Fuel Purchases

The Fuel Purchases page is where you view, manage, and import detailed records of every fuel transaction across your fleet. Accurate fuel purchase data is the foundation for meaningful fuel analysis, cost tracking, and IFTA reporting.

Viewing Fuel Purchase Records

How to view fuel purchases:

Navigate to Fuel and then Fuel Purchases.
You will see a list of all recorded fuel transactions, with the most recent purchases at the top.
Each entry shows a summary including:
- Vehicle — The vehicle that was fueled.
- Date — When the purchase was made.
- Fuel type — The type of fuel purchased.
- Quantity — Gallons (or liters) purchased.
- Total cost — The amount paid.
- Location — Where the fuel was purchased.
Click on any purchase to view its full details.
Use the filters to narrow the list by vehicle, date range, fuel type, or status.

Fuel Types Supported

RouteMate supports a wide range of fuel types to accommodate different vehicles and equipment in your fleet:

Fuel Type	Description
Diesel	Standard diesel fuel, the most common fuel for commercial trucks.
Gasoline	Regular unleaded gasoline for light-duty vehicles.
Propane	Liquefied petroleum gas (LPG) used in some fleet vehicles.
LNG	Liquefied Natural Gas for natural gas-powered vehicles.
CNG	Compressed Natural Gas, another option for natural gas vehicles.
Biodiesel	A renewable diesel alternative made from organic sources.
DEF	Diesel Exhaust Fluid, used in emissions systems (not a fuel, but tracked as a fluid purchase).
Ethanol	Ethanol-blended fuels and flex-fuel options.
Electric	Charging costs for electric or hybrid vehicles.
Other	Any fuel type not covered by the categories above.

Note: Tracking DEF alongside fuel purchases gives you a complete picture of your vehicles’ fluid consumption and helps you plan replenishment schedules.

Purchase Details

When you open an individual fuel purchase record, you can see the full set of details:

Vehicle — The vehicle associated with the purchase.
Driver — The driver who made the purchase (if available).
Date and time — When the transaction occurred.
Location — The fuel station name and address.
Fuel type — The type of fuel purchased.
Quantity — The number of gallons or liters.
Unit price — The price per gallon or liter.
Total cost — The full amount of the transaction.
Odometer reading — The vehicle’s mileage at the time of fueling (if recorded).
Payment method — How the purchase was paid for (fuel card, company card, etc.).

Tip: Encourage your drivers to record the odometer reading at every fuel stop. This data is critical for calculating accurate fuel efficiency (MPG) and catching potential fuel theft or reporting errors.

Importing Fuel Data from External Sources

If your fleet uses fuel cards, you can import fuel purchase data directly into RouteMate instead of entering each transaction manually.

How to import fuel data:

Navigate to Fuel and then Fuel Purchases.
Click Import (or the upload button).
Select the file format that matches your fuel card provider’s export format.
Upload the data file.
RouteMate will parse the file and match transactions to your vehicles.
Review the imported records and confirm.

Supported import sources include major fuel card providers and standard CSV file formats.

Tip: Set up a regular import schedule (weekly or bi-weekly) to keep your fuel data current. This makes your fuel summary reports and IFTA calculations more accurate and reduces the chance of missing transactions.

Managing Pending Fuel Purchases

When fuel data is imported or entered, some transactions may need your review before they are fully processed. These appear in the Pending section.

Transactions may be pending because:

Vehicle matching — The system could not automatically match the transaction to a vehicle in your fleet. You will need to assign the correct vehicle manually.
Duplicate detection — The transaction may be a potential duplicate of an existing record. Review it and confirm whether to keep or discard it.
Data validation — The transaction has missing or unusual data (e.g., an abnormally high quantity or cost) that needs your verification.

How to manage pending purchases:

From the Fuel Purchases page, look for the Pending tab or filter.
Review each pending transaction.
For each item, you can:
- Approve it to add it to your confirmed records.
- Edit it to correct any data issues before approving.
- Reject it to discard the transaction.

Note: Regularly clearing your pending fuel purchases ensures that your fuel reports and cost analysis reflect complete and accurate data.