Fleet Fuel Management Software for UK Businesses
Fuel is typically the largest controllable cost in a vehicle fleet. FleetGS gives you per-vehicle fuel tracking, idle time monitoring, fuel card reconciliation, and driver fuel scoring — the data you need to cut spend by 8–12% without changing your routes or vehicles.
8–12%
Average fuel cost reduction
£1,200
Saved per vehicle per year (est.)
15%
Typical idle time reduction
2 hrs
Admin saved on fuel reporting
Where UK fleet fuel budgets actually go
For a typical UK van fleet, fuel accounts for 25–35% of total vehicle running costs. Yet most fleet managers have limited visibility into exactly where that money is going. Without per-vehicle tracking, above-average consumers are hidden in the fleet average — costing you thousands monthly in unnecessary spend.
The main sources of avoidable fuel waste in UK fleets are idle time, inefficient routing, driver behaviour (hard acceleration, excessive speed), under-inflated tyres causing rolling resistance, and vehicles with mechanical issues burning more fuel than they should. FleetGS surfaces all of these through fuel exception reporting and driver scoring.
Our reporting module gives you a weekly fuel summary across your whole fleet, and our driver management tools let you set fuel efficiency targets at the driver level.
- Fuel cost per mile by vehicle and by driver
- Idle time flagged by duration and by driver
- MPG variance alerts for vehicles consuming above average
- Fuel fill log with odometer reconciliation
- Fuel card import and GPS mileage cross-check
- Weekly exception digest for fleet managers
The cost of idle time: a worked example
A diesel van idling consumes approximately 0.8–1.0 litres of fuel per hour. At UK pump prices of around £1.55/litre, that is £1.24–£1.55 per idle hour.
Based on diesel at £1.55/litre and 0.9 l/hr idle consumption. Actual figures vary by vehicle.
FleetGS fuel management features
Per-vehicle fuel cost tracking
Log every fuel fill with litres, unit cost, and odometer reading. FleetGS calculates real-world MPG and cost-per-mile for every vehicle in your fleet, continuously updated.
Idle time monitoring
Detect and report extended idle events automatically. A driver idling outside a job for 20 minutes every day costs you £400+ per vehicle per year in wasted fuel alone.
Fuel card reconciliation
Import fuel card transaction data and cross-reference against GPS mileage. Discrepancies between card spend and actual journey distance are flagged automatically.
Fuel exception reporting
Daily and weekly reports surface vehicles with unusual fuel consumption — significantly above fleet average, or inconsistent with recent mileage patterns.
Driver fuel scoring
Identify drivers whose habits are costing you fuel — hard acceleration, excessive speed, and idling all contribute to above-average consumption. Driver coaching targets the right people with the right data.
Carbon reporting export
Export fuel data by vehicle and fuel type, pre-formatted for DEFRA emission factor calculation. SECR Scope 1 reporting without the manual data gathering.
Fuel records and DVSA compliance
Beyond the direct cost saving, accurate fuel records serve a compliance purpose. Operators holding an Operator Licence are expected to maintain records that demonstrate vehicles are being maintained and operated correctly. A pattern of unexpectedly high fuel consumption can indicate a vehicle with a mechanical defect — and a defect that's visible in the data but was not acted upon is a liability.
FleetGS fuel exception reports flag vehicles consuming significantly above their expected MPG, prompting investigation before a defect becomes a DVSA prohibition. Combined with our digital walkaround check records, you have a comprehensive audit trail demonstrating proactive maintenance management.
For a wider look at fleet cost management, see our guide to reducing fleet costs in the UK and our fleet carbon reporting guide which covers how fuel data maps to DEFRA SECR requirements.
Fuel management included in all plans
Flat-rate monthly pricing — no per-vehicle fees, all features included.
Starter
£45/mo
Up to 10 vehicles
Growth
£129/mo
Up to 40 vehicles
Scale
£299/mo
Up to 200 vehicles
Frequently asked questions — fleet fuel management
FleetGS tracks fuel in two ways. Drivers can log fuel fills directly in the app — entering litres, cost, and odometer reading after each fill. Fleet managers can also import fuel card transaction data for automatic reconciliation. FleetGS then calculates actual MPG per vehicle and compares it against your fleet benchmarks, flagging vehicles consuming significantly more than expected.
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