Actual vs. paper consumption – checking refuelling
The gap between what is on paper and what actually happened tends to be surprisingly large in fuel costs. Comparing actual against paper consumption is one of the most effective ways to gain control over fuel in a company.
Why paper and actual consumption differ
Paper consumption comes from receipts and the manufacturer's figures. Reality is different – it is affected by driving style, vehicle load, the season, the routes and idling. A gap between the official figure and reality is therefore entirely normal.
The problem arises when actual and paper consumption diverge so far that ordinary influences no longer explain it. That is when it is worth looking at whether private journeys, inaccurate receipts or fuel loss lie behind the difference.
How to calculate actual consumption
You arrive at actual consumption by putting two numbers together – how many litres the vehicle filled and how many kilometres it really drove. For that you need accurate records of both.
SaveTrack provides a mileage log with real distances and refuelling records against individual vehicles. From these you calculate the true consumption per 100 km and compare it against expectations.
Checking refuelling step by step
At every refuelling, record the date, the number of litres and the odometer reading. Then compare whether the distance covered matches the fuel filled.
If a vehicle refuels more often or in larger amounts than the routes would suggest, you have a signal to look into it. Checking refuelling in SaveTrack thus works as an ongoing review rather than a one-off stocktake at the end of the year.
What discrepancies reveal
Repeated differences between paper and reality can point to various things – private journeys paid for by the company, filling another vehicle, inaccurate receipts, or a technical fault causing higher consumption.
What matters is that with data you are not estimating but can evidence the difference. The mileage log shows where the vehicle really went and helps distinguish a legitimate difference from a problem.
Regularity is the key
A one-off check reveals little. The real value comes from watching consumption continuously and comparing vehicles and drivers against each other.
SaveTrack reports give you an overview of how consumption develops over time, so you notice a deviation before it grows into a larger cost. The trend is often more telling than a single figure.
Checking consumption with SaveTrack
SaveTrack brings the mileage log, refuelling records and reports together so you can compare actual against paper consumption without manual re-typing and guesswork.
You can start from €6 a month per vehicle, with the GPS unit included on annual payment. The price falls €6 → €5 → €4 with a floor of €4, with no lock-in and the whole of Europe included.
FAQ
Why does my actual consumption not match the manufacturer's figure?
The official figure is indicative and reality is affected by driving style, load, weather and routes. An ordinary difference is normal. The problem is when the gap is not explained by ordinary influences – that is where the mileage log and refuelling checks help.
How do I calculate a vehicle's actual consumption?
You compare the litres filled with the kilometres actually driven. SaveTrack supplies both – a mileage log with precise distances and refuelling records for every vehicle.
How often should I check consumption?
Ideally continuously. SaveTrack reports show how consumption develops over time, so you catch a deviation before it grows into a larger cost.
What can cause a large gap between paper and reality?
Private journeys paid for by the company, filling another vehicle, inaccurate receipts or a technical fault. The mileage log helps distinguish a legitimate difference from a problem.
Do I have to re-type refuelling records by hand?
SaveTrack allows refuelling records directly against vehicles and links them with real distances, so you avoid needless manual comparison and guesswork.
Find out whether your actual consumption matches the paperwork. SaveTrack from €6 a month with no lock-in. Contact: +421 908 918 880, info@savetrack.sk.
GPS tracking from €6/month, with the GPS device included on annual payment.
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