Fuel is one of the largest operational expenses in a fleet-based business and often accounts for a significant percentage of all operational costs. This is why the need for fuel tracking is now more important than ever.
Fuel tracking refers to the process of monitoring and managing fuel consumption within a fleet by using different tools and technologies to gather, record, and analyse fuel data. Fuel tracking goes beyond merely monitoring costs; it offers valuable insights into fleet operations and detects inefficiencies.
Today, we will cover everything you need to know about fuel tracking and explore how Cartrack’s solutions can help fleet managers improve their fuel efficiency and overall operations.
Fuel tracking involves using tools such as GPS tracking, telematics systems, and fuel level sensors to manage the amount of fuel a fleet uses. It allows fleet managers to identify any inefficiencies, including maintenance issues, poor driving habits, and potential fuel theft or fraud.
This process relies on gathering specific data points, including:
To ensure accuracy, you must invest in a robust tracking system and avoid manually recording the data. Manual tracking methods like collecting paper records of fuel receipts and mileage logs were popular in the past; however, these methods are time-consuming and prone to errors, making it difficult for them to make informed decisions.
Modern fuel tracking systems use automation and digital tools to deliver real-time insights, allowing managers access anytime, anywhere, through cloud-based platforms, mobile apps, and web dashboards.
With the fluctuating fuel prices in Kenya, it is no surprise that fleet managers are looking for ways to cut costs, as rising expenses can negatively impact the business’s profitability. Implementing a fuel tracking system offers several key benefits, such as:
Uncontrolled consumption could significantly impact a business's financial standing and operational efficiency. If fuel costs exceed budget projections, fleet managers may have to reallocate funds meant for other business areas to fuel.
Fuel tracking allows you to identify fuel-wasting habits, such as:
By addressing these habits, managers can train drivers on efficient driving techniques and optimise routes. This reduces fuel consumption, which ultimately reduces costs and improves overall efficiency.
Fuel theft and fraud are serious risks for businesses; however, fuel tracking can help mitigate these risks.
Here are common methods criminals use to steal fuel:
By monitoring fuel card transactions and tracking vehicles’ locations in real-time, managers can quickly identify and address any suspicious activities, which will ultimately save fuel.
Fuel tracking helps businesses meet regulatory and tax requirements by providing accurate records of fuel purchases and consumption. This helps managers avoid costly fines and penalties while demonstrating their commitment to environmental sustainability.
Several advanced methods and tools can be used to manage fuel usage and save costs. These include:
Telematics and GPS tracking systems offer real-time data on vehicle location, aggressive driving, idle time, and inefficient routes. These systems provide a comprehensive view of a fleet’s operations, allowing managers to monitor fuel consumption.
Fuel cards are one of the most widely used methods for tracking fuel usage in a fleet. These cards are typically issued to drivers, allowing them to purchase fuel at approved stations. Each transaction is recorded in real-time, providing managers with instant data on fuel purchases, fuel prices, and fuel consumption.
These cards help eliminate the need for manual tracking and reduce the risk of fraud by ensuring only authorised purchases are made.
Automated fuel sensors can be installed in vehicles to track fuel consumption in real-time, providing accurate data on fuel levels and usage. These sensors can help identify fuel theft or improper fuelling practices and provide concise readings on fuel usage, ensuring that fleet managers always have up-to-date information.
Selecting the right fuel tracking tools depends on factors such as fleet size, budget, and operational needs. Smaller fleets may benefit from basic fuel card systems, while larger fleets may require more advanced telematics systems.
In addition to using the right tools and technologies, fleet managers should implement effective fuel management strategies to maximise efficiency and minimise costs.
Establishing key performance indicators (KPIs) such as miles per gallon (MPG) and fuel cost per mile (FCPM) allows fleet managers to measure fuel efficiency and identify opportunities for improvement. These KPIs can serve as benchmarks for fleet performance, helping set realistic goals for reducing fuel costs.
Driver behaviour plays a major role in fuel efficiency. Drivers must be trained on the importance of fuel-efficient driving habits, such as avoiding rapid acceleration, maintaining steady speeds, and reducing idling time.
Regular maintenance, such as tire inflation checks, engine tuning, and air filter replacements, ensures that vehicles operate at optimal efficiency. A well-maintained vehicle uses fuel more efficiently and is less likely to require costly repairs compared to a poorly maintained vehicle.
Cartrack’s fuel management system helps prevent fuel waste and reduce costs. Our system uses telematics to read fuel levels in real-time and notify you of any fuel changes.
With access to detailed fleet data, inefficiencies can be quickly identified and addressed.
Let’s explore how Cartrack’s fuel tracking solutions enhance fuel management:
Mifleet is a cost management software that integrates vehicle telematics with fuel transaction data. It validates fuel purchases based on location, tank capacity, and litres filled, helping detect fuel theft and card fraud. With instant alerts for suspicious transactions, managers can quickly investigate and prevent financial losses.
Monitoring in-tank fuel levels is essential for preventing discrepancies and unauthorised fuel usage. Cartrack offers three advanced fuel monitoring tools:
An overworked or poorly maintained engine burns more fuel than necessary. Cartrack’s preventive maintenance tracks engine hours and provides real-time alerts for potential faults. The system automates maintenance schedules to ensure that the vehicles go for servicing on time. This prevents excessive fuel consumption caused by engine wear and tear.
Our route optimisation feature helps fleet managers plan the most efficient routes, reducing unnecessary mileage and fuel expenses. When drivers take the shortest paths with fewer traffic congestions, businesses can cut costs and improve delivery times, which will improve customer satisfaction.
Cartrack offers an AI-powered camera solution with up to 8 cameras, all equipped with built-in telematics. They detect distracted driving behaviours such as yawning, cellphone use, or smoking and alert drivers in real-time so that they can immediately self-correct. Safe driving reduces fuel-wasting habits like harsh braking, which often results from distractions.
The external cameras can be installed to monitor fuel caps, preventing theft and unauthorised fuel syphoning. Our cameras have night vision or infrared technology to capture clear footage in low-light areas and at night.
Cartrack’s driver scorecards provide detailed reports on key driving behaviours such as speeding, harsh braking, and cornering. By analysing these reports, fleet managers can coach drivers to adopt fuel-efficient driving habits, reducing unnecessary fuel consumption and improving vehicle longevity.
By leveraging these technologies, fleet managers can make smarter decisions that lead to significant cost savings and improved operational performance.
In conclusion, fuel tracking is essential for controlling costs, preventing fuel fraud, and improving overall fleet efficiency. Investing in advanced fuel tracking solutions, such as those offered by Cartrack, allows fleet managers to make data-driven decisions that enhance operational performance. With real-time insights, automated monitoring, and proactive alerts, businesses can optimise fuel usage, cut unnecessary costs, and build a more sustainable fleet.
Contact us today to discover how we can help you take control of fuel expenses and improve fleet efficiency.
Q: What types of fleets benefit most from fuel tracking solutions?
A: All fleets of all sizes can benefit from fuel tracking. Whether you are in the delivery business or the mining industry, tracking fuel can help save you costs and improve overall fleet operations.
Q: How often should I review my fuel tracking data?
A: Fuel tracking data should be reviewed regularly. This allows fleet managers to spot trends early, identify any unusual activity, and take corrective action before issues escalate.
Q: Can fuel tracking systems improve customer satisfaction?
A: By optimising routes, reducing delays, and improving fuel efficiency, fuel tracking systems can help fleet managers ensure timely deliveries, better customer service, and higher satisfaction. Efficient fleet operations can also lead to lower costs, which can be passed on to customers through competitive pricing.
