Fuel Costs Calculator for Fleet Vehicles

Fuel represents one of the highest fleet costs. Keep it under control with our fuel costs calculator.
Fuel costs calculator for fleets

Fuel costs account for a whopping 25% of the total cost of running a fleet. In addition to proper driver behaviour and a well-planned vehicle maintenance schedule, a surefire way to reduce fuel costs is to track your fleet’s fuel consumption.

To ensure you know exactly where your fuel is going, download our free fuel cost calculator:

Download: Fuel Costs Calculator for Fleet Vehicles


Why Fuel Tracking Is Important?

There are a couple key reasons why tracking your fleet’s fuel consumption is so important. First and foremost, fuel is the second biggest cost of a fleet. If you’re not carefully tracking your fleet’s fuel usage and reducing your fuel intake wherever possible, you could inadvertently be lowering your bottom line. 

fuel costs calculator and fuel tracking

Second, your fleet’s fuel usage directly contributes to your company’s carbon footprint. The UK government is gradually pushing companies to run greener fleets and is committed to reducing the impact organisations have on the environment. It’s now offering certain tax incentives to companies that are actively working towards reducing their carbon footprint. 

Therefore, it makes sense — both financially and ethically — to track your fleet’s fuel usage and reduce it wherever possible. 

Read more: How Fleet Tracking Promotes a Greener Fleet 

How to Track Your Fleet’s Fuel Usage 

You have three options when it comes to fuel tracking: fuel cards, a fleet management system and a pen-and-paper fuel planner. It’s recommended that you combine two or more of the following fuel tracking methods to ensure you’re saving the most on fuel when possible. 

1. Fuel Cards

Fuel cards are a type of payment card that your drivers can use for vehicle-only businesses purposes (i.e. petrol and related services). Many fuel cards condense your fleet’s fuel use into a single account, which makes it much easier to track the fuel usage amongst all of your vehicles. Fuel cards are beneficial for SMEs as well as larger organisations, so they’re certainly worth looking into.  

2. Fleet Management System 

Research has shown that investing in a fleet management system like Fleet Geo can reduce fuel costs by up to 10%. A fleet management system documents the routes of each of your vehicles. You can review this data retrospectively and optimise routes where needed to reduce mileage and subsequently your fuel costs. 

Another bonus to recording the exact routes of your vehicles is that you can use the logged mileage to calculate your estimated fuel costs to date. FleetNews has excellent fuel calculators, including a car fuel cost calculator and a van fuel cost calculator. Inputting your fleet’s mileage into fuel calculators like these will help you ballpark your fuel usage and set achievable goals for reducing it. 

3. Downloadable Fuel Planner 

The final option available for tracking your fleet’s fuel usage is a trusty paper log. To save you the hassle of making your own, there are many downloadable templates available online often free to download. Vimcar’s team of experts have created a Fuel Cost Calculator for you to download, simply use the link at the beginning of this article.

How You Can Save Money on Fuel 

You can save money on fuel by educating your drivers on proper driver behaviour and practicing good vehicle maintenance. Vimcar has an entire guide to cutting fuel costs, but here’s an overview of the key ways your fleet can start saving money: 

fuel costs calculator helps to save money
  • Train drivers on fuel-efficient driving styles 
  • Avoid driving during rush hour 
  • Avoid speeding and quick braking
  • Use energy-saving tyres 
  • Switch off unnecessary electronics in the vehicle 
  • Drive with cruise control, when possible 
  • Utilise a fleet management system to track mileage and examine driver behaviour 

Ready to Start Reducing Your Fuel Costs? 

Fuel is the second largest cost of a fleet, and tracking your fleet’s fuel usage is one of the best ways to start cutting costs. Once you’ve plugged the necessary data into a fuel costs calculator to estimate how much fuel your fleet is currently using, you can begin tracking your fuel usage. The easiest ways to track fuel usage are fuel cards, a paper fuel planner and / or a digital fleet tracking system like Fleet Geo. 

Our team of fleet tracking experts are on call to answer any questions you have about tracking your fuel usage with Fleet Geo and how you can reduce overall fleet costs.


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