Fuel Log Template: Editable Sheet, Free Printable PDF
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What is a Fuel Log Template?
A fuel log template is a structured layout created to track the fuel consumption of a fleet. Tracking fuel consumption helps manage fuel expenses, usage per vehicle, and mileage. This is necessary as part of good fleet management initiatives to identify a vehicle’s fuel efficiency as it relates to the effectiveness of fleet maintenance or the way the vehicle is handled by the driver. An effective fuel log template helps with maintenance planning, tracing potential issues in both maintenance and resource management, as well as reducing costs.
Compare this Log Sheet to manual paper-based logs or Excel formats
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Who should use a fuel log template?
A fuel log template can be particularly helpful for fleet managers and fleet operators. This is because it, by itself, is already a monitoring system and a record-keeping form. The data captured by a fuel log is integral for fuel management. To calculate the fuel expense versus its usage, the fleet manager can use it to control costs, improve routes, analyze, and add inspections to see if the efficiency is related to the condition of the vehicle. For drivers, the records are for the sake of accountability and transparency to the management of resources within their control.
Most companies would maintain a manual log form or an excel sheet however there are known disadvantages that would prevent them to reap the benefits. For example, manual entries are prone to human errors such as missed entries, tampering the data, or data entry mistakes. A digital fuel log template such as this can reduce these errors, and you can configure it to add photos of receipts and other necessary proof of transactions. Plus, fleet managers can also monitor it real time. Ultimately, fuel log templates should be used by fleet companies who aim to improve their fuel monitoring system.
How can logs help fleet performance improvement?
Fleet performance is measured according to key performance indicators (KPI) that illustrate the effectiveness of the fleet management efforts and fuel log can indicate the total consumption of a fleet over a period which makes it an important tool in improving overall fleet performance.
A fuel log template can contribute to the following in terms of improving KPI:
• When aiming for optimum vehicle health in terms of fuel efficiency. Tracking consumption can help in pinpointing problems or issues when the efficiency declines especially if its traceable to a certain vehicle.
• Improve transportation routes based on fuel consumption in combination with advance technologies such as route improvement software and GPS tracking, fuel logs are a tool for identifying opportunities to make efficient routes.
• Supports preventive maintenance scheduling as accurate and consistent fuel logging which provides a running history of vehicle usage that aligns with the goal of proactive maintenance strategy in fleet maintenance.
• Assess driver behavior and how it affects fuel efficiency. According to a study, “Aggressive driving is observed to create 23% increase in fuel consumption.”
All these contributions show that fuel log template creates a clear metric for evaluating fuel efficiency and business cost accuracy and helps the fleet managers decide based on data-driven decisions. Using a fuel log template is a proactive fleet maintenance approach that helps improve the overall fleet performance. And because this fuel log template is digital and powered by an efficient fleet maintenance software, it simplifies the record keeping process, can be integrated with other fleet maintenance documents and records are streamlined in one location for easy access and review.
Fuel Card vs. Fuel Log: Which one is more effective?
Fuel cards and fuel log templates are worthy comparisons in terms of fuel cost control and tracking as both are advantageous in these areas. But which one is more effective? Do you need to have both or just one?
Fuel cards or fleet cards work just as well as payment cards with the goal of controlling fuel expenses and monitoring consumption. They require minimal driver intervention which means lesser entry error and tampering in terms of data gathering and it allows for budget management, cost control, and tracking. For their ease and mobility, a lot of fleet companies prefer to use fuel cards, and drivers do not need to carry cash or worry about receipts on a regular basis.
However, they don’t function the same as a digital fuel log and should not replace a fuel log template in terms of fuel efficiency performance tracking, and they’re not flexible enough to be vehicle specific. Fuel cards must be assigned to a specific vehicle or driver in order to track the usage in detail. The fleet manager must extract a report from the card transactions to gather data—something that is an extra step and isn’t necessary when using fuel log templates especially if it’s made using a fleet management software such as Dashpivot because this means it’s already mobile and convenient and the fact that data can be gathered real time.
Finally, while fuel cards make purchasing simple, their data should not be the standalone tool for data tracking because a fuel log provides better performance results for the fleet, making it both useful but not interchangeable.
Why use a digital sheet over a basic printable fuel log?
Considering the advantages of a fuel log, switching to a digital version would only make your fleet operations improve performance, accuracy, overall efficiency and eliminating the struggles with paper-based fuel logs. Electronic fuel log templates would improve daily operations of the fleet in the following ways:
Efficient Fuel Consumption Tracking – Fuel consumption tracking using paper-based forms means extracting data from mounds of paper and copying it to an Excel file, for example. When you use a fuel log template that has trend analysis tool capabilities, you have both a data collection tool and analytics right on your mobile.
Improved Fuel Management – Fuel management means managing the consumption, improving cost, and streamlining operations. The detailed data and insights into fuel usage brought by digital logs can help identify areas where fuel consumption and its costs can be reduced.
Accurate and Structured Data Collection – Digital fuel logs effectively reduce human errors from manual entries or sloppy penmanship in paper-based fuel logs and the difficulty in sorting all these forms and using a digital fuel log within a software platform makes forms instantly searchable for quick analysis and reporting.
Access control and durability – Digital fuel logs are less prone to loss, damage or destruction and what increases the chance of tampering data is when a truck driver for instance forgot or missed logging because the paper-form is loss or damage. Using a fuel log template powered by a software such as Dashpivot means data is securely stored in the cloud and protected from loss or damage.
In conclusion, digital fuel log templates especially powered by an effective fleet maintenance software offers a more efficient, accurate, and accessible way to track and manage fuel usage while ensuring the data protection which eventually leads to improved fleet management and cost savings.
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This smart sheet was generated with Dashpivot
Enhance your fuel management strategies by using a fuel log templates in a digital format:
- Access, fill out and compile Fuel Log Template from any device - mobile, tablet or computer.
- Print, download or send your Fuel Log Template as perfectly formatted PDF documents with your company logo for billing or compliance.
- Store your Fuel Log Template checklists securely online, where they can be searched and found in seconds
- Invite internal and external parties to see, edit and sign off Fuel Log Template online.
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