FAQs

FuelaFleet Version 1.0 supports the following languages: English, German, Slovak, Polish, Hungarian and Czech. Additional languages ​​will be added as needed. The application language is set automatically based on the language used on your device (mobile, tablet, or computer) and your location settings.

To get started, click the + New button on the top right of your dashboard. Enter your vehicle's make, model, and license plate. Be sure to select your preferred currency (e.g., € or $) and units (km or miles). Most importantly, enter your Start Odometer—this gives the app the baseline to calculate all your future fuel consumption and trip distances!

Go to the Drivers tab and create a profile for your driver. Then, go to your Vehicle's Settings and select that driver from the "Assigned Driver" dropdown. The app creates a smart two-way link: If you click on a vehicle, you can see its current driver. If you look at a driver's profile, you will see a list of every car they have driven, along with their total distance.

To give you the most accurate financial data, the app uses two different calculations. The Monthly Breakdown table calculates distance directly from your Fuel Fill-ups to show true fuel consumption. Your Logbook tracks individual trips. Our advanced CSV export actually shows you both distances side-by-side so you can audit your drivers!

If you start a trip but haven't reached your destination, simply click "+ Add Trip", enter your starting location, and leave the "End Time" and "End Odometer" blank. FuelaFleet will pin this to the top of your dashboard as a highly visible "Trip in Progress". When you park, just click "Finish" to complete the log!

In a driver's profile, enter their "Hourly Pay Rate" or "Pay per Distance". Every time that driver logs a trip in the Logbook, FuelaFleet runs the math in the background. Open the driver's profile, click "Payroll History", and you will see a beautifully organized accordion showing exactly what they earned month by month.

The Action Center (the Bell icon) is your fleet's brain. It automatically scans your data and alerts you if an Inspection, Emissions test, or Insurance policy is expiring within 14 days. It also tracks custom tasks (like "Change brake pads"), upcoming oil changes, and even alerts you to driver birthdays and work anniversaries!

Whenever you log a future date in FuelaFleet (like an upcoming service task, or an expiring Vignette), look for the small Google Calendar (+) icon next to the date. Clicking it instantly opens your Google Calendar with the event title, vehicle name, and date already pre-filled. Just hit "Save"!

Every major tab (Fuel, Service, Logbook, Documents) features a pill-shaped search bar. You don't need to press enter—just start typing! Type a gas station name, a route destination, or a document title, and the table will instantly filter to show only matching results. Click the "X" to clear it and see everything again.

No. FuelaFleet connects directly to your ELM327/Vgate Bluetooth scanner locally and reads RPM, speed and other vehicle information.

Yes! FuelaFleet features a bulletproof CSV import engine. You can easily import years of fuel logs, service receipts, trips, drivers, fuel cards. The app will even auto-calculate missing distances for you.

Go to guides: How to import data?

Moving to FuelaFleet is easy.

First, go to any tab (Fuel, Logbook, or Service) and click the "Import" (CSV) button. This will open a modal window. Under Select Data Type field you will see a "Download Empty CSV Template" link - a blank template showing you exactly how FuelaFleet expects your columns to be named. Paste your old data into that template, click Run Import button, and your entire history will populate instantly!

How to import Fuel logs?

How to import Services, Expenses and Taxes?

How to import Logbook/Trips?

YES!

Whenever a user clicks "Delete" button or mark "Remove" on a document, fuel receipt, or driver photo, the app permanently deletes the file from the server. The user will see 'Delete? Are you sure?' pop-ups on the delete buttons—to prevent accidental clicks! Remove doesn't have a pop-up window.

A Driver can edit/delete their own refuel ONLY IF it is the most recent log. If another driver or admin has already added a newer trip/refuel with a higher odometer, the refuel becomes permanently locked to prevent messing up the historical odometer curve.

We use the browser's local storage. If a user types 23% for Fuel, their phone will remember 23 and automatically pre-fill it the next time they open the Add Fuel modal. If they type 20% for Service, it remembers 20 independently. It works instantly!

His password is automatically cancelled, and his profile switches to "Archived" status.
If we change the driver's status from "Archived" to "Active," his app access must be reactivated; otherwise, he will not be able to log in.

Yes. Simply use the "Forgot password" function.

INACTIVE (Temporary Leave):

Use this if the driver is on a 2-month medical leave, maternity leave, or suspended.

What happens: Their app login stays active. However, their name is hidden from the "Add Fuel" and "Add Trip" dropdowns so nobody accidentally assigns them a vehicle while they are in the hospital.

ARCHIVED (Contract Ended):

Use this if the driver is fired, quits, or the contract is completely over.

What happens: Their app login is instantly and permanently destroyed to protect company data. They are moved to the bottom of the screen. If they are re-hired a year later, you can simply un-archive them and generate a fresh password.

FuelaFleet is a SaaS solution, meaning it operates entirely online. Drivers cannot add trips while offline.

For instance, if Driver A and Driver B both click the "Save" button at the exact same moment—down to the millisecond—the FuelaFleet system places Driver B into a queue.

Similarly, if a large CSV file is being imported (initiated, for example, by Driver A), Driver B will see a loading animation for a few seconds until the import is complete; their refueling record will then be saved without any issues. This entire process takes only a fraction of a second.

If the numbers are missing or unreadable, they will be automatically calculated from the existing data when entered into the application—right before your eyes.

The VAT rate is not set globally. You can specify it individually for each entry (e.g., for refueling, charging, etc.).

For example, if you enter 23% for your first refueling, you do not need to re-enter it for the next one, as the value remains stored in your browser's memory. You might use a 20% rate for charging, 5% for vehicle servicing, 21% for tire changes, and so on. If you need to change a value, simply overwrite it, and the application will automatically recalculate the total amount.

Each entry can have its own specific VAT rate.

A different reward can be set for each trip, either based on the distance traveled—i.e., a reward per kilometer/mile—or as an hourly rate.

Fuel purchases can only be compared manually, based on the date, price, and location of the purchase. Missing records must be added manually—the application is not yet integrated with banks. When importing data from fuel cards, duplicate records are imported only once.

For each vehicle, you can set up service intervals based on mileage (km/miles) or a specific date—whichever comes first. Reminders appear directly within the app, while alerts for the entire fleet are sent to the administrator’s email and via Telegram.

The driver approves the trip, expense report, and payroll separately. Since the trip has already been approved, it cannot be rejected at this stage. Expense reports and payroll can be reopened for approval; however, only an administrator or manager has the authority to unlock them. Before providing approval, the driver should ensure that all data is correct.

The application does not use an external GPS module; instead, distance is calculated based on the odometer reading (km/miles) entered by the driver at the beginning and end of a trip. A route is also generated via Google Maps based on the addresses provided, though this serves only as a reference. This route on the map can be adjusted to match the actual path taken. Modifying the route on the map does not affect the calculated distance traveled.

At the start of a trip, the driver selects whether it is a private or a business trip. Private and business trips are distinguished using colours and names. Private trips are not included in expenses.

Accountants can be granted access to the company account, but with permissions limited to reading and exporting CSV and PDF files. They can see which business trips, expense reports and payrolls have been approved and which have not. If reports lack a digital timestamp, it means they have not yet been approved and are in a "pending" status.

Once approved, both the business trip and the expenses are locked; they can only be reopened by an administrator or a manager. The entire expense approval process—including digital timestamps—must then be completed again from the beginning.

Only the manager can see the fleet statistics and, by analyzing fuel consumption and the trip log, detect unrealistic jumps in mileage. The application always uses the most recent odometer reading and prevents the entry of a lower value.