Fuel Management KPIs You Need to Track

Measure Fuel Efficiency Across Your Fleet

What it measures: Fuel efficiency shows how effectively your vehicles and equipment are using fuel, typically measured in miles per gallon (MPG) or hours per gallon for stationary equipment.

Why it matters: This fuel management KPI highlights underperforming vehicles that may need maintenance or replacement. Poor fuel efficiency usually means higher operating costs and increased emissions.

How to act on it: Use efficiency data to schedule preventive maintenance, optimize routes, or identify aging vehicles that cost more to operate than they’re worth keeping in service.

Track Idle Time to Reduce Waste

What it measures: Idle time tracks how long engines are running without performing productive work.

Why it matters: Excessive idling is one of the most common causes of fuel waste. It also increases wear and tear on engines and inflates emissions output.

How to act on it: Set benchmarks for acceptable idle time (many fleets target less than 10% of total engine hours) and coach drivers to shut down equipment when not in use. Some systems allow automatic alerts if idle thresholds are exceeded.

Monitor Unauthorized Fuel Use

What it measures: This KPI captures any fueling activity outside of approved hours, locations, or personnel.

Why it matters: Unauthorized fueling is often the first sign of theft or misuse. Even small thefts can cost thousands of dollars over a year.

How to act on it: Tie every gallon to a specific vehicle, driver, or job. Review flagged transactions regularly and investigate discrepancies quickly. If theft is confirmed, tighten access controls with PIN codes, RFID cards, or geofencing.

Calculate Cost Per Mile (or Hour)

What it measures: Cost per mile takes total fuel spend and divides it by miles driven. For stationary equipment, calculate cost per hour of operation.

Why it matters: This metric gives you a clear picture of operating costs across different vehicles or job sites. It’s an excellent way to compare performance and spot outliers.

How to act on it: Use this data to adjust driver routes, shift schedules, or fuel purchasing strategies. A consistently high cost per mile may indicate poor driving habits, mechanical issues, or inefficient routing.

Analyze Fuel Variance

What it measures: Fuel variance compares the amount of fuel purchased with the amount dispensed or recorded as used.

Why it matters: A high variance signals problems like leaks, theft, or errors in tracking. Left unchecked, this fuel management KPI can represent a major source of financial loss.

How to act on it: Audit your fuel management system to ensure all transactions are being logged. If discrepancies persist, inspect tanks for leaks or investigate potential theft.

Data is only powerful if you act on it. Link2Pump’s fuel management analytics help you track the KPIs that matter most so you can cut waste, prevent theft, and improve performance.

How We Power Analytics

Track Emissions and Environmental Impact

What it measures: Emissions tracking uses fuel data to estimate greenhouse gas output for your fleet.

Why it matters: Many companies must meet regulatory requirements or corporate sustainability goals. This KPI helps prove compliance and shows progress toward emission reduction targets.

How to act on it: Use emissions data to identify the biggest contributors in your fleet, then consider upgrading to more efficient equipment or alternative fuels. This also provides data for ESG reports or sustainability audits.

Monitor Maintenance Alerts and Downtime

What it measures: This KPI tracks when maintenance is due, overdue, or linked to fuel usage patterns (e.g., clogged filters causing lower efficiency).

Why it matters: Unplanned downtime is expensive. Preventive maintenance based on actual fuel data keeps vehicles running longer and more reliably.

How to act on it: Set automated reminders for maintenance intervals based on fuel usage or engine hours. This keeps your fleet in top shape and prevents costly breakdowns.

Review Fuel Purchase Trends

What it measures: This fuel management KPI looks at where, when, and at what price fuel is purchased.

Why it matters: Tracking trends helps identify cost-saving opportunities, such as bulk buying or negotiating supplier contracts.

How to act on it: Use purchase data to find patterns. If certain locations consistently charge more, redirect purchases to cheaper sites or renegotiate with vendors for better rates.

Turn Fuel Management KPIs Into Actionable Reports

What it measures: This isn’t just about raw data, it’s about transforming it into meaningful insights your team can act on.

Why it matters: A dashboard that clearly presents KPI data helps managers make quick, informed decisions.

How to act on it: Schedule regular reviews of fuel performance with your team. Celebrate improvements and use the data to adjust policies or processes that aren’t working.

Use KPIs to Prove ROI

What it measures: This is the sum of all improvements, lower fuel spend, reduced theft, less downtime, and better compliance.

Why it matters: Proving ROI builds leadership buy-in and supports future investments in technology and training.

How to act on it: Compare pre-implementation data to post-implementation results. Highlight savings, productivity gains, and risk reduction in quarterly or annual reports to stakeholders.

Make Your Data Work for You With Link2Pump

Fuel management KPIs are more than numbers, they’re a roadmap for a leaner, more efficient operation. By tracking fuel efficiency, idle time, unauthorized usage, cost per mile, and other key metrics, you can spot problems early, make better decisions, and maximize your investment in a fuel management system.

Contact Link2Pump today to learn how we can help you monitor, report, and act on the metrics that matter.