Fuel is one of the largest recurring costs a fleet carries, and the easiest place for money to leak out unnoticed. Refuelings happen at dozens of stations, paid for with a mix of cards, and the only real signal that something has gone wrong — a leak, a mistyped odometer, a billing mismatch from the card provider, or simply a driver filling up more than the vehicle needs — is a spend number that looks a little too high at the end of the month. Call it fuel card fraud, fuel card leakage, or just hidden fuel costs — it adds up the same way: quietly, until the invoice makes it obvious.
Tecaser records every refueling against the vehicle and the fleet card that paid for it, and calculates real per-vehicle consumption directly from those transactions — no separate mileage log to keep in sync, no manual entry to trust.
Every refueling, tied to a vehicle
Each refueling captures the date and time, how much fuel was added, the price paid, the odometer reading, and — where relevant — the country and currency, so cross-border fleets are covered as naturally as a single-depot local operation.
Marking a fill-up as a full "brimmed" tank is what makes the numbers trustworthy: between two full fill-ups, Tecaser knows exactly how much fuel went into exactly how much distance, so consumption isn't a rough estimate — it's a real, comparable figure per vehicle.
At many stations, staff ask the driver for the odometer reading right at the pump, and it travels through with the rest of the card transaction. Tecaser checks that number against the vehicle's own history rather than trusting it blindly — a reading that's lower than the last one on file, or implausibly far ahead of it, gets caught instead of quietly skewing every consumption figure that depends on it.
Every edit to a refueling record is logged — who made the change and when. If a correction is needed, it's a normal, visible update, not a silent overwrite of what was originally recorded.
Fuel cards, under control
Register the fuel cards your organisation actually uses, each issued by a supplier and optionally assigned to a vehicle. A card can be enabled or disabled at any time, and every refueling can reference the card that paid for it — so a statement line and a vehicle are never disconnected.
A single card is rarely good for just one country. Most fleet cards — DKV, Eurowag, and the rest — are accepted at stations across a dozen countries or more, which is exactly why each refueling records its own country and currency rather than assuming one from the card. A vehicle running international routes keeps using the same card the whole way, and Tecaser still knows precisely where and in what currency each fill-up happened.
Tecaser reflects how fleets really use cards: a vehicle can hold active cards from several different suppliers at once — a national card for local routes and a pan-European one for international trips, for example — while still preventing the mistake that actually costs money: two active cards from the same supplier assigned to one vehicle, which the system rejects outright. Reassigning a card to a different vehicle always goes through an unassigned step first, so a card can never be silently moved off one vehicle straight onto another without a deliberate, visible action.
Where a supplier's card portal is known, Tecaser links straight to that specific card's page in the provider's own management portal — no separate login flow to remember, no hunting for the right card number.
Cards expire and get replaced — that's routine, not an exception. When a supplier issues a new card number for a vehicle, retire the old one and register the replacement in its place; the vehicle keeps its full refueling and consumption history unbroken across the swap, instead of that history being split across an old card and a new one as if they belonged to two different stories.
A card only pays for the vehicle it's assigned to. If a refueling comes in — typed in by hand or landing in an imported statement — against a card that's assigned to a different vehicle, disabled, or not assigned at all, Tecaser rejects that transaction instead of quietly recording it. In a batch import, only the mismatched line is stopped; the rest of the statement still goes through. A driver fuelling up a different vehicle on someone else's card is exactly the kind of thing this catches, right at the moment it happens.
The same visibility also flags something worth double-checking: more than one active card from the same provider on file for one driver. Most of the time it simply means an old card was never switched off — and it costs nothing to close that gap once you see it: deactivate the card that should have gone when a vehicle left the fleet, or the one being used outside its intended assignment.
Tecaser goes a step further and checks the vehicle's own GPS trail against the transaction: was the vehicle actually at that gas station at the time the refueling was recorded? A card number and a plausible amount are no longer enough on their own — the vehicle's real location has to back up the story too.
Some stations accept several of your fleet's cards side by side, each with its own negotiated discount. Paying with the wrong one is an easy mistake to make at the pump and an easy one to miss on an invoice — it doesn't look wrong, it just costs more than it should have. Because every transaction is tied to the specific card that paid for it, Tecaser can tell you when a refueling went through on a card with a worse rate than another card in your fleet would have gotten at that same station.
Discounts are rarely just one flat rate, either. A provider might give your fleet a general discount everywhere, plus a deeper, station-specific discount your company negotiated at the locations it actually uses most. Tecaser checks the discount applied on each transaction against what that vehicle's card should have gotten at that specific station — general rate or negotiated extra — so an undercharged discount doesn't just disappear into the invoice unnoticed.
That doesn't have to be a check that happens after the fact. You can rank your suppliers by discount, so a driver reaching for a card knows which one to use before fuelling up, not after — steering spend toward the best rate instead of just catching it when it wasn't.
Import from the fuel card you already carry
You don't have to switch providers or re-key statements by hand. Tecaser's marketplace has dedicated import modules for the fuel cards fleets already use — ARCCAN SMDP, Eurowag, DKV, MOL, Orlen, Shell, and TankPool24 among them — each one reading that provider's own export format (Excel or CSV) and matching transactions to your vehicles automatically.
Not every fleet buys fuel at a public station. Some run their own on-site tank and dispense fuel to their own vehicles through their own pump, with drivers still using a card to identify themselves at it. ARCCAN SMDP — one of several vendors of these on-site tank systems — is already covered by a dedicated import module, pulling refueling records straight out of the site's own fluid-dispensing monitoring system — so a private depot gets the same tracking, consumption figures, and consistency checks as a card swiped at a public station.
Fuel card statements arrive as long lists of transactions, often without a matching odometer reading for every line. Tecaser's batch import handles exactly that: every row is validated and saved independently, duplicates already on file are flagged rather than double-counted, and rows missing a usable odometer reading can still be kept on record instead of being thrown out or blocking the rest of the import.
What that means in practice: a month's card statement goes in as one batch, and you get back a clear line-by-line result — imported, already existed, or incomplete — instead of a manual, row-by-row re-entry job. Once imported, those same fleet-card transactions are exactly what feeds the consumption figures below — no separate step to calculate anything.
Scale is exactly where this pays off. A statement with thousands of transactions runs through every one of these checks — card, vehicle, odometer, discount — in minutes. Going through the same volume by hand, line by line, is a job measured in weeks, not minutes, and one no fleet office actually has time to do properly every month.
Not every line in a statement belongs to your fleet. A card used on a vehicle that was sold, that never belonged to your organisation, or that simply hasn't been added to Tecaser yet produces a transaction with no vehicle to match it to — and instead of guessing or dropping it silently, Tecaser surfaces it so you can see it, chase it down, and either register the vehicle or flag the transaction as not yours.
Most fleet cards can pay for more than diesel — some cover food, tolls, parking, even a police fine, alongside fuel and AdBlue. Most business owners only intend the card for the vehicle's own running costs. Tecaser filters statement imports down to actual fuel and AdBlue purchases, so a driver's lunch or a toll receipt doesn't end up recorded as a refueling and quietly distorting the vehicle's fuel spend and consumption figures.
Don't see your provider on that list? Let us know — we're happy to build the import module for you, or if you'd rather build it yourself, everything you need is in the Tecaser API documentation.
Are you a fuel card provider rather than a fleet? If you'd like to build that import module yourselves, get in touch and we'll list it on the marketplace, so every fleet running Tecaser can find it.
Spend and consumption, side by side
Two views answer two different questions fleet owners actually ask:
- The fuel timeline shows tank level, odometer, and every refueling over a period — the raw picture of what happened and when, ready to chart.
- The consumption report takes the refueling transactions recorded against your fleet card and turns them into fuel-used-per-distance figures between full fill-ups — the number that tells you whether a vehicle is burning what it should.
Seen together, per vehicle, they turn "fuel cost went up again" into a specific answer: a specific vehicle, a specific period, and a consumption figure that either matches expectations or doesn't.
Putting the two side by side also catches the mismatches that neither view shows on its own. A paid transaction with no matching rise in the vehicle's own tank level is a fill-up that was billed to this vehicle but never actually went into its tank. A tank level that jumps up with no transaction behind it is the mirror image — fuel really was put in, but the card transaction landed against the wrong vehicle. Either way, it's the pairing of "what the card says" against "what the tank shows" that surfaces it.
Catch a vehicle drifting away from its own baseline
A vehicle doesn't need another vehicle to compare against to reveal a problem — its own history is often enough. Tecaser tracks how a vehicle's consumption moves over time, so a gradual creep upward stands out against what that same vehicle used to burn, instead of being lost in a single month's total.
That kind of drift is usually the first sign of something worth checking before it turns into a bigger repair bill: worn tyres, a failing sensor, a driving style that's changed, or a mechanical issue quietly costing more fuel with every trip.
Compare vehicles on the same route
A single vehicle's consumption figure only tells you so much on its own — you need something to compare it against. Tecaser lets you line up consumption between different vehicles that ran the same route, so you can see directly whether one is burning noticeably more fuel than another doing the same job.
That comparison is what turns a normal-looking number into a real question: is it the vehicle, the load, or the driver? A consumption gap between two vehicles on an otherwise identical route is a concrete lead, not a guess.
The same route history lets Tecaser predict what a given route should cost in fuel before a vehicle even sets off. Quoting a job, planning a delivery run, or deciding which vehicle to send stops being a rough guess and becomes a number grounded in what your own fleet has actually burned on that route before.
Built to catch costly mistakes before they cost you
Every one of these checks exists for the same reason: whether you call it fuel card fraud, fuel card leakage, or just a mistake, it's one of the easiest costs in a fleet to quietly lose track of, and a mismatch can start anywhere in the chain — a driver, a fleet manager, a card provider's billing, a gas station's till, or even a sync hiccup on Tecaser's own side. Across refuelings, cards, and consumption, Tecaser is watching for:
- A refueling recorded against a card that isn't assigned to that vehicle, is disabled, or isn't assigned at all.
- More than one active card from the same provider left on file for the same driver.
- A transaction whose GPS trail doesn't place the vehicle at that gas station at that time.
- A card used at a station that accepts several of your cards, when a different one would have gotten a better discount.
- A transaction that doesn't match any vehicle in your fleet.
- A statement line for food, tolls, or a fine, rather than fuel or AdBlue.
- A paid transaction with no matching rise in tank level — or a tank level rise with no matching transaction.
None of this is about doubting your drivers — a mismatch is just as likely to be a billing hiccup at the provider, a mistyped number at the pump, or a sync delay on Tecaser's own side. It just means every one of them gets caught and sorted out, instead of quietly adding up.
Why it matters
Fuel spend that only shows up as a total on an invoice hides the one thing a fleet owner actually needs to know — which vehicle, and why. A card charged for more fuel than a tank holds, a consumption figure that quietly creeps up, a card still active on a vehicle that left the fleet months ago — these are the hidden fuel costs that are cheap to catch early and expensive to notice late, whether they turn out to be a simple mistake or fuel card fraud.
Tecaser keeps refuelings, cards, and consumption in one place, per vehicle, so the answer is a lookup, not an investigation.
Fuel is rarely the only blind spot
Once a vehicle's fuel is tracked, cost isn't the only thing worth watching. The same login also covers vehicle compliance — inspections, insurance, certificates — maintenance intervals, and a combined Fleet Risk Score per vehicle. You don't need a second system to see the rest of your fleet — it's already there, waiting the first time you log in.
Take control of your fuel spend today
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