Torek Fuel tracking software
Updated
Fuel tracking is not a folder of receipts. It is a comparison: how much fuel a unit should have used according to its norm, and how much it actually used. The difference is the most valuable number in a fleet — it points either at a technical fault or at the place where money is leaking out.
Torek has a dedicated fuel module: fill entries, versioned norms, automatically flagged anomalies, fuel-card statement imports and a monthly write-off report. All of it sits on the same asset record that already carries mileage and engine hours, so a consumption gap is read next to the service history instead of in a separate file.
| Level | What it looks like | What it tells you | What it cannot tell you |
|---|---|---|---|
| Receipts | Paper in a folder, a total at month end | How much was spent | Anything about why |
| Spreadsheet | Fills and readings typed in by hand | Average consumption per unit | Why the average moves |
| Next to the service history | Consumption beside mileage, engine hours and repairs | The variance and its context | — |
A practical note: the most common mistake is chasing accuracy to the percentage point. The goal is not bookkeeping precision, it is an early signal. Plus eight per cent two months running is a signal even when the absolute figures are rough.
What follows is what the system does today, not a roadmap. The fuel module reads from the same asset record that collects mileage and engine-hour readings.
What the module does not do: it does not pull data directly from fuel stations or card providers’ systems — the statement is downloaded from the provider’s portal and uploaded as a file. It does not track location or use telematics data, and it does not read photographed receipts.
Ten identical vans doing the same work do not need ten separate norms. A norm card holds one norm for all of them, and when the norm changes, the new value applies to every vehicle on the card at once. Vehicles that differ keep norms of their own.
A norm can have a summer and a winter value, and the season dates are the company’s own choice, by month and day; by default winter runs from the start of November to the end of March. Changing a norm or the season dates does not alter earlier calculations or write-off acts — every norm version has its own start date.
A variance with a technical cause should become a record — a defect or a planned job in the maintenance side of the system. And the repair-or-replace decision is always incomplete without the fuel line: it fills in the same per-unit cost picture as labour and parts do. Trip-log mileage does not enter the consumption calculation; instead, mileage from approved trip logs and the readings entered with fill-ups and services build one meter history per vehicle, and preventive-maintenance due dates are forecast from it.
A card statement tells you how much fuel was bought. It does not tell you how much should have been used. The whole point of fuel tracking is the comparison: actual consumption against a norm for that specific unit, and the size of the gap between them.
A gap almost always has a cause — a change in the kind of work, a technical fault, or a discipline problem. Which of the three it is only becomes visible when the fuel data sits next to the maintenance history.
For trucks the norm is usually tied to kilometres, for self-propelled machinery to engine hours. Manufacturer figures are a starting point, but the real norm comes out of your own history: two or three months of actual consumption for that unit doing that kind of work.
Yes. A norm can have a summer and a winter value, and the company sets the season dates itself, by month and day. By default winter runs from the start of November to the end of March.
Changing the dates later does not recalculate earlier months or write-off acts.
A clogged air filter, injectors overdue for service, worn running gear or low tyre pressure rarely announce themselves with a breakdown. They announce themselves with a few per cent more fuel.
That is why fuel numbers are worth far more next to the service history than in a separate spreadsheet — there you can see whether the rise lines up with an approaching service interval.
In three places: readings have to be retyped by hand, formulas break quietly, and the fuel file does not live with the repair history — so “why does this unit drink more?” never gets an answer.
Yes, as a CSV or Excel (.xlsx) file. Circle K, Neste, Viada and Orlen layouts are recognised, along with a generic column mapping. Before anything is saved you can see exactly what will be created, and re-uploading the same file does not duplicate entries.
There is no direct connection to fuel-station systems: the statement is downloaded from the provider’s portal and uploaded here. Fills can also be entered by hand, and a driver enters their own fills and sees only their own records.
Yes — a monthly fuel write-off document as a PDF, for a single unit or for the whole fleet. It shows the odometer at the start and end of the month, the fuel remaining in litres and euros, how much was used by the norm and how much was overspent, the list of fill-ups, a driver summary and CO₂. It is built from the same entries that produce the actual-against-norm figures, so the report and the variance list always show the same numbers.
Whether that form satisfies your own accounting policy is worth checking with your accountant; the requirements differ by country and by the kind of business you run.
A fill-up whose reading is lower than the vehicle’s previous reading, or higher than a later one, is voided automatically with an explanation and left out of the consumption calculation. A backdated fill-up is compared with the readings for that date, so an older receipt entered later is not treated as an error just because the vehicle has driven further since.
Drivers can restore their own fill-up once they have fixed the mistake; a manager can always restore one.
Yes. A company that only needs trip logs and fuel tracking can use just this part, without the repair modules. The trips administrator approves logs, manages fuel norms and creates staff accounts, and the driver sees and fills in only their own trips and fill-ups.
A walkthrough with your asset list and real readings.
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