Add a fuel entry
You will have a fuel fill recorded against the vehicle, its mileage and fuel cost per km updated, and the amount posted to cash, bank, a supplier bill or an employee balance.
Fuel Tracking is where every diesel, petrol or CNG fill is recorded. One entry per fill, against one vehicle. The odometer reading on the entry is what NShine ERP uses to work out distance driven, average fuel efficiency and fuel cost per km.
Drivers can also send fuel receipts from the mobile app or on WhatsApp; those land in the AI Inbox and become entries after a quick review. This page covers the entry made from the office.
Before You Start
- The vehicle exists under Vehicles, with an Expected Mileage if you want the efficiency buckets (Below Expected / Meets-Exceeds Expected) to work.
- The fuel station exists under People › Suppliers with Supplier Type *fuel station* if the fill is on credit and you want a supplier bill.
- A Payment Type (cash, bank, card) exists in Settings if you are paying now.
Steps
- Open Vehicles › Fuel Tracking and click Add.
- Pick the Vehicle. Own and market vehicles both appear; the list shows the Ownership Type.
- Enter the Odometer Reading at the time of the fill and the Date. Use the reading on the dashboard, not an estimate; the distance since the last fill is worked out from it.
- Tick Is Full Tank when the tank was filled to the top. Efficiency is only calculated between two full-tank fills, so partial fills are stored but skipped in the km-per-litre figure.
- Enter Quantity and Rate Per Unit. Gross Amount is calculated. Choose a Tax Rate if the bill shows tax; Tax Amount and Total fill in.
- Choose the Payment Status: Paid, Not Paid or Paid By Employee. Paid asks for the payment type and account. Not Paid creates a pending amount against the fuel station (supplier). Paid By Employee adds the amount to that driver or employee as money the company owes them.
- Attach the receipt photo if you have it, then Save.
Fields On This Screen
Field | What to enter | Required |
|---|---|---|
Vehicle | The vehicle that was filled | Yes |
Odometer Reading | The reading at the time of the fill, in km | Recommended |
Date | Date of the fill | Yes |
Is Full Tank | Tick when filled to the top; needed for km-per-litre | No |
Quantity | Litres (or kg for CNG) filled | Yes |
Rate Per Unit | Price per litre on the receipt | Yes |
Gross Amount | Quantity × rate, calculated | Calculated |
Tax Rate / Tax Amount | Tax on the bill, if any | No |
Total | Gross plus tax, calculated | Calculated |
Payment Status | Paid, Not Paid or Paid By Employee | Yes |
Fuel Station | The supplier, for credit fills and station-wise reports | For Not Paid |
Filled By | The driver or employee who paid or filled | For Paid By Employee |
What This Changes
- The vehicle’s Fuel Tracking tab gets the entry, with Distance Driven, Avg Fuel Efficiency and Fuel Cost per km updated from the previous full-tank fill.
- The dashboard’s Vehicles Fuel Efficiency chart moves the vehicle between Below Expected, Meets-Exceeds Expected and Missing Expected.
- Paid: the amount leaves the cash or bank account you chose. Not Paid: the fuel station’s balance and Amount to Pay go up until you record a supplier payment. Paid By Employee: the employee’s Current Balance shows the amount owed to them, and it is settled through Employee Payments or payroll.
- If the vehicle was on a booking that day, the fill is counted in that booking’s Fuel Expenses on the profit panel.
- The All Vehicles Fuel Efficiency report and the Fuel Tracking Excel export include the entry.
Tips
- Record every fill, even partial ones; the totals and cost reports need them even when km-per-litre skips them.
- If a driver sends the receipt on WhatsApp, open AI › AI Inbox and review it there instead of typing the entry twice.
- Bringing in history? Use AI Data Import › Fuel Tracking with one row per fill and the payment scenario in its column.
Frequently asked questions
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.