Guide
Fuel card reconciliation: a weekly routine that takes 20 minutes
Fuel is the biggest line you have. A card statement lists every dollar of it and nobody reads the lines.
In short
- Once a week, match each card line to a receipt, a truck and the miles driven since the last fill.
- Miles per gallon per fill flags odd lines. Ask about the flagged ones. Do not assume.
- Check the price on the line against the receipt. Small gaps repeat.
- We name no card and no program. Use the terms on your own account.
Hook. In the example, one fill shows 4.6 miles per gallon while the other five average 6.6. The extra gallons are about 42, or $165 at $3.89.
Three matches, once a week
A reconciliation is three matches: line to receipt, line to truck and miles, line to price. Do them weekly and a bad line is one week old, not three months.
The figure shows miles per gallon for six fills of one invented truck. The dashed line is the average. The red bar is far below it. That is a question for the driver, not an accusation.
If your card gives a discount from the pump price, our fuel card vs cash price guide shows how to test it. For your quarterly records see the IFTA close checklist.
The weekly routine
Export the week
Download card lines: date, truck, gallons, price, amount.
Match receipts
Each line needs a receipt. Missing ones go on a list.
Compute miles per gallon
Miles since the last fill / gallons. Per truck.
Check the price
Line price against receipt price, and against your discount terms.
Ask and note
Flag lines far from the truck average. Ask first. Write the answer down.
Checks and what a mismatch can mean
| Check | Compare | A gap can mean |
|---|---|---|
| Line to receipt | Card line against pump receipt | A missing receipt, a wrong truck or a typo |
| Line to truck | Card number against the truck used | A card shared across trucks |
| Miles per gallon | Miles / gallons against truck average | A skipped fill, a leak or fuel used outside the truck |
| Price | Line price against receipt price | A discount not applied |
| Gallons | Gallons against what the tank can take | A typo or a second vehicle |
Keep the weekly sheet short: one row per fill, columns for truck, date, gallons, price, miles since the last fill and miles per gallon. After a few weeks you will know each truck's normal range, and the odd line stands out without any math.
Worked example EXAMPLE VALUES
Example data. Six invented fills for one truck. Miles are since the previous fill. Fill 5 shows $3.99 a gallon on the card line against $3.89 on the receipt.
| Fill | Miles | Gallons | Miles per gallon | Flag |
|---|---|---|---|---|
| Fill 1 | 912 | 138.0 | 6.61 | Normal |
| Fill 2 | 880 | 131.5 | 6.69 | Normal |
| Fill 3 | 905 | 140.2 | 6.46 | Normal |
| Fill 4 | 640 | 139.8 | 4.58 | Check |
| Fill 5 | 930 | 142.0 | 6.55 | Normal |
| Fill 6 | 890 | 136.1 | 6.54 | Normal |
Average across all six is 6.24. Fill 4 is 73% of it, below the 85% line we picked for this example. At the other five fills' average of 6.57, 640 miles needs about 97.4 gallons. The line shows 139.8. The difference is about 42.4 gallons.
Fill 5 price gap: $0.10 x 142.0 gallons = $14.20. It is small and it repeats. The 85% line is a choice for this example, not a rule.
Where it goes wrong
- Skipping the receipt. A statement alone cannot tell you the truck or the price at the pump.
- Accusing first. A missed fill, a reefer unit or a tank swap explains many gaps. Ask.
- Using one fill. Use several fills per truck for the average.
- Waiting for quarter end. Old lines are hard to explain. Do it weekly.
The formulas
Reefer fuel is a separate line. Keep it separate.
Your numbers decide
The numbers are invented and the flag line is a choice. A flagged fill is a question, not a finding. Check your card agreement for how disputes work.
We do not give legal, tax or financial advice. Your contracts come first.
Questions
How often should I do it?
Weekly. It takes about 20 minutes for a small fleet.
What if I have no ELD?
Use odometer readings at each fill.
Does a flagged fill mean theft?
No. A skipped fill or a second tank can cause it. Ask first.
Where do receipts go?
In the same folder as your IFTA records. See IFTA records.
Related: fuel card vs cash price, IFTA quarter close, IFTA records, fuel surcharge, diesel sensitivity, all guides.
See what your last 20 loads show.
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