Record every fill against a vehicle, and read mileage as a number.
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. A slip from the pump becomes an entry with a photograph attached.
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 a photograph of the slip taken at the pump. Mileage works itself out. When one vehicle’s figure slips for two months running, it shows up as a number and not a suspicion.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- A fuel logbook kept in the cab
- A bundle of pump slips with a rubber band
- A notebook of driver advances
The problems this is meant to ease.
What fuel and driver records does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
List vehicles and drivers
Send the vehicle list, driver details and licence dates. We write back what is missing.
Name the fuel sources
Tell us which pumps and cards you use. A fill screen arrives set up for those sources.
Pilot on a few vehicles
Start small. Drivers on a handful of vehicles enter fills for a while, and a mileage view comes back to compare with what you expected.
Bring in the rest
Remaining drivers see the phone screen. Dispatch and accounts join them, and the group leaves trained.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Mileage for each vehicle against its own history
- Fills entered without a slip photograph
- Pump statement lines not matched to a recorded fill
- Driver documents expiring, by date
- Advances outstanding per driver
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
- Accounting software
Products that include it.
How we would put it in.
Questions owners ask about fuel and driver records.
Will this stop fuel theft?
No. It makes the pattern visible, and being visible changes behaviour more than anything else here. Meter readings entered by the driver, with a slip photograph, are hard to argue with later.
Is a logbook enough for four vehicles?
For 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 fuel stations.
Can drivers enter this themselves?
Most can, once the screen is three fields and a camera, in the driver’s own language. 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 your accounting software, and trip records come from the fleet screens beside them. Walk us through your month-end and we will mark each place a fuel slip is typed in twice.
What changes the cost of fuel and driver records?
Vehicles, drivers and pumps set the size. Links to payroll, expenses and the accounting software add work, as does reading licences from scans. Pump reconciliation is a separate line in the quotation.
What decides when drivers can start entering fills?
Your vehicle and driver lists. The entry-level release holds fill entry with slip photographs, mileage, pump reconciliation and driver papers. You supply the lists, with a date for each step in the proposal.
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.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements