Fuel Logs

Track fuel purchases, consumption, and costs across your fleet with manual and IoT-detected entries

Fuel Logs

Fuel Logs let you record every fuel purchase for your fleet — manually from receipts or automatically from IoT trackers that detect refueling events. Each entry captures the fuel type, volume, cost, odometer, and vendor, feeding directly into per-asset cost analysis, consumption tracking, and efficiency reporting.

Accessing Fuel Logs

Navigate to Fleet Management > Activity > Fuel Logs in the sidebar. The page opens to a searchable, filterable list of every fuel entry recorded against your fleet.

List View

The fuel logs table displays the following columns:

Source Badges

Each fuel log displays a source badge so you can distinguish manual entries from automatic ones:

AVL entries missing a cost value display a "Needs completion" indicator in the cost column — a prompt for a user to finish the entry by adding the receipt amount, vendor, and reference number.

Stats Cards

Above the table, three summary cards show the aggregated totals for the current filtered period:

• Total Volume — Sum of all fuel dispensed (liters or gallons)
• Average Price — Mean price per unit across all entries
• Total Cost — Sum of all recorded costs

Creating a Fuel Log

Click Create Fuel Log in the top right. The form opens as a tabbed dialog to keep fields organized by purpose.

Click Create to save. The entry appears in the list immediately with a Manual source badge.

Automatic Fuel Entries from IoT

When a vehicle is fitted with an IoT tracker that reports fuel level data, Yipii Mobility automatically creates fuel log entries when it detects a refueling event.

How it works:

1. The AVL server monitors fuel level sensor data and detects a rapid fuel level increase (a top-up event).
2. The system calculates the volume of fuel added from the level change.
3. A new fuel log entry is created automatically, tagged with source = AVL.
4. The entry captures everything the tracker can observe; the rest is left for a user to complete.

What Gets Recorded Automatically

• Volume of fuel added (calculated from the fuel level change)
• Date and time of the refueling event
• Odometer reading at the time of refueling
• Trip ID reference (if the event occurred during or between tracked trips)
• Fuel Type (when available from OBD data via the tracker's static information)

What You Need to Add Manually

• Total Cost and price per unit
• Vendor (fuel station)
• Reference / receipt number
• Personal Use flag (if applicable)

AVL entries missing cost show a "Needs completion" indicator in the list so they are easy to spot and finish.

Viewing and Editing a Fuel Log

Click any row in the table to open its detail page. The detail page is split into three tabs:

• Overview — primary fields (asset, fuel type, volume, cost, fill date, notes)
• Details — cost breakdown, odometer linkage, user, computed price-per-unit
• Receipt — upload, replace, view, or remove the receipt photo / PDF

From the detail page you can also:

• Edit any field — useful for correcting quantities, completing AVL entries, or updating the vendor
• Delete the entry if it was recorded in error
• Navigate to the linked asset to see its full fuel history

Receipts

Every fuel log supports an attached receipt — typically a photo of the pump receipt or a PDF invoice from a fuel-card provider. Receipts live on a private storage disk and are served back through short-lived signed URLs (15 min) so they're never publicly exposed.

Supported Formats

JPG, PNG, PDF, WebP, or HEIC up to 10 MB.

Uploading

On the fuel log detail page, switch to the Receipt tab:

• No receipt yet — click Upload receipt to pick a file
• Receipt attached — click View to open in a new tab via signed URL, Replace to swap, or the trash icon to remove

Uploads happen synchronously. The original blob is deleted server-side as soon as a replacement is saved.

Privacy

Receipt files are stored on a private bucket. Only authenticated tenant users can request a signed URL, and each URL expires after 15 minutes — useful for tab-handoffs but not viable as a public-share link.

Filtering and Search

The fuel logs table supports:

• Search — Find entries by asset name, notes, reference, or vendor
• Date range — Narrow results to a specific period
• Refresh — Pull the latest entries (including new AVL detections)

Analytics

Fuel log data feeds into fleet analytics and dashboard reporting. Over time you can analyze:

• Cost per km by asset — Identify the most and least expensive vehicles to operate
• Average fuel price trend — Track price changes month over month
• Consumption pattern by driver — Compare efficiency across operators of the same vehicle
• Efficiency ranking — Rank assets by km/l (or mpg) across the fleet
• Manual vs. automatic comparison — Reconcile driver-reported entries against tracker-detected events to verify accuracy and detect unreported fills

Permissions

Best Practices

• Record manual fuel entries immediately after each fill-up to minimize reconciliation work
• Always include the odometer reading to enable fuel efficiency calculations
• Mark full tank fills correctly so consumption between full fills calculates accurately
• Use the Vendor field consistently so per-station spending can be compared
• Enter the receipt number in the Reference field for audit purposes
• Review AVL-detected entries weekly and complete the cost information promptly
• Use the Personal Use toggle to separate company and personal fuel purchases for reimbursement
• Compare AVL entries to driver-reported entries monthly to detect unreported refills or errors

Related Features

• Expenses — Track non-fuel fleet expenses
• Assets — View fuel history per asset
• Dashboard — Monitor fleet-wide fuel cost trends
• Work Orders — Track maintenance driven by fuel efficiency issues