Fuel Operations

Account for every litre — from suppliers and tanks through to dispensing, deliveries, and per-vehicle efficiency — with AI detectors that flag theft and waste.

Fuel Operations runs on top of the Fleet module. If you don't see Fuel in your sidebar, ask your Soundial administrator to enable it.

Set up: suppliers, then tanks

Add a supplier

Create your fuel suppliers first — name, contact, fuel types and pricing.

Fuel›Suppliers

Add a tank

Fuel›Tanks

A tank must be linked to a supplier, so create at least one supplier before adding tanks.

Withdrawals & deliveries

Log a withdrawal

Record fuel dispensed to a vehicle, a piece of equipment, or a remote site — litres, cost and odometer.

Fuel›Withdrawals

Record deliveries & readings

Log tank deliveries and periodic dip readings so stock-on-hand stays accurate.

Log a tank reading regularly — the stock-on-hand chart uses your actual readings, not an estimate.

Reversals & approvals

Reverse a mistake

Keyed 800 L instead of 80 L? Open the withdrawal and choose Reverse. The record is kept for audit and marked Reversed, and the tank volume, the FIFO batch, the GL entry and the employee's allowance are all restored.

Fuel›Withdrawals›(a record)›Reverse

Require approval for large dispenses

On the Compliance page set “Approve over J$…”. Any dispense above that amount is recorded as normal but flagged Pending; a manager then Approves it (it stands) or Rejects it (it's reversed).

Fuel›Compliance

Because the fuel has already flowed at the pump, approval is a post-dispense review, not a block — pending withdrawals appear in the Fuel operations inbox and on the withdrawal log (filter Pending).

Fuel ↔ Maintenance (work orders on tanks)

A fuel tank or pump is a maintainable asset. From a fuel AI alert choose Raise work order to send a repair to the CMMS against that tank; the tank shows in the maintenance asset registry. Completing that work order automatically returns the tank to service, and the Fuel operations inbox surfaces any open work orders or overdue preventive maintenance on your tanks.

This needs the Maintenance (CMMS) module enabled alongside Fuel.

The Fuel dashboard

See diesel and gasoline on hand, days of runway, dispensed-today totals, low-tank alerts, and month-over-month consumption against your target.

Fuel›Fuel Dashboard

Efficiency & eco driving

Vehicle Fuel Efficiency

Per-vehicle km/L against the fleet average, with trends over time.

Fuel›Vehicle Fuel Efficiency

Eco Driving

Driver eco-scores based on efficiency and consistency.

Fuel›Eco Driving

AI Fuel Operations (add-on)

With the add-on enabled, three always-on detectors watch your fuel: tank-shrinkage (volume disappearing without a logged withdrawal), excessive withdrawals (a vehicle or driver taking more than its pattern), and efficiency anomalies (a sudden km/L drop). Each alert comes with an estimated loss and a recommended action, pinned on the Fuel dashboard.

Not enabled? The Fuel dashboard shows a one-click request to turn it on.