Fuel management software: every fill becomes km per litre and cost per km
Record fuel at the pump, from an Excel sheet or from a receipt photo on WhatsApp. See which trucks are below expected mileage and what fuel really costs per km.
*No credit card required
Fuel is the biggest cost and the least visible
Fuel is usually the largest running cost of a truck, and the hardest to see clearly. Slips are paper, odometers are read by drivers, and the same vehicle fills at different stations at different rates. The questions fleet owners ask:
- Is this truck giving the mileage it should?
- What does fuel actually cost us per km, per vehicle?
- Which driver or vehicle is the outlier this month?
- Did every slip the driver sent get recorded?
Fuel management software answers these by making each fill a record with the odometer attached, so efficiency and cost per km come out of the data. In NShine ERP, fuel is part of the transport ERP: a fill belongs to a vehicle and, through it, to the trips it ran, so fuel lands in the vehicle's profit and loss alongside maintenance, EMI interest and driver pay.
What changes once fuel is in the system
Each row is the usual problem, what NShine ERP does instead, and where.
What happens today | What changes | Where in NShine ERP |
|---|---|---|
Litres and odometer are copied from slips days later | The driver sends the slip photo on WhatsApp or the app; it is read and suggested as a fuel entry with litres, amount, station and odometer. You approve. | AI Inbox (fuel receipts) |
Efficiency is calculated monthly by one person in Excel | Distance since the last fill and litres give km/L per fill, per vehicle, automatically. | Fuel Tracking (Avg Fuel Efficiency) |
A thirsty truck is noticed after the fact | Expected mileage is set on the vehicle; the dashboard groups vehicles into below expected, meets or exceeds, missing expected and no data. | Vehicle form (Expected Mileage), dashboard Vehicles Fuel Efficiency card |
Nobody knows fuel cost per km | Total amount divided by distance driven, per fill and per vehicle, with totals for any date range. | Fuel Tracking (Fuel Cost per km, Total Spent) |
Fuel on hired trucks is mixed with your own | Each entry carries ownership type and supplier, so fuel on a market vehicle lands in the right cost. | Fuel Tracking (Ownership Type, Supplier) |
Fuel never meets trip revenue | Fuel is a cost on the vehicle, so the profit report shows it against the bookings the vehicle ran. | Vehicle Profit/Loss, All Vehicles Fuel Efficiency report |
Months of history sit in old spreadsheets | Import fuel entries from Excel, with payment scenarios; rows with problems are listed before anything is saved. | AI Data Import (Fuel Tracking) |
Who it is for, and what it is not
Built for
- Fleet owners who want km/L and cost per km per truck without a spreadsheet
- Transporters whose drivers send fuel slips on WhatsApp
- Fleets with own and hired vehicles that need fuel costed to the right truck
- Owners who want fuel in the vehicle profit report, not beside it
Not what it does
- Not a fuel sensor, fuel card or pump controller. It works from entries, imports and receipt photos.
- Not a fuel-station or bunk management system.
- Not a route optimiser; it measures fuel used, it does not plan routes.
- Not an on-premise install. It runs in the browser; drivers use a mobile app.
How a fill becomes a cost per km
- The driver fills the truck and sends the receipt photo on WhatsApp or the app, or the office enters the fill.
- AI Inbox reads the receipt and suggests the entry: vehicle, litres, amount, station, odometer.
- You approve; the entry is saved with the vehicle's odometer at the fill.
- Distance driven is the difference from the previous fill; km/L is distance divided by litres.
- km/L is compared with the vehicle's expected mileage; the dashboard shows below, meets or exceeds.
- Cost per km is the total amount divided by distance; it feeds the vehicle P&L and fleet reports.
What is included
Every fill, every field
Station, fuel type, quantity, rate, tax, odometer and distance on one record, filterable by vehicle and date, exportable to Excel.
Efficiency against target
Set expected mileage on the vehicle; the system compares actual km/L and flags the ones below it.
Receipts read by AI
A photo of the slip becomes a suggested entry with amount and litres; a repeat photo is warned about.
Excel import
Move months of fuel history in one file; rows with missing dates or payment types are listed, not silently dropped.
Own and hired vehicles
Fuel on hired trucks is recorded with ownership type and supplier so it lands in the right cost.
Alerts
Fuel and service events as notifications, so the fleet team does not have to check the list.
What you need to get started
Expected mileage per vehicle, entered once on the vehicle form
Past fuel entries in Excel, if you want history: AI Data Import loads them
Drivers on the mobile app, or a WhatsApp number they already use
A free trial with no credit card and no setup fee
Fuel tracking is included in every plan
Fuel on paper vs fuel in the system
Slips and spreadsheets
When fuel lives outside the transport system:
- Litres and odometer copied days later, or not at all
- Efficiency calculated monthly, by one person, in Excel
- A vehicle burning more than it should noticed after the fact
- Fuel never meets trip revenue, so trip profit is incomplete
NShine ERP
Each fill is a record on the vehicle:
- Odometer and litres at the pump, from the receipt photo or the app
- km/L and cost per km computed per fill and per vehicle
- Below-expected vehicles on the dashboard the same day
- Fuel included in Vehicle Profit/Loss and fleet reports
Watch the product in action
A walkthrough of the transport management software, in your preferred language.
Frequently asked questions
Fuel tracking is included in every plan
Plans are priced by bookings per month and own vehicles, with a free trial and no setup fee. Pick the one that fits, or book a demo first.