Fuel Reports
Formbird FLEET provides several fuel reports covering fleet-wide consumption summaries, detailed per-asset fuel economy analysis, and tools for identifying and correcting data errors in fuel receipts.
Fuel Overview
The Fuel Overview report summarises fuel consumption and CO2 emissions for the current financial year (from the start of the financial year to today), grouped by fuel product type.
Fuel types are mapped using the Fuel Product Mapping document. If a receipt's product does not match a mapping, it is grouped under the product name as recorded on the fuel receipt.
| Column | Source |
|---|---|
| Total Cost | Sum of the fuel cost field on all fuel receipts. |
| Total Litres | Sum of the litres field on all fuel receipts. |
| CO2 (kg) | Estimated emissions, calculated using the following rates per litre consumed: Unleaded 2.392 kg/l · Diesel 2.640 kg/l · LPG 1.665 kg/l. These rates are configurable in the application configuration document. |
Selecting the refresh icon re-collects data from telematics records. In this mode, the primary fuel type on the asset is used to group products. If the primary fuel type is missing, totals appear under 'Unknown Fuel Type'. Cost is not calculated from telematics data. Any record where the total fuel is less than the previous record (sorted by date created) is discarded.
Fuel Consumption and Utilisation Report
The Fuel Consumption and Utilisation Report analyses fuel consumption and asset utilisation over a chosen period. It has two views — By Allocation and By Asset — which approach the data from different perspectives.
This report draws fuel data from fuel receipts and optionally from a telematics integration. Fuel receipts must have a Fuel Purchase Date, Meter reading, and Quantity to be included in calculations.
Report By Allocation
The By Allocation view shows fuel consumption and utilisation for each asset during a period of allocation to a specific person. Allocations that fall partially or entirely within the selected date range are included.
To run the report:
- Choose from the Pre-Set Times or enter From and To dates.
- Tick Include Disposed to include assets with a Disposed status.
- Select a Date Source: Fuel Only, Telematics Only, or Combined (uses fuel receipts up until the telematics integration start date for each asset, then telematics data from that point forward).
- Optionally filter by Asset Tags, Asset Groups, Asset Departments, Asset Sections, specific Assets, or Allocated To (the account the asset is allocated to).
- Select Run.
Report By Asset
The By Asset view shows fuel consumption and utilisation per asset across the selected date range, regardless of allocation.
To run the report:
- Choose from the Pre-Set Times or enter From and To dates.
- Tick Include Disposed to include disposed assets.
- Tick Federal Fuel Rebate to include only assets flagged for the fuel rebate.
- Select a Date Source: Fuel Only, Telematics Only, or Combined.
- Optionally enter an Over/Under Threshold % — the Utilisation % column is coloured green if within 100 ± threshold, and red if outside it.
- Optionally filter by Asset Tags, Asset Groups, Asset Departments, Asset Sections, or specific Assets.
- Select Run.
Key Columns
| Column | What it shows |
|---|---|
| Meter Difference | The difference between the first and last meter reading found in the period — the distance travelled or hours operated. |
| Total Fuel Consumed (l) | Sum of fuel quantities from all fuel receipts (or telematics records) within the period. |
| Expected Fuel Consumption | The economy target configured on the asset (l/100km for distance assets, l/hr for hours assets). |
| Actual Economy | Calculated from Total Fuel Consumed and Meter Difference. |
| Fuel % Difference | Compares expected to actual economy to highlight assets performing above or below target. |
| CO2 (kg) | Estimated CO2 emissions calculated from fuel type, the applicable CO2 factor, and total fuel consumed. |
| Annual Target | The utilisation target configured on the asset (km/year or hr/year). |
| Utilisation % | Actual meter difference as a percentage of the proportional target for the report period. |
Fuel Receipt Errors Report
The Fuel Receipt Errors Report identifies fuel receipts with potential data problems. The report loads immediately and populates the table as checks are processed — a notification is displayed when the table is fully populated.
Disposed assets are excluded. The report runs across all fuel receipts; no date filter is required.
Error Types
| Error | What it checks |
|---|---|
| Fuel Quantity empty or 0 | Quantity field is blank or zero. |
| Meter empty or 0 | Meter field is blank or zero. |
| Fuel Quantity > tank capacity | Quantity exceeds the tank capacity recorded on the asset (where configured). |
| Meter < Previous Meter | Sorting by Fuel Purchase Date ascending, a subsequent meter reading is lower than the previous. Multiple consecutive receipts may satisfy this condition. |
| Expected Range Exceeded (km) | Difference between consecutive meters exceeds the expected range on the asset, or 1,500 km if not configured. |
| Expected Range Exceeded (hrs) | Difference between consecutive meters exceeds the expected range on the asset. |
| Meter > Asset Meter | Meter reading on the receipt exceeds the current meter on the asset. |
| Possible Duplicate | Meter, Fuel Purchase Date, and Fuel Quantity all match another receipt for the same asset — may result from importing the same file twice. |
| Meter Length Error | The number of digits differs from both the previous and next receipt (e.g. 1000 vs 100 — a likely extra digit). |
| Distance is Negative | Last meter minus first meter is negative. Shown in the asset group header only. |
If a fuel receipt is flagged as Ignored, only the first three checks (empty quantity, empty meter, and tank capacity) are applied to it.
Correcting Errors
The table provides tools to update errant records without leaving the report:
- Enter a new value in the Update Meter column to correct a meter reading.
- Select Split to automatically calculate the midpoint between the previous and next valid meters. Only reliable when both adjacent readings are correct.
- Select Delete (Possible Duplicate errors only, Administrator accounts only) to mark the duplicate for deletion. The document is removed from the table and permanently deleted when updates are applied.
- Select Ignore to flag the receipt so it no longer appears in the report. Ignore does not clear any errors flagged on the receipt document itself.
- Select Clear FR Errors to remove all errors flagged on the receipt document.
Once corrections are entered, select Apply Updates to apply meter changes, process deletions, and set ignored flags.
Fuel Quantity corrections must be made by following the link on the row to open the receipt document directly.
Rows within an asset group can be collapsed by selecting the group row header.
Fuel Receipt Report
The Fuel Receipt Report displays individual fuel receipt records for assets within a chosen date range. Use it to review, audit, or export raw fuel transaction data.
Filter by date range and optionally by asset to narrow the results. The report table lists each receipt with the asset, fuel purchase date, meter reading, quantity, cost, supplier, and other fields captured at import.
For information on importing fuel receipts, see Importing Fuel Cards.
Utilisation Graphical Analysis Report
The Utilisation Graphical Analysis Report displays asset utilisation data graphically, with a focus on comparative visualisation across the fleet.
- Select a Data Source — typically telematics data.
- Use Pre-Set Times or enter a Report Start Date and Report End Date.
- Tick Include Disposed to include disposed assets in the results.
- Optionally filter by Department, Section, Asset Tags, or a specific Asset to narrow the scope and improve load time.
- Select Run Report.
Published: May 2026 · Formbird FLEET 4.2.8