Vehicle Fuel
In this article, we will take you through the Vehicle Fuel section.
The Vehicle fuel section enables you to keep track of the multiple aspects of fuel management you might have. From this section, you can,
Add and record all fuel transactions
- For your own fleet
- For your suppliers (vendors)
View automatically calculated mileage
Keep a track of all fuel related expenses
Manage fuel stations
Manage cost of fuel
Export fuel reports
To get started go to Operations - Vehicle fuel.
When you open the Vehicle Fuel tab, you can filter by the Driver name, Supplier name, vehicle name or
number. You can also filter the details by a custom date range.
You can add any fuel expenses by clicking on ‘New Fuel Transaction’ button and filling out the details.
By clicking on view totals, you will get to know the total quantity and the total expenditure on fuel.
You can use the large gear icon to fill in the cost of fuel, the fuel stations details and export your vehicle
fuel data.
The mileage column will automatically calculate and display the mileage that you are getting from your
vehicles once you make a few fuel transaction entries. You need to enter accurate fuel quantity and
current km data to get accurate mileage calculations.
You can use the small gear icon to reject and delete vehicle fuel details.
By clicking on view, you will see the total number of vehicle fuel entries you have.
Note: Adding a fuel station is optional and not mandatory to start entering fuel transactions.
If you have tied up with specific fuel stations that you frequently fill fuel from. You can add these fuel
stations by clicking on the large gear icon and selecting Fuel Stations. To add a new fuel station, click on
the ‘Add Fuel Station Button’. Fill in the name and address of the fuel station and click on save. The new fuel station will be added to your list of fuel stations. The fuel station would then be visible for
selection while adding a fuel transaction.
For automatic cost calculation, you need to enter in the cost of fuel and the dates for which that cost is
applicable to.
To add the cost of fuel, click on ‘Cost of Fuel’ in the options from the large gear icon. Enter the date
range for the fuel rates and click ‘Add’. Select the city from the drop-down tab and enter in the fuel
costs. The page will autosave the information entered.
You can add a new fuel transaction by clicking on the ‘New Fuel Transaction' button. You will be taken to a form that lets you make an entry of your fuel transactions.
Enter the requested details and click on submit. You can also upload a scanned copy of the fuel receipt
you received from the fuel station. If you have entered the cost of fuel, the cost calculation will be done
automatically as you fill in the following details.
1 - Supplier
You can fill this section in case you are creating an entry for a fuel transaction that was done by your supplier. Select the supplier from the drop down option. Once you select the supplier, the vehicle option changes to let you add your suppliers vehicle number and the drivers name.
2- Driver:
You can use this option to select the driver who filled the fuel in your vehicle by using the drop down menu.
3- Date:
You can use the calendar tool to select the date of the transaction. You need to simply click on the section and select a date from the drop down calendar.
4 -Fuel Receipt Number:
You can use this space to enter the receipt number you received from the fuel station. To create a Full Tank entry when Intent is unticked, receipt number is mandatory.
5 - Fuel Station:
If you have entered details of fuel stations you have tied up with, you can select the fuel station from the drop down menu.
6- Fuel Intent
Fuel Intent column is to be selected if you are creating a fuel entry from a Fuel station you have a contract with.
7- Full Tank
Select this if it is a Full Tank entry, vy selecting Full Tank column you would be able to get automatic fuel surcharge calculation, accurate mileage and get correct calculation in your Vehicle Profitability Report.
8- Fuel Station
Select the fuel station where the fuel was filled, to create fuel stations go to operations - vehicle fuel - click on the top right gear icon - click on ‘Fuel Stations’ - click on ‘Add Fuel Station’ - Save
9- City:
Use this section to select the city the fuel transaction was made in. Click on the section and select a city from the drop down menu, this selection enables you to get accurate fuel surcharge calculation based on the cost of fuel entered for that city.
10- Quantity:
Use this section to enter the quantity of fuel filled in the vehicle. This quantity needs to be filled in liters for accurate calculation.
11- Receipt
If you have a scanned copy of the fuel transaction receipt, you can attach it in this section so you always have a copy of the same readily available in case you ever need it.
12- Current KM
Use this section to enter your vehicle's speedometer KM reading at the time of the fuel transaction. You need to fill in the accurate speedometer KMs to get the correct mileage calculation.
13- Amount:
This section is where you can fill the total cost of the fuel transaction. In case you have filled in the fuel rates in the ‘Cost of Fuel’ section, this section will be automatically calculated for you once you enter in the fuel quantity.
14- Paid by
This section lets you select if the payment was made by the supplier/driver or by the car rental company. The options in this drop down will depend on weather the fuel transaction was done by the driver or supplier.
If your drivers are using the Indecab Go driver app, they can make an entry of fuel transactions from the
driver app directly. To enter a new fuel transaction on the driver's app, click on the menu bar on the top
left of the app screen and select fuel. Click on ‘New Fuel Transaction’ and fill in the following details:
The driver has to select the vehicle the fuel was filled into from the dropdown options.
The driver has to enter the receipt number they received from the fuel station.
The driver has to select the fuel station from the drop-down menu.
The driver has to enter the quantity of fuel filled in liters in this row.
The driver has to fill in the amount paid/amount due for the fuel.
The driver has to enter the current speedometer KM reading.
The driver can click a photograph of the receipt and upload it with the fuel transaction.
When your driver/DCO adds a fuel transaction entry on the app, it will automatically get added in real
time on the dashboard.
You can edit an existing fuel transaction by selecting the transaction and clicking on the ‘Edit' button. You can edit the details of the fuel entry form, once done click submit.
Just like you keep track of your fuel transactions, you can also track the SMSs you send from the Indecab Dashboard. Check out our next article to know more.
The Vehicle fuel section enables you to keep track of the multiple aspects of fuel management you might have. From this section, you can,
Add and record all fuel transactions
- For your own fleet
- For your suppliers (vendors)
View automatically calculated mileage
Keep a track of all fuel related expenses
Manage fuel stations
Manage cost of fuel
Export fuel reports
To get started go to Operations - Vehicle fuel.
First let's get acquainted with the Vehicle fuel section.
1 - Filters
When you open the Vehicle Fuel tab, you can filter by the Driver name, Supplier name, vehicle name or
number. You can also filter the details by a custom date range.
2 - New fuel transaction
You can add any fuel expenses by clicking on ‘New Fuel Transaction’ button and filling out the details.
3 - View totals
By clicking on view totals, you will get to know the total quantity and the total expenditure on fuel.
4 - Large gear Icon
You can use the large gear icon to fill in the cost of fuel, the fuel stations details and export your vehicle
fuel data.
5 - Mileage
The mileage column will automatically calculate and display the mileage that you are getting from your
vehicles once you make a few fuel transaction entries. You need to enter accurate fuel quantity and
current km data to get accurate mileage calculations.
6 - Small gear Icon
You can use the small gear icon to reject and delete vehicle fuel details.
7 - Total
By clicking on view, you will see the total number of vehicle fuel entries you have.
Part 1: Fuel Stations
Note: Adding a fuel station is optional and not mandatory to start entering fuel transactions.
If you have tied up with specific fuel stations that you frequently fill fuel from. You can add these fuel
stations by clicking on the large gear icon and selecting Fuel Stations. To add a new fuel station, click on
the ‘Add Fuel Station Button’. Fill in the name and address of the fuel station and click on save. The new fuel station will be added to your list of fuel stations. The fuel station would then be visible for
selection while adding a fuel transaction.
Part 2: Cost of fuel
For automatic cost calculation, you need to enter in the cost of fuel and the dates for which that cost is
applicable to.
To add the cost of fuel, click on ‘Cost of Fuel’ in the options from the large gear icon. Enter the date
range for the fuel rates and click ‘Add’. Select the city from the drop-down tab and enter in the fuel
costs. The page will autosave the information entered.
Adding a New fuel transaction
From the Indecab Dashboard:
You can add a new fuel transaction by clicking on the ‘New Fuel Transaction' button. You will be taken to a form that lets you make an entry of your fuel transactions.
Enter the requested details and click on submit. You can also upload a scanned copy of the fuel receipt
you received from the fuel station. If you have entered the cost of fuel, the cost calculation will be done
automatically as you fill in the following details.
1 - Supplier
You can fill this section in case you are creating an entry for a fuel transaction that was done by your supplier. Select the supplier from the drop down option. Once you select the supplier, the vehicle option changes to let you add your suppliers vehicle number and the drivers name.
2- Driver:
You can use this option to select the driver who filled the fuel in your vehicle by using the drop down menu.
3- Date:
You can use the calendar tool to select the date of the transaction. You need to simply click on the section and select a date from the drop down calendar.
4 -Fuel Receipt Number:
You can use this space to enter the receipt number you received from the fuel station. To create a Full Tank entry when Intent is unticked, receipt number is mandatory.
5 - Fuel Station:
If you have entered details of fuel stations you have tied up with, you can select the fuel station from the drop down menu.
6- Fuel Intent
Fuel Intent column is to be selected if you are creating a fuel entry from a Fuel station you have a contract with.
7- Full Tank
Select this if it is a Full Tank entry, vy selecting Full Tank column you would be able to get automatic fuel surcharge calculation, accurate mileage and get correct calculation in your Vehicle Profitability Report.
8- Fuel Station
Select the fuel station where the fuel was filled, to create fuel stations go to operations - vehicle fuel - click on the top right gear icon - click on ‘Fuel Stations’ - click on ‘Add Fuel Station’ - Save
9- City:
Use this section to select the city the fuel transaction was made in. Click on the section and select a city from the drop down menu, this selection enables you to get accurate fuel surcharge calculation based on the cost of fuel entered for that city.
10- Quantity:
Use this section to enter the quantity of fuel filled in the vehicle. This quantity needs to be filled in liters for accurate calculation.
11- Receipt
If you have a scanned copy of the fuel transaction receipt, you can attach it in this section so you always have a copy of the same readily available in case you ever need it.
12- Current KM
Use this section to enter your vehicle's speedometer KM reading at the time of the fuel transaction. You need to fill in the accurate speedometer KMs to get the correct mileage calculation.
13- Amount:
This section is where you can fill the total cost of the fuel transaction. In case you have filled in the fuel rates in the ‘Cost of Fuel’ section, this section will be automatically calculated for you once you enter in the fuel quantity.
14- Paid by
This section lets you select if the payment was made by the supplier/driver or by the car rental company. The options in this drop down will depend on weather the fuel transaction was done by the driver or supplier.
From The Driver app:
If your drivers are using the Indecab Go driver app, they can make an entry of fuel transactions from the
driver app directly. To enter a new fuel transaction on the driver's app, click on the menu bar on the top
left of the app screen and select fuel. Click on ‘New Fuel Transaction’ and fill in the following details:
1 - Vehicle:
The driver has to select the vehicle the fuel was filled into from the dropdown options.
2 - Receipt Number:
The driver has to enter the receipt number they received from the fuel station.
3 - Fuel Station:
The driver has to select the fuel station from the drop-down menu.
4 - Quantity:
The driver has to enter the quantity of fuel filled in liters in this row.
5 - Amount:
The driver has to fill in the amount paid/amount due for the fuel.
6 - Current Km:
The driver has to enter the current speedometer KM reading.
7 - Take Receipt Photo:
The driver can click a photograph of the receipt and upload it with the fuel transaction.
When your driver/DCO adds a fuel transaction entry on the app, it will automatically get added in real
time on the dashboard.
Editing a fuel transaction
You can edit an existing fuel transaction by selecting the transaction and clicking on the ‘Edit' button. You can edit the details of the fuel entry form, once done click submit.
Just like you keep track of your fuel transactions, you can also track the SMSs you send from the Indecab Dashboard. Check out our next article to know more.
Next: SMS Details
Updated on: 20/02/2023
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