Fleet fuel tracking: every fill-up logged, photographed and costed
Litres, price and station recorded at the pump, backed by receipt and odometer photos — so fuel spend per vehicle becomes a number you can trust instead of a shoebox of receipts.
How does the fuel log app work at the pump?
The driver fills up, opens the Smart Strix app, and logs the purchase before leaving the forecourt: how many litres, what it cost, which station. Two photos complete the entry — the receipt and the odometer reading. Thirty seconds of effort at the moment the information exists, instead of an end-of-month reconstruction from faded thermal paper.
Capturing at the point of purchase is what makes the data honest. Retrospective fuel records drift: receipts go missing, odometer readings get estimated, and the station column becomes "Shell, probably". A logged-at-the-pump entry needs no memory at all.
What does each fuel entry capture?
| Field | What it gives you |
|---|---|
| Litres | Consumption volume per fill, per vehicle |
| Price | Spend per fill and effective pence-per-litre paid |
| Station | Where drivers actually buy — and who pays over the odds |
| Receipt photo | Evidence for expenses, VAT records and dispute resolution |
| Odometer photo | Mileage at fill-up, verifiable against the image itself |
One honest note: the photos are stored as evidence, not machine-read. Smart Strix does not OCR receipts into fields — the driver enters litres and price, and the photo backs the entry up.
Why track fuel per vehicle rather than per fuel card statement?
A card statement tells you what the company spent; a per-vehicle log tells you where the money went. When fuel spend rises, the statement cannot distinguish dearer diesel from a van developing a thirst or a route that grew longer. Vehicle-level entries — each with an odometer photo — let you put spend beside mileage for a specific van and ask sharper questions. A vehicle whose consumption is climbing may be flagging a fault worth a look via maintenance before it becomes a breakdown.
What do odometer photos add?
Verifiability. A typed mileage figure is a claim; a photograph of the dashboard is a record. Over time those photos build an independent mileage trail for each vehicle — useful for servicing intervals, lease-return mileage, resale, and for spotting weekend miles that nobody booked. Because they are captured through the driver app, uploads retry automatically if the forecourt has no signal.
How does fuel logging fit the rest of the platform?
It is one strand of each vehicle's running record. The same vehicle profile that holds fuel entries also carries MOT, insurance and V5C expiry dates, inspection due dates, maintenance history and check-in/check-out photos — so "what is this van costing us and what condition is it in?" has a single answer in one place. Drivers, meanwhile, log fuel in the same app where they run jobs and record shifts, so there is no separate expenses tool to nag them into using.
Can fuel data actually cut costs?
Data does not save money by itself — decisions do, and the log is what makes them possible. Seeing station-by-station prices lets you steer drivers away from expensive motorway fills; per-vehicle trends tell you which van to investigate; a complete receipt trail tightens expense claims. We have collected practical approaches in our guide to reducing fleet fuel costs. Fuel logging comes with the platform rather than as a paid extra — see pricing for the Starter and Advanced tiers.