Logging a fuel fill from your phone

Anyone on the team can log a fuel fill from the phone — no fleet permission needed, because the fill goes to the office for review rather than straight into the vehicle's costs. It appears when your workspace tracks fleet running costs.

Where to find it

Today shows a Filled up? card — "Log the fill while you are still at the pump." Tap it. You'll also find Fuel fill — Log litres, cost and odometer — under Your vehicle in the Capture launcher. Either way it opens the same sheet. A fill is about a vehicle and a receipt, not a job, so it never asks you to pick one.

The sheet

Log a fuel fill — "It goes to your office for review, so estimates are fine — the receipt photo does the arguing."

• Vehicle — already chosen if you are the vehicle's assigned driver (or the fleet has only one); otherwise pick it.
• Total paid — the only figure that is required.
• VAT (receipt) — the tax shown on the receipt, if it shows one. The amount before tax is worked out for you; you are never asked for it.
• Litres and Odometer — optional but worth a moment: they are what turn fuel into a cost per mile or per kilometre. The odometer is in miles or kilometres, as your company has it set, and the field reminds you of the Last recorded reading.
• The receipt — Take a photo with the camera, or Choose a photo from your gallery. No receipt photo yet becomes Receipt attached. In a browser only Choose a photo is offered; the camera button is in the installed app.
• Notes (optional), then Submit fuel fill.

Two checks run as you type, and both warn rather than block: "That reading is below the last recorded … mi — double-check the odometer." and "Over 150 litres in one fill — double-check the litres."

No signal at the pump

Submit anyway. You'll see "Saved on this device. It will send when you are back online." — the fill and its receipt are held on the phone and sent once coverage returns. A resend can never file the same fill twice. See Working with no signal.

What happens next

You'll see "Fuel fill submitted for review." — or "… (flagged for a look)." if one of the office's checks tripped. The fill shows in the vehicle's running costs as awaiting review, and in the office's Fleet › Review queue. Then it is:

• Confirmed — it becomes an ordinary running cost.
• Rejected — you can see the reviewer's reason, and the odometer reading you gave is removed so it can't skew the vehicle's mileage.
• Corroborated — if a fuel-card statement is imported and a line matches your fill, it is confirmed automatically with the note Corroborated by fuel-card import.

Tip: the odometer reading is the one thing only you can supply from the forecourt. The office can fix a typo in the litres from the receipt photo; nobody can go back and read the dashboard.