Fuel is one of the largest operating costs for any fleet, typically accounting for 30 to 40 per cent of total expenditure. Tracking usage per vehicle identifies waste, detects misuse and supports budgeting.
This guide covers the full process, from recording fill-ups to calculating consumption, benchmarking against industry averages and acting on anomalies.
Before you start
Download a fuel usage log sheet to standardise how your team records data. You will also need odometer readings for every vehicle and either fuel receipts or bowser data from your supplier. Pair fuel logs with your reporting dashboard to spot trends without manual spreadsheet work.
Step-by-step fuel tracking
1. Record the starting odometer and fuel level
Use the full-tank method for accuracy. Fill the tank completely, then note the odometer reading. This becomes your baseline for the next measurement period.
2. Fill the tank and capture the reading
At the next fill-up, record four data points: litres added, total cost, date and the driver's name. Fill the tank completely again so the odometer difference represents the exact distance driven on the fuel consumed.
3. Calculate consumption
(Litres used / kilometres driven) x 100 = L/100km
For example, 65 litres over 720 km gives (65 / 720) x 100 = 9.03 L/100km. Record this alongside the raw data to trend over time.
4. Log the entry
Each entry should include: date, vehicle ID, driver, odometer, litres, cost and the calculated L/100km. Use a vehicle mileage log alongside your fuel log to cross-reference distance with consumption.
5. Compare against benchmarks
Compare each vehicle's L/100km against the fleet average for that type, the OEM specification and the same vehicle's previous periods. Any vehicle consistently above the fleet average warrants investigation.
6. Review and act on anomalies
A spike above 15 per cent of the vehicle's baseline needs investigation. Check the common causes table below. Flag the vehicle for maintenance if no operational reason accounts for the increase.
Fuel consumption benchmarks
Typical Australian averages. Your benchmarks should reflect your operating conditions, terrain and load profiles.
| Vehicle Type | Typical L/100km | Flag Threshold |
|---|---|---|
| Light vehicle (sedan/ute) | 8 - 12 | >15 |
| SUV / 4WD | 12 - 16 | >20 |
| Light truck (up to 4.5t) | 15 - 25 | >30 |
| Heavy truck (rigid) | 25 - 40 | >48 |
| Heavy truck (articulated) | 35 - 55 | >65 |
| Van / minibus | 10 - 15 | >18 |
US readers can convert to MPG by dividing 235.21 by the L/100km figure.
Common causes of high fuel use
When consumption exceeds the flag threshold, work through these causes before escalating to a mechanic.
| Cause | What to Check |
|---|---|
| Underinflated tyres | Check all tyres against placard pressure |
| Excessive idling | Review idle time via GPS tracking |
| Poor route planning | Compare planned vs actual routes for detours |
| Overloading | Verify payload against GVM rating |
| Aggressive driving | Check harsh braking, rapid acceleration and speeding events |
| Missed maintenance | Inspect air filter, spark plugs and fuel injectors |
| Fuel theft or misuse | Reconcile fuel card transactions against logged fill-ups |
| Incorrect tyre size | Confirm fitted tyres match OEM specification |
Manual vs automated tracking
Many fleets start with spreadsheets and graduate to software as the fleet grows.
| Factor | Manual (spreadsheet) | Automated (software) |
|---|---|---|
| Data entry | Paper form or spreadsheet | Mobile app or fuel card integration |
| Accuracy | Prone to transcription errors | Validated at entry with GPS confirmation |
| Time cost | High, manual collation required | Low, automatic calculations and reports |
| Reporting | Basic spreadsheet charts | Real-time dashboards with alerts |
| Maintenance integration | None, separate notification needed | Anomalies trigger cost tracking alerts |
Digital fuel tracking with MapTrack
MapTrack automates fuel tracking with mobile entry, GPS correlation and per-vehicle cost reporting. Use fleet fuel dashboards to visualise consumption trends across your entire fleet.
Combine fuel data with GPS-based idle time and route tracking to pinpoint where fuel is being wasted. Per-vehicle analysis through cost tracking shows the true operating cost of each asset.
Pair your fuel data with a fleet maintenance checklist to keep vehicles serviced on schedule. Poorly maintained vehicles are consistently the worst fuel performers, and catching a dirty air filter early pays for itself within a single tank.
