Fuel Reports
Formbird FLEET provides several fuel reports covering detailed per-asset fuel economy analysis and tools for identifying and correcting data errors in fuel receipts. For a fleet-wide fuel cost, consumption, and CO2 summary, see the Fuel (FY to Date) section of the Fleet Overview Report instead — there's no separate fuel summary report.
See Reports Overview for how to find these reports.
Fuel Consumption And Utilisation Report V3
The Fuel Consumption and Utilisation Report analyses fuel consumption and asset utilisation over a chosen period. It has two views, Report By Allocation and Report By Asset, which approach the data from different perspectives.
This report draws on fuel receipts and, where an asset has an active telematics tracker, telematics data. The report automatically works out the most reliable data source for each asset — you don't select one manually. Fuel receipts are only included if they have a Fuel Purchase Date, Meter reading, and Quantity, and are excluded if flagged with a data error or marked to be ignored. Telematics data is only used for assets with an active tracker assigned.
How the Report Chooses Its Data Source
For each asset (or, in the By Allocation view, each allocation), the report automatically decides whether to calculate from fuel receipts, telematics data, or a blend of both.
For each available source, the report first discards obviously bad readings: a run of readings is broken wherever the meter goes backwards, or jumps further than the asset's expected range for a single fill. The longest unbroken run of readings within the selected period is then used, and each break is logged in Calculation Notes as a "Fuel Gap Detected" or "Telematics Gap Detected" entry.
The report then picks a calculation method in this order:
- Hybrid (Telematics Meter + Receipt Fuel) — used when fuel receipts and telematics data overlap in time for the asset. Distance/hours travelled is taken from the telematics meter and fuel volume from the receipts, giving the most reliable result.
- Fuel Receipts Only or Telematics Data Only — used when hybrid conditions aren't met. The report compares how much reliable data each source has against an expected amount for the length of the report, and uses whichever source scores higher.
- Not calculated — if neither source has enough usable data, the row is left blank and Calculation Notes explains why (for example, "Economy Invalid: Total Fuel Consumed is 0").
Which method was used, and how much data backed it, is shown per row in the Calculation Method, Confidence %, and Confidence Breakdown columns (see below).
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 Pre-Set Times (defaults to Whole Of Life), or select Custom and enter From and To dates — a custom range must span at least one full month.
- Tick Include Disposed to include assets with a Disposed status.
- Optionally filter by Asset Tags, Asset Group, Asset Department, Asset Section, 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 Pre-Set Times (defaults to Whole Of Life), or select Custom and enter From and To dates — a custom range must span at least one full month.
- Tick Include Disposed to include disposed assets.
- Tick Federal Fuel Rebate to include only assets flagged for the fuel rebate.
- Optionally filter by Asset Tags, Asset Group, Asset Department, Asset Section, or specific Assets.
- Optionally enter an Over/Under Threshold %: the Utilisation % column is coloured green if within 100 ± the threshold, and red if outside it. This colouring only applies to the By Asset view — there's no equivalent threshold on By Allocation.
- Select Run.
Whole Of Life doesn't use one fixed start date for every asset — each asset's calculation window starts from its own purchase date (or its earliest data record, if no purchase date is set).
Columns
Both views share most columns. Asset identification columns come first — Id, Asset Type, Body Type, Asset Department, Asset Section, Make, Model, Registration, Operational Duty, Fuel Type (Primary), Meter Measure, Primary Meter — followed by allocation columns on By Allocation only (Allocated To, Alloc Start, Alloc End, Alloc Department, Alloc Section) or Account on By Asset only, then the shared data-source and calculation columns:
| Column | What it shows |
|---|---|
| Data Count (Telematics / Fuel) | The number of raw telematics records and fuel receipts found for the asset in the period ("telematics count / fuel count") — the raw data found, not necessarily all of it used in the calculation. |
| Calculation Method | Which method was used for this row — see How the Report Chooses Its Data Source above. |
| Confidence % | A data-quality score (0–100%) based on how much reliable data was available relative to what's expected for the report length, with a penalty if the calculated fuel economy is far outside the asset's expected economy. Shown as "-" when no economy/utilisation figures could be calculated. |
| Confidence Breakdown | The detail behind Confidence % — how many telematics pings and/or fuel receipts were used against their targets, and any economy variance penalty applied. |
| Fuel/Telematics Start / Fuel/Telematics End | The earliest and latest reading used in the calculation, labelled with its source. |
| Meter Difference | The difference between the first and last reading in the longest reliable run of data used for the calculation — not simply the first and last reading found in the period, since readings identified as gaps or errors are excluded first. |
| Total Fuel Consumed (l) | Total fuel used over the period — the sum of receipt quantities for fuel-receipt-based and hybrid calculations, or the sum of increases in the telematics fuel counter for telematics-only calculations. |
| Expected Fuel Consumption | The economy target configured on the asset (l/100km for distance assets, l/hr for hours assets). |
| Actual Economy | Total Fuel Consumed divided by Meter Difference (per 100km for distance assets, per hour for hours assets). |
| Fuel % Difference | How far Actual Economy is above or below Expected Fuel Consumption, as a percentage. Positive means the asset used more fuel than expected; negative means better than expected. |
| CO2 (kg) | Estimated CO2 emissions — normally the asset's own configured emissions factor multiplied by Meter Difference, falling back to a fuel-type-based factor multiplied by Total Fuel Consumed where no asset-specific factor is set (typically for hours-measured assets). |
| Annual Target | The utilisation target configured on the asset (km/year or hr/year). |
| Report Period (yrs) | The length, in years, of the window actually used for this row's calculation — see the Whole Of Life note above. |
| Report Period Target | Annual Target multiplied by Report Period (yrs) — the proportional target for this row's calculation window. |
| Utilisation Per Week | Meter Difference divided by the number of weeks in the calculation window. |
| % Difference Utilisation | The percentage difference between Report Period Target and Meter Difference. |
| Utilisation % | Meter Difference as a percentage of Report Period Target. |
| Utilisation % Error | The absolute difference between Report Period Target and Meter Difference, expressed as a percentage of Meter Difference. |
| Calculation Notes | Any gaps, fallbacks, or invalid-data conditions detected while processing the row, each linking to the relevant record where applicable. |
Select Column Visibility above the results table to show or hide columns — your choices are remembered for next time.
Fuel Receipt Error Checking
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
The table has two separate error columns. Errors Flagged On Fuel Receipt shows errors already recorded on the receipt document itself (for example, from import). Errors shows what this report calculates fresh, every time it loads:
| Error | What it checks |
|---|---|
| Missing Fuel Quantity | Quantity field is blank or zero. |
| Missing Meter | Meter field is blank. |
| Meter is 0 | Meter field is exactly zero. |
| Tank Capacity Exceeded | 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 - Range: X | Difference between consecutive meters exceeds X, the expected range configured on the asset. For distance assets, defaults to 1,500 km if no range is configured; for hours assets, this check only runs if a range is configured — there's no default. |
| Meter > Asset Meter | Meter reading on the receipt exceeds the asset's current meter — but only once the nightly meter-update schedule has had a chance to process the receipt. A receipt imported since the last scheduled run isn't flagged yet, even if its reading already exceeds the asset meter. |
| 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 — either more (e.g. 1000 vs 100, a likely extra digit) or fewer (e.g. 100 vs 1000, a likely missing digit). |
| Error Calculating Total Distance | The asset's total distance/hours for the period (last meter minus first) couldn't be calculated — for example, because an adjacent reading needed for the calculation is itself missing or ignored. Shown in the asset group header only. |
| Distance/Hrs is Negative | Last meter minus first meter is negative. Shown in the asset group header only. |
Ignoring a receipt (see below) removes it from the report entirely from the next load onward — it isn't shown with a reduced set of checks.
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, requires a specific permission — Administrator accounts have it by default) 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 from the next load onward. Ignore does not clear any errors already flagged on the receipt document itself (see Errors Flagged On Fuel Receipt above).
- 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.
If a corrected meter reading is now the asset's most recent, an Assets Pending Meter Updates panel appears after applying updates, listing the asset's current and proposed new primary meter. Select Update Asset to push the corrected reading onto the asset record, or Clear Row to dismiss it without updating the asset.
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, grouped by asset. Use it to review, audit, or export raw fuel transaction data.
Optionally filter by Asset(s) and/or Fuel Purchase Date >/Fuel Purchase Date <, then select Run Report — all filters are optional, so leaving them blank returns every fuel receipt for every asset. Each asset's group header shows its Primary Meter, Total Fuel, and Distance/Hrs for the receipts shown. Rows list Id / Name (linked), Import Date, Fuel Purchase Date, Meter (km/hr), Meter Difference (highlighted red if negative), and Qty (l). Select CSV to export the table, or select a group header to collapse its rows.
For information on importing fuel receipts, see Importing Fuel Cards. For correcting data errors after import, see Fuel Card Errors.
Utilisation Graphical Analysis Report
Graphs distance, fuel use, and calculated fuel economy per asset over a period, sourced from either fuel receipts or a telematics integration.
- Select a Data Source — fuel receipts or a telematics integration, depending on how the asset's distance and fuel data is recorded.
- 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.
If an asset's name appears as a red link in the results, its data has an error: a meter reading or fuel total went backward compared to the previous day, which is checked date by date across the whole period. The distance and fuel figures for the affected day are left blank rather than showing an impossible negative value.
Updated: August 2026 · Formbird FLEET 4.2.8