For most transport operators and distributors, fuel is the largest running cost after salaries. The good news is that the data you need to reduce it is usually already there, spread across fuel receipts, trip sheets and the workshop. Bringing it together shows where the money goes.
1. Measure consumption per vehicle, every week
Litres per 100 km, or kilometres per litre, for each vehicle is the single most useful fuel number. Compare it week by week and against similar vehicles on similar routes. A sudden change is worth a question.
2. Match every fill-up to a trip
Fuel issued with no trip, or a trip that used far more than the route should, is the clearest sign of leakage. Linking fuel issues to trips and odometer readings closes most of the gaps.
3. Watch for fuel issued without distance
Compare litres issued with distance travelled between fill-ups. Vehicles that take on fuel but barely move, or fill up more often than their tank size allows, should be checked.
4. Plan routes, then compare them with reality
Planned routes give each trip an expected distance. Comparing planned with actual distance shows detours, unnecessary trips and routes that need re-planning.
5. Keep vehicles serviced on schedule
Under-inflated tyres, clogged filters and overdue services all raise consumption. Schedules based on distance or date, with reminders, keep the whole fleet running efficiently, not only the vehicles someone remembers.
6. Reduce idling and harsh driving
Engines left running while loading, and hard acceleration and braking, waste fuel and wear vehicles faster. GPS and telematics data show which drivers and routes are affected, so training can be targeted.
7. Hold drivers and depots accountable with clear reports
Share a simple weekly report: consumption by vehicle, by driver and by depot, with exceptions highlighted. When people know the numbers are watched, behaviour changes quickly.
Start small
You do not need all seven at once. Most fleets see the fastest results from the first two: consumption per vehicle, and fuel matched to trips.
FleetPro brings fuel, trips, drivers and maintenance into one record, with cost per kilometre by vehicle, driver and route. See FleetPro.