Fuel card reconciliation: match transactions to vehicles
A fuel card transaction is a claim; the vehicle record is the evidence. Match each transaction on card, vehicle, time window and quantity, then review what does not match. The tolerances are choices you set for your own fleet.
Where ReWheel stands
ReWheel FMS connects supported vehicle information with equipment and operational records for field and institutional operations. A workflow discussion starts from your card and vehicle records.
The four match keys and their tolerances
Choose a tolerance for each
- Card: which vehicle or driver the card is assigned to.
- Vehicle: whether the vehicle was at the station at the time.
- Time window: how far apart the transaction and the vehicle record may be.
- Quantity: whether the litres fit the vehicle and the last fill.
Write each tolerance down and keep it stable for a period. Changing a tolerance partway through a month makes the exceptions impossible to compare.
Exception types worth a review
Review these first
- Volume above the tank size.
- A card used on a vehicle it is not assigned to.
- A transaction when the vehicle was not at the station.
- Two transactions close together on the same card.
An exception is a question, not an accusation. Ask the card holder and the supervisor before drawing a conclusion, and record the answer next to the exception.
Keep three fuel numbers apart: litres bought on the card, litres the vehicle burned, and the money spent. Name the source of each, use the same period and distance for all three, and compare like with like.
One week, two fills
Fuel card reconciliation worksheet
Replace the example rows with your own transactions and set the tolerances for your fleet before you start.
On a small screen, scroll this table horizontally. Keyboard users can focus the table region and use arrow keys.
| Transaction | Card matches vehicle | Vehicle at station | Litres against tank | Outcome |
|---|---|---|---|---|
| Tuesday 14:10, 240 L | Yes | Yes, 14:05 to 14:25 | Above 200 L tank | Exception: review |
| Thursday 09:40, 35 L | Yes | Yes | Within tank size | Accepted |
| Friday 02:15, 60 L | Yes | Not at the station | Within tank size | Exception: vehicle not at the station |
What ReWheel provides
ReWheel FMS connects supported vehicle information with equipment and operational records for field and institutional operations. Vehicle compatibility, data-access requirements, connectivity and installation are assessed per deployment, never assumed.
Continue with ReWheel: Oilfield equipment tracking and rental returns
Discuss your workflow