Diesel goes in on a slip, and the mileage nobody checks keeps falling.
Fuel and driver records track what goes into each vehicle and what comes out of it in kilometres: litres, rate, meter reading, and mileage between fills. Driver details, licence expiry, duty days and advances sit against the driver himself. A slip from the pump becomes an entry with a photograph attached to it.
The driver fills at the same pump every week and hands over a bundle of slips on the fifth. One of them is for a vehicle that spent that day in the workshop. Nobody catches it, because catching it means reading forty slips against a logbook nobody updates.
Each fill is entered against the vehicle, with litres, rate, meter reading and the slip photographed at the pump. Mileage then works itself out. When one vehicle’s figure slips for two months running, it appears as a number instead of a suspicion.
What fuel and driver records does.
The fill, with its slip
Date, vehicle, litres, rate, amount and meter reading, with a photograph taken at the pump.
Mileage without arithmetic
Kilometres between two fills against litres put in. Per vehicle, per month, per driver.
Pump credit reconciled
Where you run a monthly account at one bunk, his bill is matched against the fills recorded. Differences are listed, not argued.
The driver’s papers
Licence number and expiry, badge, address proof and the reference who brought him. Renewals come up before the date.
Duty, batta and advances
Days on duty, night halts and outstation batta, with advances taken and what is left to recover.
Entries worth a second look
A fill larger than the tank, or a meter reading lower than the last one. The screen flags it, and a person decides.
The people who open this every day.
Driver
Photographs the slip at the pump and enters the meter reading.
Despatch in-charge
Watches consumption against the trips he allotted.
Accounts assistant
Settles the bunk bill, recovers advances, and keeps the driver ledger clean.
Owner
Sees fuel cost per kilometre without asking anyone.
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Vehicle and trip management
- Fixed asset register
- Payroll
- Expense tracking
- Tally
How we would put it in.
Questions owners ask about fuel and driver records.
Will this stop fuel theft?
It will not stop it. What it does is make the pattern visible, and being visible changes behaviour more than anything else here. Meter readings entered by the driver himself, with a slip photograph, are hard to argue with later.
We have four vehicles and a logbook. Is that enough?
Four vehicles and one owner who drives one of them, yes. The logbook stops working when drivers change often, when vehicles run outstation, or when fuel is bought on credit at three different bunks.
Can drivers enter this themselves?
Most can, once the screen is three fields and a camera, in Kannada or Hindi. Where a driver will not, the office enters it from the slips and only the photograph is missing.
Does it fit with what we already run?
Fuel and driver costs go into your books through Tally, and the trip records come from the fleet screens beside them. Our free technology audit is the quickest way to find where the double entry is happening today.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle fuel and driver records today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
- No obligation
- We reply the same working day
- Your details stay private