To track fuel usage in Gearbelt, capture asset readings (hours or kilometres) and fuel data (litres per asset), then export both and assess them in Excel to calculate fuel burn rate (L/hr).
Tracking fuel usage per asset in Gearbelt helps you identify inefficient machines, detect unusual consumption, and control operating costs. This process combines asset unit readings with fuel consumption data to calculate fuel efficiency across your fleet, enabling better operational insights and decision-making.
Prerequisites
Before you begin make sure you have the following:
Plan: All Plan Types
Permission: Gearbelt Contributor
Skills Required: QR scanning, data analysis
Device Type: Computer/Browser, Tab/Mobile Device
Subscription: Gearbelt, Excel
Step-by-Step Instructions
Step 1: Capture fuel data and asset unit readings
You need two things:
A record of each asset’s readings
A record of fuel usage per asset
Asset unit readings
In Gearbelt, operators complete daily inspections against each asset, logging unit readings such as engine hours, kilometres, or miles. These are stored as reading logs, creating a historical record. Users can scan asset-specific QR codes to log readings directly.
Fuel data
Option A: External fuel provider
If your fuel is supplied by an external provider (e.g. Mini Tankers, fuel card company, or bulk supplier), export a monthly transaction report including:
Asset/plant number
Litres dispensed
Date
Option B: Capture fuel directly in Gearbelt
If you manage fuel internally (e.g. on-site bowser or fuel truck):
Create an inspection form for fuel operators
Add a required numeric field for litres
Have operators scan the asset QR code to log fuel
Step 2: Export your data
At the end of each month (or reporting period), export:
Gearbelt inspection data
Go to the Inspection Register
Filter by relevant inspections (e.g. pre-starts)
Select date range
Export to Excel
Fuel data export:
Option A (External provider): Export the fuel transaction report from your provider for the same period. This gives you litres dispensed per asset.
Option B (Gearbelt): Filter by your fuel-capturing inspection form in the Inspection Register and export. This gives you litres logged per asset.
Ensure both exports use the same date range.
Step 3: Paste into the fuel efficiency template and review
We've built a ready-made Excel template that does the analysis for you.
Paste your Gearbelt inspection data into the Inspections sheet
Paste your fuel provider data into the Fuel sheet
Refresh the pivot table
The template automatically calculates:
Total hours for the month per asset (delta between earliest and latest reading)
Total fuel used per asset (sum of litres dispensed)
Fuel efficiency and burn (L/hr) litres per engine hour for each asset
What to look for
Once you have your efficiency numbers, the key things to watch for:
High L/hr outliers: May indicate mechanical issues, excessive idling, or incorrect data
Fuel logged with no hours: Could signal missed inspections or data gaps
Fuel usage with zero recorded hours: May indicate theft, incorrect entries, or unlogged usage
Month-on-month changes: Sudden increases in L/hr are worth investigating
FAQ
How often should I run this?
Monthly is recommended to balance trend visibility and data clarity.
What if my fuel provider uses different asset names than Gearbelt?
Ensure asset IDs match between datasets or add a mapping column to align them.
Can I track fuel cost as well as volume?
Yes, if cost data is included in your fuel export, you can extend the template to calculate cost per hour or per asset.
Can I automate this in Gearbelt?
Currently the export and template step is manual. We're exploring ways to streamline this with Flowsite. If automated fuel reporting is important to your operation, let us know.
Need help setting up fuel tracking for your fleet? Contact our team at [email protected] or reach out to your account manager.