Fuel & Mileage Tracking - Fleet & Logistics

Overview

Fuel & Mileage Tracking records two kinds of log entries against a vehicle from Vehicle Registry: Refuel entries (liters, cost per liter, station, auto-computed total cost) and Mileage Update entries (a plain odometer reading with no fuel data). Both share the same date, driver, and mileage fields.

Quick Start

Open Fleet & Logistics → Fuel & Mileage Tracking from the sidebar.
Click Add Log and select the vehicle.
Search and pick the driver — the picker searches every employee with the driver capability across the tenant, regardless of department or add-on domain — then set the date and current mileage.
Choose the log type — Refuel or Mileage Update.
For refuels, enter liters and cost per liter — the total cost is computed automatically as you type. Optionally record the station name.
Save. The stat tiles and the log table update immediately.

Use Mileage Update Between Refuels

If a vehicle's odometer needs correcting or you want a mileage checkpoint without a fuel purchase, log a Mileage Update instead of a Refuel — it skips the fuel-specific fields entirely.

Stat Tiles

Tile	What It Shows
Total Cost	Sum of all refuel costs logged this calendar month.
Total Liters	Sum of all liters logged this calendar month, across refuel entries only.
Total Mileage	The highest odometer reading recorded across all vehicles and logs.
Avg. Cost / Liter	Average cost per liter across this month's refuels, useful for spotting fuel price trends.

Editing & Deleting an Entry

Each row in the log table has two row actions, in this order: Edit (pencil icon) and Delete (trash icon), under the Actions column.

Click Edit to reopen the same modal used for adding a log, pre-filled with that entry's values — change any field, including the vehicle, driver, log type, or amounts, and save to update the entry in place.
Click Delete to remove the entry, with an inline confirmation before anything is removed.

Filtering & Search

The All / Refuel / Mileage Update tabs filter the log table by entry type, each with a live count. The search box matches against vehicle plate, driver name, and station name.

Multi-Select & Bulk Actions

The log table supports selecting multiple rows at once, using the same checkbox style as My Workspace screens — its shape (circle or square) and check-icon visibility both follow your Settings → Appearance preference.

Select All / Individual Rows

Click the header checkbox to select every log entry currently matching your search and tab, or check individual rows one at a time. A dash indicator shows when only some visible rows are selected.

Bulk Delete

Delete every selected log entry in one action, with an inline confirmation before anything is removed.

The selection toolbar appears above the table only when at least one row is selected, and includes a Clear action to deselect everything.

AI Assistant

Fuel & Mileage Tracking includes a right-edge AI Assistant panel that can analyze your fuel and mileage data and answer natural-language questions about it.

Cost Analysis

Ask which vehicles or drivers have the highest fuel spend, and get a total fleet fuel-cost summary.

Trend Review

Check whether the average cost per liter is trending up or down across your logged entries.

Station Patterns

Find out which fuel stations are used most often across the fleet.

Mileage Review

Flag vehicles with unusually high mileage or rapid mileage growth.

Selection Sets the Context

If you select one or more log entries before opening the assistant, only those entries are sent as context for your question. With nothing selected, the assistant analyzes every entry currently visible in the table (respecting your active search and tab).

Frequently Asked Questions

Does logging a fuel entry update the vehicle's mileage in Vehicle Registry?

No — the mileage entered here is stored on the fuel log itself, not written back to the vehicle record in Vehicle Registry. Update the vehicle's mileage there separately if you want it reflected on the vehicle record.

Can I edit a log entry after saving it?

Yes — click the Edit icon in the Actions column for that row. The Add/Edit modal opens pre-filled with the entry's current values; change what's needed and save.

Can I export the fuel log?

Yes — the Export button downloads the currently filtered log list as a CSV file.