Receipt missing
Ask the driver for the receipt or an explanation; retain the response and reviewer decision.
Close when evidence is accepted or the exception is documented.Fleet fuel management system
Track fuel costs and resolve unusual purchases
Keep each fuel purchase with its vehicle, driver, odometer reading, and receipt. Calculate cost and valid fuel-use measures, then review unusual entries with the driver.
Use Jodoo to record purchases and review receipts, mileage and exceptions. Connect a fuel-card or telematics provider when you need automatic transaction or vehicle data.
Start with Jodoo’s Free plan for up to five users. No credit card required.
- Keep the receipt and odometer reading with each purchase
- Calculate cost and distance from the entered values
- Review unusual entries with the driver’s response and a recorded decision
Inside the working appTwenty populated fuel entries plus receipt, price, odometer, and efficiency exceptions in waiting, correction, approved, and completed states.Adapt it to your fleetChange fuel types, suppliers, receipt rules, thresholds, reviewers, escalation paths, vehicle groups, formulas, and dashboards without rewriting the application.
Choose purchase tracking, card controls, pump control, or vehicle telemetry
“Fuel management system” can mean different things. Use the source of the problem to decide what belongs in your first setup.
Your needSuitable systemWhere Jodoo helps
Missing receipts or unexplained purchases
Mobile purchase log with receipt review and vehicle history.
Link purchases to the vehicle, calculate cost, and keep corrections and reviewer decisions together.
Control spending at service stations
Fuel-card provider with merchant, fuel, time and spending controls.
Review imported transactions and record the explanation for exceptions. Card authorization remains with the provider.
Control an on-site fuel tank
Pump controller, driver identification and tank-monitoring hardware.
Track deliveries, approvals and discrepancies alongside hardware records. Jodoo does not operate the pump.
Measure idling or possible fuel loss
Telematics and suitable sensors with reliable time-stamped vehicle data.
Assign investigations and track their outcome. A manually entered odometer cannot prove idling or theft.
Separate purchase cost from fuel efficiency
Example: a full-to-full fill of 50 litres at $1.60 per litre costs $80. If the vehicle travelled 400 km, consumption is 12.5 L/100 km (8 km/L). These are example inputs, not a fleet benchmark.
SituationCorrect treatmentReason
Partial fill
Record the purchase cost; wait for a complete full-to-full interval before interpreting efficiency.
Fuel purchased is not necessarily fuel consumed over that distance.
Odometer goes backward
Check typing errors, units or a replaced meter before accepting the interval.
A negative distance is a data problem, not an efficiency result.
Same vehicle, higher consumption
Compare load, route, idle time, season and maintenance history before deciding what changed.
Do not compare a loaded site truck with a lightly used passenger car.
Trace fuel totals back to receipts and odometer readings
A useful fuel metric can be traced back to the vehicle, date, odometer, receipt, and business explanation.
MeasureRequired source fieldsHow to use it
Total fuel cost
Quantity, unit price, total, date, supplier, vehicle, and cost center if used.
Review spend by period and vehicle; open unusual entries before treating them as a trend.
Distance between fills
Current and prior odometer readings in a consistent unit.
Detect gaps and impossible sequences; do not calculate from an unverified reading.
Fuel efficiency
Fuel quantity and distance for the same operating interval.
Compare a vehicle with its own recent pattern and operating context, not one universal threshold.
Receipt completeness
Attachment state, readability, entry reference, response, and review status.
Assign missing receipts to a reviewer and keep them visible until corrected or accepted with an explanation.
Policy exception rate
Policy result, exception type, reason, driver response, decision, and closure.
Find recurring data or operating problems—not merely count exceptions.
Give each fuel exception a proportionate response
Different problems need different evidence and owners. One generic “flagged” status is not enough.
Price above threshold
Compare location, supplier, fuel type, and operating need before approving or escalating.
Do not treat a remote-site premium as fraud by default.Odometer sequence fails
Return the entry for correction while preserving the original value and decision history.
Exclude invalid readings from efficiency comparisons until corrected.Efficiency changes materially
Check data quality, route or load context, tyre pressure, idling, and possible vehicle condition.
Create a vehicle check when the evidence supports it.Use Jodoo for fuel reviews that need to change with your business
Add a supplier, adjust a receipt rule, or give site managers their own review view while keeping purchase history together.
QuestionJodoo is a strong fit forUse a specialist product for
Data capture
Mobile fuel and odometer entries, receipts, corrections, policy choices, review, approval, and audit history.
Fuel-card transaction feeds, tank level sensors, pump authorization, or automated engine data.
Operating control
Exception queues, owner and due-date workflows, vehicle-linked cost views, and adaptable rules.
Real-time idling, live location, route-level fuel optimization, theft detection, or OEM diagnostics.
Integration
Receive or send data through available APIs and integrations, then manage the human exception process.
Keep the hardware or card provider as the authoritative transaction and telemetry source.
Build fuel reporting that can be checked and acted on
Reliable analysis starts with consistent units, validated odometer data, and transparent exception decisions.
What should fleet fuel management software track?
Track vehicle, driver, date, fuel type, quantity, unit price, total cost, supplier, odometer, distance, receipt, policy result, exception reason, reviewer, decision, and closure.
Can Jodoo calculate fuel efficiency?
Yes, when quantity and valid distance data are available. Define the unit and formula clearly, and prevent incorrect odometer sequences from silently changing the result.
Does Jodoo connect directly to fuel cards?
This app starts with entered fuel purchases. To bring in card transactions, check whether your provider offers an API or export, then configure the import, vehicle matching and exception review. A card feed is not included in the sample app.
How should we flag high fuel use?
Compare a vehicle with its own recent pattern and relevant operating context. Route material changes for review instead of relying on one threshold for every vehicle and duty cycle.
Can a driver submit a receipt by phone?
Yes. The mobile form captures the vehicle, driver, odometer, quantity, cost, supplier, and receipt in the same entry.
Can the policy change without rebuilding the app?
Yes. A trained administrator can change controlled choices, thresholds, review routes, responsibilities, views, and dashboards as the fleet policy evolves.
Test the exception path
Open the Jodoo fleet applicationTry submitting and reviewing a fuel purchase
Open the populated app to see how the driver response, manager decision, correction, and vehicle-level dashboard remain connected.