Mastering Fuel Monitoring: Best Practices for Efficient Fuel Management

At Fueltek, we’re about more than just helping you get set up with a fuel management system. Whilst our systems are designed to save your business valuable time and money, effective fuel management also comes down to consistent monitoring and interpreting this data in a way to optimise your fleet.

In this guide, we’ll be discussing:

• How data is collected, monitored, and reported in our systems.
• How you can use this data to reduce costs, improve efficiency, and eliminate fuel misuse.

Fueltek FMO: How data is collected

Our online platform is called FMO (Fueltek Manager Online), and is a web-hosted application designed to work alongside our products, such as the FT4000 and Tankwatch.

Fuel dispensed via pumps connected to our FT4000 units feed into the FMO system.

For tanks, book-stock (the “theoretical” stock based on the opening stock minus dispensed volumes) is compared with actual measured stock via the Tankwatch system. Differences are then compared and reported on.  Fueltek import actual tank stock data and offer a comparison to the book stock figure , you can choose to accept either the Tankwatch figure or the book stock figure depending on local knowledge. This comparison offers you the chance to spot trends, such as the gauge figure is always lower that the book stock, which would lead you to believe the gauge is either faulty or inaccurate, you have a leak somewhere, you are receiving short deliveries, or maybe even book stocks were not being entered correctly.

We also compare gauge throughput with pump throughput this will give information that is helpful such as: is the gauge in sync with the pump? Does the pump need calibrating? Is there some consistent pattern or is the pattern inconsistent? The book deliveries are used for costing purposes so it is important that the book stock figure is accurate or your overall costs will be wrong.

How data is monitored

Our online fuel management software is accessible globally via the internet, so you can monitor from any device tablet, phone, laptop, or desktop with browser access, with no client software installation required. You can set up administrators, users, and access limits across different sites, not only suiting businesses with multiple sites and team members, but also those that want a scalable solution.

How data is reported

FMO can automatically generate detailed reports to help you analyse performance and spot trends. You can view or export reports for:

• Vehicle and driver totals.
• Transaction histories.
• Stock levels and deliveries.
• MPG and fuel economy by vehicle, group or department.
• Tank variance and alarm reports.

These reports, when interpreted correctly, are key for decision-making. They show where fuel is going, how efficiently it’s used, and where savings can be made.

Metrics to track for better fleet performance

To get the most from your fuel data, focus on the metrics that have the biggest financial and operational impact:

1. Miles per Gallon (MPG)

Your key indicator of vehicle efficiency and driver behaviour. Use FMO reports to compare MPG across your fleet and set benchmarks for each vehicle type. Sudden drops might mean there are maintenance issues or driving habits to address.

2. Fuel Dispensed per Driver or Vehicle

Every refuelling transaction is logged against a driver or vehicle for full accountability. If the mileage logged doesn’t match the fuel drawn, it could highlight potential misuse or fuel card sharing.

3. Tank Variance

By comparing theoretical and actual tank stock, you can spot leaks, theft, or inaccurate deliveries early. Minor differences are normal, but if there are consistent variations then this might be something to investigate.

4. Exception and Alarm Reports

Automated alerts for unusual refuelling patterns, overfills, water ingress or bund alarms mean issues can be addressed in real time saving both time and money.

Best practices for using fuel data effectively

To see a real difference in interpreting data, follow our best practices:

1. Integrate your fuel data with telematics and maintenance systems. This will help find the root cause of inefficiency, whether it’s excessive idling or poor route planning.
2. Review performance monthly to compare depots, departments, or vehicle groups. If there’s one site performing better than another, consider replicating their processes across all areas.
3. Encourage driver accountability. Simply knowing that usage is tracked transparently can reduce fuel misuse.
4. Visualise your data. Export to Excel or use built-in dashboards to chart trends like declining MPG or increasing stock variances over time.

 Turning data into real savings

The impact of effective fuel monitoring is measurable.

It’s not just about having a fuel management system; it’s about understanding the data and what it means. With our online fuel management software, our customers make smarter decisions, prevent fuel loss, and avoid costly mistakes.

[Download our Fueltek FMO Product Sheet]

Got questions? Speak to a member of the team today.