Fuel & mileage manual
Record every fill-up with its quantity, amount and odometer reading. Reconciling litres with kilometres gives the consumption of each vehicle, and the mileage log tracks the odometer's progress over time.
Overview
The Fuel sub-module records every fill-up: vehicle, supplier (station), date, quantity (litres), amount and odometer reading. By reconciling consumption with the kilometres covered between two fill-ups, Swifto tracks the average consumption per vehicle. The entered odometer reading also feeds the mileage log, the basis for calculating oil-change due dates.
Business goal
- Track every fill-up and its cost
- Calculate consumption per vehicle
- Detect overconsumption / abuse
- Feed the mileage log
Target audience
- Fleet manager — drives the fleet's consumption
- Drivers — enter their fill-ups
- Accounting — fleet fuel cost
Link with maintenance
The mileage entered at each fill-up improves the accuracy of the remaining mileage calculation for oil changes. Every fill-up is linked to a vehicle.
Access and navigation
Fleet management menu → Fuel. The mileage log can be viewed from the vehicle's tracking page.
List of fill-ups
Summary cards at the top (fill-ups, litres, cost, average consumption), then the detailed list of fill-ups.
| Date⇅ | Registration⇅ | Supplier⇅ | Km Dashboard⇅ | Quantity⇅ | Amount⇅ | Action(s) | |
|---|---|---|---|---|---|---|---|
| 22/05/2026 | 123 TUN 4567 | STATION SHELL CHARGUIA | 112,380 | 45.000L | 112.500TND | ||
| 20/05/2026 | 89 TUN 2031 | STATION TOTAL MEGRINE | 97,510 | 60.000L | 150.000TND | ||
| 18/05/2026 | 205 TUN 8842 | STATION AGIL EL OMRANE | 83,940 | 40.000L | 100.000TND |
List columns
| Column | Description |
|---|---|
| Date | Date of the fill-up. |
| Plate number | Vehicle refuelled. |
| Supplier | Service station / fuel supplier. |
| Odometer reading | Odometer at the time of the fill-up (essential for consumption). |
| Quantity | Litres dispensed. |
| Amount | Cost of the fill-up (TND). |
Enter a fill-up
Click New. Enter the vehicle, station, quantity, amount and especially the odometer reading.
The odometer reading is essential
Without the odometer reading, Swifto cannot reconcile litres and kilometres: consumption will not be calculated. Always enter it.
Consumption
Consumption is derived by reconciling the litres dispensed with the kilometres covered between two fill-ups.
Consumption (L/100 km) = Litres dispensed ÷ (Km at current fill-up − Km at previous fill-up) × 100
Quantity dispensed at the fill-up
Odometer difference between 2 fill-ups
Average consumption
Consumption that drifts upward may signal a need for maintenance (filters, tyre pressure) or abnormal use.
Mileage log
The mileage log tracks the vehicle's odometer over time. It aggregates the mileage entered at fill-ups, maintenance visits and oil changes, and serves as the reference for maintenance due dates.
| Date⇅ | Source | Km Dashboard⇅ | Δ km |
|---|---|---|---|
| 22/05/2026 | Fuel fill-up | 112,380 | + 1,120 |
| 09/05/2026 | Fuel fill-up | 111,260 | + 980 |
| 28/04/2026 | Maintenance | 110,280 | + 1,780 |
| 15/04/2026 | Fuel fill-up | 108,500 | — |
The log is updated automatically: every odometer entry (fill-up, maintenance, oil change) adds a row and updates the reference mileage.
Fuel card
A vehicle can be linked to a fuel supplier and a dedicated fuel card, to easily reconcile fill-ups with the provider's billing.
Fuel card
Link the card to the vehicle for tracking by card and by supplier, and simplified reconciliation of statements.
Fuel supplier
The supplier (station / network) is shared with the other modules; it feeds the fuel cost per provider.
Indicators & costs
The summary cards summarize fuel activity over the period.
| Indicator | Meaning |
|---|---|
| Fill-ups (month) | Number of refuellings over the period. |
| Litres | Total volume of fuel consumed. |
| Fuel cost | Total fuel expenditure (TND). |
| Average consumption | L/100 km for the fleet (or the filtered vehicle). |
Filter by vehicle to compare consumption and identify the fleet's most costly units.
Lifecycle (workflow)
flowchart LR A([Fuel fill-up]):::s --> B[Enter odometer + litres + amount]:::p B --> C[(Mileage log)]:::st B --> D([Consumption L/100]):::ok C -.->|reference odometer| E[Oil-change due dates]:::p D -.->|drifts| F([Overconsumption alert]):::ko classDef p fill:#E0F2FE,stroke:#0EA5E9,color:#075985; classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46; classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
Business rules
Odometer required for consumption — without an odometer reading, consumption cannot be calculated; the fill-up is still recorded for its cost.
Log updated automatically — every odometer entry (fill-up, maintenance, oil change) updates the vehicle's shared mileage log.
Increasing mileage — the entered odometer reading must be higher than the previous one; an inconsistent reading skews consumption and due dates.
Vehicle assignment — each fill-up is linked to a vehicle; consumption is always calculated per vehicle.
Roles & permissions
| Action | Fleet manager | Driver | Accountant | Admin |
|---|---|---|---|---|
| View | ✅ | ✅ | ✅ | ✅ |
| Enter a fill-up | ✅ | ✅ | — | ✅ |
| View mileage log | ✅ | ✅ | ✅ | ✅ |
| Manage cards / suppliers | ✅ | — | ✅ | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Day-to-day consumption tracking
At every fill-up of 123 TUN 4567, the driver enters 45 L · 112.500 TND and the odometer reading (112,380 km). Swifto calculates the average consumption and feeds the mileage log.
Detecting overconsumption
A vehicle's consumption rises from 8.4 to 10.8 L/100. The fleet manager triggers a maintenance check (filters, tyre pressure) to return to normal.
FAQ & Tips
Consumption isn't showing?
An odometer reading is probably missing on a fill-up: without mileage, Swifto cannot measure the distance covered between two fill-ups.
An entered odometer reading is lower than the previous one?
Check the entry: the odometer must increase. An inconsistent reading skews consumption and the mileage log.
Tip — fill up completely
For reliable consumption, favour "full-to-full" fill-ups (tank filled completely): the difference in litres then exactly reflects the distance covered.
