu at the end of the row to display the Edit and Delete options. If you edit and void the entry, it will omit it from any calculations.

To view a Fuel Entry without editing, click the entry in the Fuel History Index. Here, you'll see additional details about the Fuel Entry, including a breakdown of the Vehicle's fuel cost and economy.

Pinned Fields

Fleetio allows you to pin fields you commonly use to the top of the Details card. Once pinned, these fields will be added to the Pinned Fields subsection. To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.

Reorder your pinned fields by clicking and dragging the reorder icon on the left side.

Fuel Entry Notifications

There are three types of notifications related to Fuel Entries that are aimed at identifying potential fuel theft. You will only receive these alerts if the option is enabled in your User Notification Settings, and only for Fuel Entries you are Watching.

Fuel Capacity Alert: You will receive this notification if the volume of fuel purchased is greater than the listed fuel capacity on the asset (e.g. if the asset has a 25-gallon tank, but 30 gallons were purchased, you would receive an alert).

Vendor Location Alert: You will receive this notification if a fuel transaction occurs outside of a given radius from the fuel vendor. Reference Vendor Location Alerts for specific requirements and details regarding this notification.

Missing GPS Location Alert: You will receive an alert when Fleetio can not import location data from your Telematics/GPS provider (if enabled) at the time of a transaction. This may indicate an operator unplugged the device before stealing fuel or simply be that your GPS device may be broken. Either way, you will now have the insight to take action!