Fuel log with mileage warnings
Every fill-up is recorded with litres, cost, odometer and the bill photo, by the office or by the driver in the Crew app. Kilometres per litre are worked out between full tanks, and a fill-up well below the vehicle's expected mileage is flagged and sent to the office.
PLANSScale only
The problem it solves
- Fuel bills arrive in a bundle at the month end with no odometer on them.
- One bus gives 6 km a litre and another of the same model 9, and nobody notices.
- Drivers pay cash at the pump and the bill goes missing.
- You cannot say what fuel cost per vehicle last quarter.
How it works
- On each vehicle, set the Expected km / litre, for example 7 for a 40-seat diesel bus.
- At the pump, the driver records the fill-up in the Crew app. They enter litres, odometer, amount, station, full tank or not, and a photo of the bill. The office can enter fill-ups on the web too.
- On a full tank, the mileage is worked out: kilometres since the previous full tank divided by all the litres filled since then.
- If the mileage is more than 20 % (a setting) below the expected figure, the fill-up is marked Abnormal Mileage. The office gets an alert.
- The office reviews Transport > Maintenance > Fuel Log: abnormal rows are red, and litres and cost add up at the foot. The list groups by vehicle, person or month.
Everything it does
Each fill-up
- Vehicle, date and time, litres, cost, price per litre (worked out), odometer (km)
- Full Tank: on to start with; mileage is worked out between full tanks only
- Fuel station, Filled By, and the bill as a photo
- The run it was filled on, when entered from a run in the app
- Mileage (km / l) and Abnormal Mileage, worked out when saved
- Every change is in the entry's history
Mileage check
- Kilometres since the previous full tank, divided by the litres of every fill-up since then, part fills included
- Abnormal when below the vehicle's Expected km / litre by more than Abnormal Mileage Below (%), 20 to start with
- No check for a vehicle with no expected figure
- An abnormal fill-up shows a red Abnormal ribbon and raises an alert of the kind Abnormal Mileage
In the Crew app
- Litres, odometer, amount paid, fuel station, full tank, bill photo
- On a run, or for a vehicle the driver or helper has on a run
- The app shows the mileage and whether it is abnormal
- Drivers see only the fill-ups they made
Lists and reports
- Totals of litres and cost at the foot of the list
- Filters: Abnormal Mileage, Full Tank, Date
- Group by Vehicle, Filled By or Month
- Search by vehicle, person or station; export to a spreadsheet
With trip checklists
- A fill-up between two trips explains a changed fuel level, so it is not flagged as fuel fallen while standing
Who uses it
DriverRecords each fill-up in the Crew app with the bill photo.
Transport officeEnters fill-ups paid by the office, reviews abnormal ones and acknowledges the alerts.
Fleet managerSets the expected mileage per vehicle and compares fuel cost by vehicle and month.
Where you use it
- Web: Transport > Maintenance > Fuel Log; Expected km / litre on each vehicle
- The SmartMy Transit Crew app: Fuel, on a run or a booked trip (built and in testing, not in the app stores yet)
- Settings: the Entity's Transport tab, group Fuel Log
- Not from fuel cards: fill-ups are entered by hand or in the app; no fuel card or pump import
What you control
Settings
- Abnormal Mileage Below (%): 20
- Expected km / litre: per vehicle, empty to start with (no check)
- Full Tank: on for each new fill-up
Notifications
- Transport Alert: to the transport office at once, in the app and by email. Also by WhatsApp, SMS or phone notification where you have them on; it cannot be switched off as an event
Questions
What if the driver does not fill the tank completely?
Untick Full Tank. That fill-up is not checked on its own; its litres count in the mileage of the next full tank.Can drivers see each other's fill-ups?
No. A driver sees only the fill-ups they recorded. The transport office sees all.Can we import from our fuel card?
Not yet. Fill-ups are entered on the web or in the Crew app.Does a GPS fuel sensor feed the log?
No. A fuel sensor on a GPS unit raises Sudden Fuel Drop alerts, which are separate. The log holds fill-ups.What does the alert say?
The vehicle, the mileage found and the mileage expected, for example 5.6 km/l against 7.0.Related features
TRIP CHECKLISTOdometer and fuel flags by vehicle and driverEvery trip checklist is checked against the vehicle's GPS kilometres, its previous trip and its fuel log. Doubtful readings are kept, flagged and sent to the office, with a report by vehicle and driver.TRIP CHECKLISTTrip checklist with stamped photosAt the start and end of a run or booked trip, the driver records the odometer, fuel level and remarks. They add camera photos stamped with the time and place. You decide when it is needed; without it the run does not start.TRIPS, KILOMETRES, ALERTSAlerts: SOS, overspeed, tamper, idle and fuel dropThe transport office is alerted to SOS, overspeed, a tracker's power cut or tampering, and a device offline. Also to long idling, use outside your hours and sudden fuel drops. Each alert is acknowledged with a note of what was done.MAINTENANCEService plans and job cardsPlan each service by kilometres, days or engine hours, whichever comes first, and see what is due soon or overdue. Every repair is a job card with parts, labour, vendor, cost and downtime, and the vehicle stays off the road while it is open.PHONE APPSThe Crew app for drivers and helpersSmartMy Transit Crew puts the driver's and helper's day on their phone: today's runs, start and end. It shows each stop with its riders, boarded, dropped and absent, and the boarding card scan. With higher plans the phone also tracks the vehicle, carries an SOS button, the trip checklist, fuel, breakdowns and boarding by face.
See your own routes on the map.
Send us your stops and routes and we will show you a demo with them.