Fuel
The fuel module collects fuel-card transactions and driver-captured fill-ups, automatically compares them against telematics data to catch fraud, and computes the fleet's fuel efficiency. This is a finance-led domain — it feeds straight into each vehicle's total cost of ownership.
Who it's for
The finance controller, fleet manager and organization administrator manage transaction import and resolve fraud flags. The dispatcher, maintenance manager and executive see transactions and the efficiency report, without edit rights. The driver captures their own fill-up from the mobile app — seeing and recording only their own entries.
Import and fill-up capture
Transactions arrive in batches — from a fuel-card import, or from the driver's fill-up form in the mobile app (volume, amount, odometer, optional location). Each transaction carries the provider's transaction id, so re-importing the same file doesn't create duplicates. The fuel card a transaction is billed against is resolved (or created on first use) by card number, and inherits the vehicle/driver assignment when the transaction doesn't state one explicitly.
Reconciliation and fraud flags
Every newly imported transaction runs through automatic reconciliation against telematics data and the vehicle's tank. The system raises a fraud flag when:
- the dispensed volume exceeds the vehicle's known tank capacity,
- the closest-in-time telematics fix shows the vehicle wasn't near the station,
- two fills on the same card happened closer together than physically possible.
The finance controller or fleet manager can also raise a flag manually when something looks suspicious outside the automated rules. Every flag lands in a triage queue — a reviewer marks it confirmed (a genuine fraud case) or dismissed (a false positive), with a note explaining the call.
Fuel efficiency
The efficiency report computes litres per 100 km and miles per gallon over a chosen window, grouped by vehicle or driver. Distance comes from the odometer readings captured at each fill-up, falling back to the vehicle's telematics when there aren't enough of those.
In the background
Fraud reconciliation runs on a recurring cycle every few minutes, so a freshly imported transaction waits briefly for telematics to "catch up" with data from the window around the fill-up. Raising a flag sends a notification to the finance controller (in-app and by email).