Fuel cost overview and reporting
The fuel module gives you a live cost overview on its dashboard plus three reports and CSV exports for deeper analysis. This article explains what each one shows and how to read it. Everything here needs the tankmanagement:view permission, held by FleetManager and SystemAdmin by default.
The dashboard overview
The dashboard is the at-a-glance view of your fuel operation. It shows:
| Metric | What it counts |
|---|---|
| Total tanks | All tanks on record. |
| Active tanks | Tanks currently active. |
| Low-level alerts | Active tanks below their minimum-level threshold. |
| Monthly spend | Total fuel cost for refuellings dated in the current calendar month. |
| Budget utilisation | Average utilisation of the active budgets covering today. |
| Recent refuellings | Number of refuellings in the last 30 days. |
Cost-analysis report
The cost-analysis report groups spend by tank and cost center over a period (the last three months if you leave the dates blank). Only refuellings that carry a total cost are included. For each group it shows total cost, total litres, average cost per litre, and the refuelling count, ordered by total cost, with a grand total across all groups. Use it to see where fuel money is going and to compare unit prices between cost centers.
Budget-versus-actual report
This report compares each active fuel budget against what was actually spent. A budget is a spend cap for a period, optionally scoped to a cost center and a fuel type. Actual spend is computed on demand from the refuelling records that fall inside the budget's period and match its cost center and fuel type. For each budget you see:
- Budget amount — the cap.
- Actual spend — matched refuelling cost in the period.
- Variance — budget minus actual; negative means overspend.
- Utilisation % — actual as a percentage of the cap.
Budgets are ordered by utilisation, highest first, so the ones closest to or over their cap are at the top. Creating and editing budgets needs the tankmanagement:manage permission.
Note: A fuel-type-scoped budget only matches refuellings drawn from a tank of that fuel type, because the fuel type lives on the tank. External refuellings with no tank will not count toward a fuel-type budget.
Consumption report
The consumption report covers volume rather than money — total litres, refuelling count, and average litres per refuelling per tank. It is covered in detail in its own article.
CSV exports
Three exports let you take fuel data into a spreadsheet:
- Refuelling history — every refuelling in an optional date range, including tank, vehicle, driver, litres, cost per litre, total cost, odometer, receipt number, fuel card, cost center, and notes.
- Fuel cards — all cards with provider, assignment, monthly limit, status, and expiry.
- Tanks — all tanks with fuel type, capacity, current and minimum level, fill percentage, and low-level flag.
Tip: The refuelling-history export is the backbone of month-end reconciliation — filter to the period, export, and pivot by vehicle or cost center in your spreadsheet to tie fuel spend back to the linked expense documents.
Related
- Track fuel consumption per vehicle and tank
- Spot anomalies and plausibility checks
- Assign a refuelling to a vehicle, driver, or cost center
- What fuel management (Tankmanagement) does
