Table of Contents
Fuel Entry Measurement Units
Various measurement units are applied to your Fuel Entry calculations in Fleetio.
- Meter: meter readings may be measured in Miles, Kilometers or Hours
- Fuel Volume: amounts may be measured in Gallons (U.S. or Imperial) or Liters (Litres)
Fuel Calculations Overview
Based on the values above, Fleetio automatically calculates various other fuel efficiency statistics, and displays these in the Fuel Log and Fuel Reports:
| Distance or Usage | = The difference between two consecutive meter readings, where distance is measured in Miles or Kilometers and usage is measured in Hours |
| Total Cost | = (Gallons or Liters) * Price per Unit |
|
MPG or Km/L L/km or G/Hr |
= Miles / Gallon or Kilometers / Liter = Liters / Kilometer or Gallons / Hour |
| Cost/Mile or Km or Hr | = Total Cost / (Miles or Kilometers or Hours) |
IMPORTANT: Fuel entries with Void meters are excluded from distance, MPG and cost/mile calculations.
Settings
The default measurement units for your organization are configured in Account Settings.
Measurement units may also be adjusted on a per-vehicle basis in Vehicle Settings.
TIP: Learn more in the Fuel Settings article.
Conversions
Meter measurement units are display labels in the Fleetio system. In other words, recording a Meter Entry at 5,000 miles on the odometer is displayed in Fleetio based on the meter unit selected in Vehicle Settings.
- Changing the Meter units from miles to kilometers does not convert the value, it only changes the display label.
Volumes are automatically converted and stored in the Fleetio database in all 3 measurement systems: Gallons-US, Gallons-UK, and Liters. Fleetio uses the standard formula to convert the value which has been entered, and to store the equivalents, so that you can easily switch depending on your region. In other words, recording a Fuel Entry with 10 Gallons (US) also stores the value in the database as 8.327 Gallons (UK) and 37.854 Liters.
- Changing the Volume units from Gallons (US) to Liters converts the value accordingly.
Calculations
Filter fuel data for a detailed analysis of your fleet.
Fuel History Calculations
To view the full list of Fuel Entries for all vehicles, click Fuel History in the Sidebar Navigation.
To view the history for a specific Vehicle, go to the Vehicle Overview, then click the Fuel History Tab.
EXAMPLE:
- Miles = The difference between the two most recent consecutive odometer readings
- 56,035 miles - 55,660 miles = 375 miles
- Total = Gallons * Price
- 13.646 gallons x $2.759/gallon = $37.65
- MPG = Miles / Gallons
- 375 miles / 13.646 gallons = 27.5 MPG
- Cost/Mile = Total / Miles
- $37.65 / 375 = $0.10
Fuel Report Calculations
Fuel Reports include filter options that will allow users to view fuel data across ALL measurement units. These filter options are available regardless of a Vehicle's individual configuration.
Distance or Usage
Fleetio calculates Distance or Usage as the difference between two consecutive meter readings, where distance is measured in Miles or Kilometers and usage is measured in Hours.
Fleetio uses the difference between odometer values for two consecutive Fuel Entries to calculate the distance travelled. For hour-meter tracked equipment, elapsed usage is calculated as the difference between the two hour meter values.
EXAMPLE:
- You record a Fuel Entry on September 21st, noting that the odometer at the time is 21,345 miles.
- A week later, on December 8th, you fill up again. This time the odometer is 21,589 miles.
- When you record the Fuel Entry in Fleetio this distance is automatically calculated as 244 miles by subtracting the second mileage from the first: 21,589 - 21,345 = 244 miles.
Edit a Fuel Entry
If you notice a discrepancy in the calculations, there is a strong possibility that a value was entered incorrectly at the time of the fuel-up.
To correct the data, go to the Fuel History Tab on the Vehicle Overview page. Locate the row for the transaction in question, then click the More Actions Button and select Edit.
Be sure to review the date, odometer, gallons/liters and price so that the calculations are accurate. After making changes to any Fuel Entry, be sure to follow the steps to Recalculate Fuel Entries so that the updated data is used in the Vehicle's fuel calculations.
Missing Values or Missed Fuel Entries
Occasionally, you may forget to record a Fuel Entry in Fleetio. In these circumstances, calculated values will be incorrect due to insufficient data.
Fleetio offers two solutions, depending on how much of the transaction detail you may recall.
EXAMPLE:
You remember making three fuel transactions, but you have lost your receipt. You recall that you added a volume of 10 gallons, and your credit card statement shows you the Total Cost (so you can determine price), but you neglected to make a note of the odometer reading.
Date Odometer Volume Price (USD) Total Cost (USD) Oct 01, 2021 99,535 13.18 3.03 39.93 Oct 06, 2021 ??? 10 3.15 31.5 Nov 01, 2021 99,739 14 3.05 42.7
Mark as Void
If you remember some of the Fuel Entry details (such as volume and cost), but cannot recall the odometer or hour meter reading, you can record most of the transaction and simply estimate the odometer reading. The Mark as Void option will exclude these meter values from distance calculations, but your volume and cost can still be factored into cost and consumption totals for reporting purposes.
Fleetio requires an odometer reading for the Fuel Entry, so estimate a meter value somewhere between the transactions just before and after, then check the box to Mark as Void.
The voided value is flagged in the Fuel Log. Fleetio will skip the distance, MPG and cost/mile calculations for this voided entry, and calculations will resume once the next two consecutive entries have been recorded.
Reset Usage
Let's return to the example above, but in this case, you don't remember any details of the transaction. If you omitted this October 6th entry from Fleetio entirely and only recorded transactions #1 and #3, Fleetio would calculate the distance as 204 miles (99,739 - 99,535). However, that is incorrect and would skew your MPG and cost/mile calculations.
In this case, when you record the November 1st Fuel Entry, select the Reset Usage flag.
Once saved, a flag indicates the Reset Usage status in the Fuel History. Fleetio will skip the distance, MPG and cost/mile calculations for transaction #3, and calculations will resume once the next consecutive Fuel Entry has been entered.
First Fuel Entry
Similar to the Reset Usage flag, the first Fuel Entry for an asset sets the baseline from which metrics for following Fuel Entries, such as distance traveled, are calculated. Accordingly, Fleetio will skip the distance, MPG, and cost/mile calculations for the first Fuel Entry on each asset. Metric calculations will begin once the next consecutive Fuel Entry has been entered.
