How Logistics Fleets Can Use Fueling, Route, and Fuel Consumption Data to Keep Every Vehicle Under Control

How Logistics Fleets Can Use Fueling, Route, and Fuel Consumption Data to Keep Every Vehicle Under Control

For a logistics fleet, the real challenge is often not the vehicles themselves, but the fuel.

Once a vehicle is on the road, managers often have to rely on fuel receipts, drivers’ explanations, and month-end statements to guess where drivers refueled, how much fuel they purchased, how long they stopped along the way, and why fuel consumption suddenly increased. By the time they discover at month-end that fuel expenses have exceeded the budget and try to trace the cause, it is usually very difficult to determine the exact reason.

In reality, logistics fleets don’t need to keep a constant eye on drivers every day, nor do they need to overcomplicate the analysis of all the data. JustFueling records, vehicle routes, fuel level changes, and operational statusPut it all together, and you’ll be able to understand most of the issues.

This article does not cover how to install the equipment; rather, it explains how this data is actually used from the perspective of a fleet manager’s day-to-day operations.

The Three Most Common Discrepancies in Logistics Fleet Accounting

Discrepancies between refueling records and fuel tank levels

The driver said he filled up with 300 liters, and the fuel card also shows that amount, but the fuel tank level only increased by 230 liters. This doesn’t necessarily indicate a problem; it could be due to the vehicle being parked at a different angle before and after refueling, the fuel tank not being properly calibrated, or the data collection timestamps not aligning.

However, if such discrepancies occur frequently—especially if they are concentrated among certain vehicles or at specific fueling stations—a thorough investigation should be conducted.

The route and fuel consumption don't match.

Two trucks of the same model operate on similar routes and carry similar cargo, yet one consistently consumes significantly more fuel than the other over the long term. Possible causes include prolonged idling, detours, differences in driver habits, or maintenance issues with the vehicles themselves.

Looking only at “fuel consumption per 100 kilometers” is not enough. Logistics vehicles frequently encounter traffic jams, waiting for cargo, loading and unloading, overnight parking, and switching between full and empty loads, so these factors must be considered in conjunction with the route, stop times, and cargo conditions.

Discrepancies between fuel level changes and vehicle status

When a vehicle is parked in a parking lot with the engine turned off, yet the fuel level drops significantly; or when a vehicle is parked for an extended period at an unplanned location, followed by abnormal changes in fuel level. These situations may not necessarily indicate fuel theft, but they are certainly worth investigating.

Effective fuel management does not start by assuming someone is at fault, but rather by identifying the time, location, and relevant data surrounding the occurrence of any anomalies.

What Should Fleet Managers Actually Be Checking Every Day?

It’s not recommended to start by poring over dozens of fuel consumption reports right away. For maximum efficiency, begin each day by reviewing the following four types of information.

1. Vehicles with low fuel levels

First, filter out vehicles whose fuel levels are close to the warning threshold.

Especially for trucks traveling long-haul, interprovincial, or cross-border routes, low fuel levels are not just a cost issue—they can also affect delivery timelines. Once dispatchers know a vehicle’s current location and remaining fuel level, they can plan in advance where drivers should refuel, preventing situations where drivers run out of fuel in remote areas.

Different vehicle models cannot use the same low-fuel threshold. Since fuel tank capacity, route length, local gas station density, and vehicle load vary, it is recommended to set thresholds separately for each vehicle model and mission.

2. Same-Day Fueling Records

Every time you refuel, check at least four things:

• Time of refueling;
• Refueling locations;
• Changes in fuel tank levels before and after refueling;
• Was the vehicle actually at a gas station or a designated refueling point at that time?

A normal refueling event typically involves a vehicle stopping in the refueling area, a noticeable increase in fuel level over a short period of time, and the vehicle then continuing along its route.

If a refueling occurs in an unusual area, at an unusual time, or if there is a significant discrepancy between the actual fuel added to the tank and the amount listed on the refueling slip, it should be flagged for further verification.

3. Unexpected Fuel Loss During Non-Operational Hours

Records showing that a vehicle was parked in a parking lot, at a repair shop, near a driver’s campsite, or near a warehouse with the engine off, yet the fuel level suddenly dropped, should be given top priority.

Of course, conclusions cannot be drawn based on a single curve alone. The slope of the parking surface, the fuel tank’s design, the installation of the fuel level sensor, and the fuel tank’s calibration can all affect the data. The correct approach is to evaluate the data in conjunction with the time, location, ignition status, and changes in fuel level.

If similar situations occur multiple times with the same vehicle at the same location, it is no longer a random fluctuation.

4. Vehicles Idling for Extended Periods

Some vehicles appear to have traveled only a short distance, yet they’ve consumed a significant amount of fuel. In many cases, the issue isn’t the route itself, but rather that the vehicle’s engine has been left running for extended periods while waiting for cargo, running the air conditioning, waiting in line for loading or unloading, or parked for rest breaks.

By analyzing ignition status, dwell time, and fuel level changes, it is possible to identify this type of unnecessary fuel consumption. For transportation companies, reducing prolonged idling is often more effective than simply urging drivers to “conserve fuel.”

You can only identify problems by looking at the route and fuel consumption together.

The fuel consumption of a delivery vehicle is not an isolated figure.

A vehicle traveled 600 kilometers today and consumed 180 liters of fuel—but these figures alone don’t tell the whole story. We also need to consider whether it was fully loaded or empty, whether it traveled through mountainous terrain or on the highway, how long it was stuck in traffic, whether it made multiple trips in and out of warehouses, and whether it experienced prolonged waiting times for loading and unloading.

A more practical approach is to compare based on the following dimensions:

• Fuel consumption for the same vehicle this week and last week;
• Fuel consumption for vehicles of the same model traveling similar routes;
• The difference in fuel consumption between fully loaded and empty conditions;
• Differences in fuel consumption on highways, national highways, and mountain roads;
• Differences in fuel consumption between daytime and nighttime deliveries;
• The difference in fuel consumption between normal driving and idling.

Over the long term, a fleet will gradually establish its own normal range. Any vehicle that deviates significantly from this range should be inspected first, rather than inspecting all vehicles at once.

An Example of Daily Fleet Management

Suppose a 12-metric-ton truck is responsible for a fixed warehouse-to-distribution route.

In the morning before the vehicle departs, the dispatcher observes that the fuel level is normal; at noon, the vehicle refuels at a designated gas station, and the fuel level curve rises accordingly; in the afternoon, the vehicle arrives at the customer’s warehouse and remains there to unload; in the evening, after returning to the parking lot, the engine is turned off, and the fuel level remains stable.

This is a relatively complete and easy-to-verify standard shipping record.

Consider this scenario: A vehicle is parked in a parking lot at 11:00 p.m., and by 1:00 a.m., the fuel level has dropped significantly. During that time, the vehicle was not started, did not leave the parking lot, and there were no records of refueling or maintenance. In this case, managers need only focus on verifying this specific entry the next day, rather than reviewing the entire day’s records.

This is the value of fuel management: it allows managers to shift from “guessing where the problem lies” to “addressing only the anomalies flagged by the system.”

Don’t just focus on the driver—pay attention to the vehicle’s condition as well.

High fuel consumption isn’t necessarily the driver’s fault.

Tire pressure, engine condition, the fuel injection system, filters, cargo weight, route gradients, and prolonged idling can all affect fuel consumption. Fuel data helps fleets identify anomalies, which are then referred to dispatchers, maintenance personnel, or operations staff to determine the cause.

For example:

• If a driver’s fuel consumption returns to normal after switching vehicles, it may be a vehicle issue;
• When the driver of the same vehicle changes, fuel consumption changes significantly, which may be related to driving habits;
• Vehicles of the same model are experiencing higher-than-normal fuel consumption on a particular route; this may be due to the route itself, traffic congestion, or waiting times during loading and unloading;
• If a vehicle’s fuel consumption suddenly increases and maintenance records indicate an engine malfunction, the vehicle’s condition should be inspected first.

Using data in this way makes it easier for drivers to accept and ensures greater fairness.

Monthly Fuel Consumption Review: We Recommend Focusing on These Five Metrics

There’s no need to prepare overly complex reports every month. Simply addressing the following five items will resolve many management issues.

Average fuel consumption per 100 kilometers

It is suitable for long-term comparisons of vehicles of the same model and on similar routes. Do not use it to simply compare vehicles of different tonnage or with different missions.

Hourly Idle Fuel Consumption

It is suitable for identifying unnecessary energy consumption caused by long waits for deliveries, leaving the engine running while parked, and air conditioning use in winter and summer.

Deviation per Refueling

Compare fuel receipts, fuel card records, and actual changes in fuel tank levels. Vehicles or refueling locations that consistently show significant discrepancies should be prioritized for review.

Abnormal Fuel Volume Events During Non-Operating Hours

Track instances of abnormal fuel loss during parking, engine shutdown, or unscheduled stops. This metric may not occur frequently, but it is typically worth paying close attention to.

Trends by Vehicle, Route, and Driver

Don’t just look at a single day’s data. The trend over three consecutive months tells a more complete story than the figures for any one day.

Fuel management isn’t meant to cause trouble.

Many drivers worry that once fuel monitoring is installed, they will be closely monitored every day. In reality, if the rules are clear and the data is used appropriately, the system can actually help reduce unnecessary disputes.

Once a driver completes a normal refueling, follows a normal route, and fulfills a normal assignment, the platform maintains a complete record; when fuel consumption is abnormal, there is no need to rely on verbal explanations—instead, the system can assess the situation based on the actual route, traffic conditions, load, and vehicle status.

For fleet managers, the focus is not on ensuring that “every drop of fuel is exactly the same,” but rather on establishing a process that is verifiable, explainable, and capable of continuous improvement.

Before launching your logistics fleet, make sure to prepare the following information:

If you are planning to launch a fuel management system, we recommend first organizing the following:

• Vehicle list, license plate numbers, and device numbers;
• The fuel tank capacity and approximate shape of each vehicle’s fuel tank;
• Frequently traveled routes and main gas stations;
• Reference values for normal fuel consumption by vehicle model;
• Vehicle parking lots, warehouses, repair shops, and customer locations;
• Current management methods for fuel cards, fuel receipts, or ERP systems;
• Key issues to address: fuel theft, falsified refueling records, high idle rates, cost accounting, or refueling during long-distance trips.

It is more appropriate to start with a trial run using 3–5 representative vehicles. Once the fuel tank calibration, refueling verification, and anomaly rules are running smoothly, roll out the system to the entire fleet.

Frequently Asked Questions

Why Can’t Logistics Fleets Rely Solely on Fuel Card Records?

A fuel card only indicates that a fuel purchase was made; it does not fully explain whether the fuel was added to the corresponding vehicle, where the vehicle was at the time, how much the fuel tank actually increased, or whether subsequent fuel consumption was normal. Combining fuel records with fuel tank level changes and GPS tracks provides a more complete picture.

Can GPS tracks be used to determine whether a driver is taking a detour?

This can help identify route deviations, unplanned extended stops, and unusual entries into or exits from designated areas; however, whether a route deviation constitutes a detour must be determined in conjunction with order details, ad hoc dispatching, road construction, and customer requirements. Data is responsible for identifying clues; conclusions cannot be drawn directly without considering the actual business context.

Can changes in fuel tank levels be used as direct evidence of fuel theft?

No. Vehicle tilt, fuel tank shape, temperature fluctuations, and sensor installation and calibration can all affect the data. The correct approach is to verify the data by considering the engine’s off status, location, time, and recurring patterns.

Is it necessary to penalize drivers for prolonged idling?

Not necessarily. Waiting for loading and unloading, queuing for customs clearance, and running the air conditioner during extreme weather can all lead to increased idle time. We recommend first compiling statistics by route and task, then distinguishing between normal waiting time and non-productive idle time that can be optimized.

Is fuel management necessary for small fleets?

It is necessary. Small fleets have fewer vehicles and tighter profit margins; even one or two vehicles with consistently abnormal fuel consumption over the long term can impact overall profitability. Conducting a pilot program on a small scale makes it easier to establish management rules tailored to your specific needs.

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