Fleet Fuel Management System Software
A fuel card records that a purchase happened. It cannot tell you whether the vehicle was within twelve miles of the pump. Track Star's fleet fuel management system software matches every transaction to the asset that was actually there.
Trusted by leading fleets nationwide
The Fuel Statement Arrives A Month Late
Fuel data shows up as a card statement, thirty days after the fact, sorted by card number instead of by vehicle. Somebody in finance codes it to a department, and the total gets approved because the total is always roughly what it was last month.
What that process cannot catch is a 30-gallon purchase into a 22-gallon tank. Or two swipes ninety minutes apart in towns forty miles apart. Or a card that kept working for six weeks after the driver stopped showing up.
Fleet fuel management system software closes that gap by joining the transaction to the asset. The purchase stops being a line on a statement and becomes an event with a vehicle, a location, and a timestamp attached to it.
Every Transaction Checked Against The Vehicle
Track Star imports the fuel card feed and reconciles each transaction against where the vehicle actually was at that timestamp. A swipe with no matching asset nearby does not need investigating later. It surfaces as an exception on its own.
Because enterprise asset management and telematics run on one platform, the tank capacity already sits on the asset record. That makes a volume check possible without anyone looking anything up, and it puts fuel cost on the same record as the parts and labor for that unit, so cost per asset is a real number.
A pickup, a bucket truck, and a rented excavator all fuel differently and all report into the same register. Fuel stops being a separate system with its own login.
What Our Clients Say
“Having equipment at the job when promised; inspecting and fueling before delivery; making business choices that positively impact everyone involved; and asking the questions that help us do right by each of our customers are at the heart of everything we do. Track Star helps us make good on our promises.”
Ed Radel
Leppo Rents
“Track Star's solution opens opportunities for NAIPTA. We have a valuable tool to help us make smarter decisions about today’s operations, and plan for the future.”
Wade Forrest
NAIPTA
"We’re able to look at usage from multiple angles and predict optimal timing for vehicle maintenance, planned maintenance prevents unexpectedly pulling a squad car out of service—and potentially impacting public safety"
Aaron Russell
City of Burleson
The Only Transactions Worth Reviewing
Nobody reviews four thousand fuel transactions a month. The job is finding the eleven that do not add up, and Track Star's fleet fuel management system software surfaces those without anyone building a report:
• Location Mismatch: Flag any swipe where the vehicle was not at the pump when the card was used.
• Volume Over Capacity: Catch purchases larger than the tank on the asset record can physically hold.
• Off-Hours Fueling: Surface transactions outside shift windows or away from approved sites.
• Site-Scoped Permissions: Water, streets, and fleet each review their own exceptions without separate systems.
Fuel Spend Broken Down By Asset
Card Integration
Transactions import automatically from your fuel card provider and land against the right vehicle. No exports, no monthly reconciliation spreadsheet, no coding line items by hand.
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Cost Per Asset
Fuel sits alongside parts and labor on the same asset record. When a unit is up for replacement, the number behind that decision includes what it actually cost to run.
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Theft Detection
Every transaction is checked against vehicle position and tank capacity. Card misuse surfaces the week it happens rather than during a year-end review nobody has time for.
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The Gallons That Never Moved The Truck
Miles per gallon is a bad metric for half a utility fleet. A bucket truck sits at a pole for three hours with the PTO engaged, burning fuel and covering zero distance. The work was done correctly. The cost-per-mile report still makes that crew look like the worst in the district. Here is what Track Star separates out:
• PTO Hours: Track hours the power take-off ran, recorded apart from drive time, so stationary work is measured as work.
• Idle Time By Asset: See engine hours that produced no movement, which is where avoidable burn actually lives.
• Runtime Vs Distance: Compare engine hours against odometer to find the units whose fuel story has nothing to do with routing.
• Group & Period Filters: Scope to one yard or one quarter and compare like against like.
Fuel Is The Line Item Everyone Asks About
Fuel is the easiest number for someone outside the operation to question. It is large, it is public in a municipal budget, and it goes up for reasons that are hard to explain in a two-minute answer at a council meeting.
Track Star has spent 25 years in operations where that question gets asked in public. Utilities, municipalities, public works, and school districts run fuel against the same platform holding their asset records, their PM history, and their location data.
The defensible answer is never the total. It is which assets burned what, doing which work, and what that number should be. That answer lives in the platform, not on the statement.
Find out what you could save
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+1 800-661-3515Frequently asked questions
No. Track Star imports transactions from your existing provider. The card program stays exactly as it is, and reconciliation runs on top of the feed you already receive.
No. A transaction only flags when the vehicle's GPS position does not place it at the pump, or when the purchase volume exceeds what that tank physically holds.
Yes, if the unit reports into Track Star. Rented and leased assets sit in the same register as owned equipment, so fuel cost follows them for the contract term.
Card reporting shows purchases. Track Star's fleet fuel management software adds the vehicle's location at swipe time, its tank capacity, and its service record, so a transaction can be verified rather than only totalled.
GPS data is live, and card transactions import on your provider's feed cycle. Mismatches surface within days of the swipe rather than at a month-end close.