Fuel Log

Improve your fleet’s fuel logging process and identify opportunities with the help of a versatile mobile app.

Published 14 Oct 2021

What is a Fuel Log?

A fuel log, also known as a fuel log book, records the fuel consumption details of individual fleet vehicles. It may include information such as the starting fuel, distance traveled, ending fuel, and total mileage along with vehicle IDs for easy reference. Fuel logs are primarily used by fleet drivers and fleet managers to keep track of fuel expenses for bookkeeping purposes.

What is a Fuel Log Template?

A fuel log template is a pre-made form used by fleet drivers and fleet managers when recording fuel consumption details. They are typically printed out on paper form and manually completed by hand. Fleet drivers then submit their completed fuel log templates to fleet managers and/or other key stakeholders for recordkeeping purposes.

Fuel Log Template: The Benefits of Digital Tracking for Better Fleet Management

Fleet management entails more than just ensuring that your company’s service cars, vans, and trucks are fit to operate as needed. One of the most important aspects of a fleet manager’s job is to ensure that fleets are operating at an optimal, cost-efficient level. Digitally tracking the fuel consumption of individual fleet vehicles help with fleet management in the following ways:

Be Aware of Fleet Fuel Expenditure

For transport and logistics companies, as well as businesses that rely heavily on their private fleets for product and service distribution, fleet fuel costs count as a major expense. Digitally tracking the fleet’s fuel expenditure ensures that fleet managers are constantly aware of daily fuel spending and whether or not it exceeds accepted levels.

Identify Outliers and Correct as Needed

Paper fuel log templates require fleet managers to manually transcribe and compile the data from each individual log for recordkeeping purposes. Digital fuel logs, however, automatically compile and organize collected data. This allows fleet managers to easily identify negative and positive outliers so bad practices can be unlearned, and best practices can be rolled out and standardized across the entire fleet.

Track Vehicle Mileage and Optimize Maintenance Schedule

In addition to tracking fuel consumption for cost-efficiency, tracking a vehicle’s total mileage informs fleet managers if units are due for maintenance servicing. Industry best practices recommend that commercial long-haul trucks be serviced annually, or after every 30,000 miles, whichever comes first. An optimal maintenance schedule helps operational efficiency by ensuring that vehicles are in good condition. Additionally, it helps operations become more-efficient by avoiding instances of over maintenance.

Make Fuel Logging Paperless and Cost-Efficient

Using pen-and-paper for fuel logging means important fleet records are vulnerable to loss, damage, and unauthorized access. Paper documents also require manual storage and organization which uses up working space, time, and energy. Digital fuel log templates eliminate this problem through safe and secure storage, and automatic data organization for easy access.

Automate Fuel Log Reports

With a digital fuel log template, fleet drivers can automatically generate professional fuel log reports upon template completion. A good digital fuel log template does more than just eliminate paper forms; they help fleets streamline their entire fuel logging process.

Track Your Fleet’s Fuel Consumption and Improve Cost Efficiency with a Mobile App

The importance of a good fuel tracking process for fleet management cannot be overstated. The costs of operating a fleet continue to increase in tandem with fuel prices, compelling fleet operators to optimize their practices in order to stay profitable.

With iAuditor by SafetyCulture, fleet drivers and managers can make fuel logging easier through paperless tracking and reporting. Streamline your entire fuel tracking process through the following features:

  • Download ready-to-use digital fuel log templates for fleet drivers and fleet managers through our public library.
  • Convert your paper fuel log templates into our digital format through smart scan, or create a smart form from scratch through our simple, drag-and-drop template builder.
  • Automatically share fuel log reports with key stakeholders through the app to save time, energy, and resources.
  • Save fuel log records via unlimited cloud storage to ensure that data is secure and accessible only to authorized personnel.
  • iAuditor integration allows you to connect with other BI tools such as Outlook and Google Sheets so data is automatically transferred as you complete fuel logs; making your overall process more efficient.
Juhlian Pimping - Author Bio

SafetyCulture Staff Writer

Juhlian Pimping

Juhlian Pimping has been writing about safety and quality topics for SafetyCulture since 2018. Before writing for SafetyCulture full-time, Juhlian worked in customer service and wrote for an Australian RTO.

Juhlian Pimping has been writing about safety and quality topics for SafetyCulture since 2018. Before writing for SafetyCulture full-time, Juhlian worked in customer service and wrote for an Australian RTO.