Track fuel by machine or fleet group
Recorded dispenses make it easier to compare excavators, crushers, loaders, generators and road vehicles without relying on handwritten sheets or one shared plant key.
Industry solution
Plant and machinery Fuel records by asset.
Record fuel issued to excavators, loaders, cranes, generators, compressors and other off-road assets using identifiers that match the equipment rather than relying on road registrations. Fueltek can support asset, operator, site and engine-hour based records.
Plant frequently moves between depots, projects and operators, making fuel allocation difficult to maintain with paper logs. A controlled dispensing process creates a consistent record at the point of issue and gives managers better information for asset costing and exception review.
Understanding the operation
Make every machine visible at the pump.
Off-road equipment often lacks the standard mileage and registration information used for road fleets. Engine hours, internal asset numbers, project codes and operator identities may be more useful, but these details are difficult to capture consistently with an open pump.
We can configure the refuelling sequence around the identifiers used by the business. Transactions can then be grouped by asset type, machine, operator, site, project or time period, allowing the data to support both operational oversight and internal costing.
Fuel-use comparisons are most meaningful when asset records, hour readings and job allocation are maintained consistently. The reporting process should be agreed before the first tags are issued.
Benefits for plant fleets
Know which machine received the fuel.
Plant businesses may dispense from a fixed depot, mobile bowser or project compound into machines with very different duty cycles. Fuel management connects the dispense to the asset, operator and location, providing a stronger basis for job costing, maintenance review, customer reporting and security.
Support customer and internal queries
Time, quantity, operator, asset and location data can provide a clearer evidence trail when fuel must be assigned to a contract, customer or operating division.
Engineer the process around the bowser
Suitable FT4000 and identification technology can be adapted to mobile applications, but power, communications, metering, weather protection and operator workflow all need to be assessed.
Separate diesel, gas oil and AdBlue
Multi-product storage and dispensing can be designed where compatible, with permissions and reporting set so the correct product is issued to the correct asset.
Typical operational problems
Keep machine identity clear across operators and sites.
Assets may not have road mileage or registration
Excavators, generators and mobile plant need internal identifiers and may be measured by engine hours rather than miles. Generic vehicle fields can make reports confusing.
Equipment moves between sites and projects
The same machine may work at several locations during its life. Fuel records need to retain both the asset identity and the site or project context.
Operators share refuelling equipment
Several crews may use the same pump, bowser or compound. Individual authorisation helps separate genuine activity from mistakes and unrecorded use.
Fuel must be assigned to jobs or assets
Without a point-of-dispense record, costs may be estimated from deliveries or broad site totals rather than connected to the machine that consumed the fuel.
Day-to-day workflow
Record the machine, the reading and the fuel issue.
1. Identify the operator
The authorised operator presents a personal tag, key or configured access method.
2. Select the machine
The internal asset number, machine tag, project or cost centre is selected and an engine-hour reading can be requested where appropriate.
3. Dispense the fuel
The pump is released and the measured quantity is stored with the user, asset, site and time.
4. Review asset consumption
Managers can compare fuel issues across machines, projects or periods and investigate unusual readings or transaction patterns.
Relevant capabilities
Choose control and reporting around the asset register.
Asset identifiers at the fuel point
Use the business’s internal machine numbers and operator records to identify the equipment receiving fuel. Agree how hired or transferred assets are added and which identification method suits fixed and mobile refuelling.
FT4000 and configured prompts
Agree whether an engine-hour reading, project reference or another site-defined input is needed at refuelling. The terminal and operating process must support the selected prompt, including how unavailable or inaccurate readings are handled.
Managed dispensing for the fuel in use
Select standalone control or integrated dispensing around the pumps and storage required. Where more than one product is stored, specify each fuel path and its compatible components; the S.E. Davis installation illustrates separate Twin and AdBlue dispensing within one managed facility.
FMO records for asset costing
Use the recorded asset, operator, location and period to review fuel issues. Agree how engine-hour readings and project allocations are maintained so comparisons reflect the machine’s work and the information actually captured.
Operational value
Review fuel against the machine doing the work.
Machine-level costingConnect recorded litres to a specific asset or equipment group.
Consistent operator controlReplace shared access with individual authorised credentials.
Project visibilityRetain the site or job context when assets move between locations.
Exception detectionIdentify unusual quantities, repeated transactions or inconsistent readings.
Customer projects
Fixed, mobile and multi-product.
Fueltek’s plant-sector projects show two distinct requirements: secure automated identification for mobile refuelling, and integrated storage for several products at a fixed operating base.
DataNozzle developed around the job
T&M Plant needed transparent, robust fuel records from mobile bowsers serving major road-building projects.
- FT4000 systems introduced from 2015
- Client feedback led Fueltek engineers to develop DataNozzle
- Vehicle identification reduced repeated terminal entries and strengthened the transaction record
T&M Plant’s identification process developed around repeated mobile refuelling visits. Linking each issue to the operator and receiving asset gives your team a useful record when a fuel-use query arises.
Read the T&M Plant case studyThree products in one managed facility
Fueltek delivered storage, dispensing, tank monitoring, browser-based software, commissioning and training for a mixed plant operation.
- 35,000 litres diesel, 15,000 litres gas oil and 2,500 litres AdBlue
- FT4000AP Twin for diesel and gas oil plus FT4000AB for AdBlue
- TankWatch monitoring across all three compartments
For your project: list the storage, dispensing and monitoring required for each product separately. S.E. Davis combined three compartments, a Twin dispenser and a dedicated AdBlue unit with commissioning and training.
Read the S.E. Davis & Son case studyFuel categories, duty treatment and permitted use can change. The customer remains responsible for confirming current rules and ensuring each product is issued and recorded correctly.
Implementation approach
Start with the asset register and the readings you need.
Your site enquiry can include a representative asset register showing machine IDs, descriptions, products used and current locations. Identify which machines need hour readings or project references, how assets move between jobs, and who creates, retires or corrects their records. Include fixed and mobile refuelling arrangements in the same brief.
- Build an accurate asset register including internal number, description, fuel type and current location.
- Decide which machines need engine hours, project codes or other information captured at refuelling.
- Map how equipment transfers between depots, projects and contractors throughout its operating life.
- Review fixed tanks, mobile arrangements, power, communications and protection at each dispensing point.
- Set a process for creating new assets, retiring equipment and correcting inaccurate readings.
- Train operators to identify the machine rather than using a general plant or site record.
Recommended next steps
Helpful answers
Sector questions answered.
Can machinery be identified without a number plate?
Yes. The system can use an internal asset number, tag or other configured identifier for plant and equipment that does not have a road registration.
Can engine hours be recorded?
Where supported by the chosen terminal and configuration, the operator can be prompted for an engine-hour reading. Consistent entry procedures are important for useful analysis.
Can the same machine move between sites?
Yes. The asset record can remain consistent while transactions retain the location where fuel was issued. Site and project structures should be planned before deployment.
Can operators have individual access?
Yes. Individual user credentials improve accountability and can be managed according to the site’s access policy.
Can fuel be reported by project?
Transactions can be assigned to configured sites, projects or cost centres. The workflow should avoid excessive data entry that would reduce compliance in the field.
Can existing pumps or bowsers be used?
Existing equipment may be integrated where compatible, serviceable and suitable for controlled metering. Mobile arrangements require a specific review of power, communications, protection and operating method.
Practical guidance
Quarries, waste operations and industrial assets
The same control questions apply to plant, yard vehicles and other fuelled equipment.
Separate the duties
Define the asset, fuel product, authorised operators and useful reporting unit. Avoid comparing road MPG with plant operating hours.
Explore relevant customer projects
Explore how construction-materials, recycling and plant operators use fuel management across different types of installation.
Sector detail
Utilities and mobile maintenance teams
Different assets, useful records
A mixed service operation can include road vehicles, mobile plant and generators. Identify the asset receiving fuel and choose mileage, operating hours or a job reference to suit its work.
Field and depot activity
Record where fuel is issued and who maintains the records as equipment moves. Discuss identification and multi-site reporting for the actual operating arrangement.
