Fuel Reports and Alerts

Fleet efficiency depends on timely, actionable insights. Motive provides customizable reports and alerts to help you manage fuel usage, reduce idling, and detect potential theft.

Overview

Motive provides powerful tools for tracking fuel performance, fuel purchases, and idle time, along with real-time alerts that help you make proactive decisions and keep your fleet running efficiently. Key features include:

• Comprehensive data: Access in-depth reports on fuel consumption, driver behavior, and idle time to identify patterns, inefficiencies, and opportunities for cost savings.
• Real-time alerts: Receive immediate notifications about critical fuel-related events such as excessive idling, fuel purchase anomalies, or fuel efficiency dips, allowing for quick intervention.
• Customizable and scheduled: Tailor alerts and reports to your fleet’s unique needs, and schedule regular updates to keep track of fuel performance and ensure timely action.
• Easy data export: Download detailed reports for further analysis, compliance filing, or sharing with stakeholders, simplifying the process of managing and reporting on fuel usage.

Reports

Motive provides multiple tools to help manage fuel usage and efficiency:

• Fuel Performance report: Track overall fuel efficiency across your fleet. Identify vehicles with poor MPG and take action to improve performance.
• Idling report: See which vehicles are idling the most. Reduce unnecessary fuel use and operating costs by addressing high-idle drivers or vehicles.
• Fuel Purchase History: View when and where fuel was purchased. Spot irregularities that may indicate misuse or fraud.

Scheduling and exporting reports:

1. Go to any report (for example, Fleet Dashboard > Reports > Fuel Performance).
2. Click Schedule to set up recurring email delivery.
3. Click Export to download as a CSV or PDF.

Re-categorize ‘Misc’ transactions

Generate the report through the Fleet Dashboard

1. Log in to the Fleet Dashboard.

2. Navigate to the Reports section.

3. Click Cards.

4. Select Potential Fuel Transaction Details.

5. Click the three dots at the top right-hand corner. 

6. Click Export as CSV.

7. Once done, review and update the CSV.

Note: These transactions are flagged based on Motive’s analysis and may not reflect every potential fuel transaction.

• The spreadsheet contains transaction details in the first few columns and Motive's suggested updates in the last few columns. These suggestions include the updated transaction category, purchase unit, price, and quantity.
  • Review and update: Verify or modify the recommendations as needed.
  • Optional adjustments: Leave rows unchanged if you don’t wish to update them.

Note: Review and update the below-mentioned columns only, and leave all other columns unchanged:

Columns name (for review and update)	Details
Suggested Product Category	This column has Motive’s best estimate of the fuel category of the transaction. You can change this to any of the following categories Gasoline Diesel DEF Reefer fuel Misc Fuel Car Washes Cash Food Maintenance Parking & tolls Tires Towing Travel
Unit of Purchase	Should be Gallons for Gasoline, Diesel, Diesel Exhaust Fuel (DEF), Reefer fuel, and Misc. Fuel;  else should be left blank
Suggested Unit price	Verify/update the unit price of the purchase
Suggested quantity	Verify/update the purchase quantity
Amount Recategorised ($)	Should be equal to the Suggested Unit price times the  Suggested Quantity; If the Amount Recategorised is less than the Amount Paid, the difference is categorized as “Misc”

8.  Once done, email the updated CSV file to cardsupport@gomotive.com. 

9. Wait for a confirmation email if the update has been successful. The expected turnaround time is 2 working days.

Alerts

Motive’s real-time and customizable alert system helps fleet managers stay informed of important events. Alerts can be set for:

• Fuel purchases far from the vehicle location (possible theft).
• Excessive idling.
• Unusual fuel transactions.

To set up alerts:

1. In the Fleet Dashboard, go to Settings > Alerts.
2. Click Create Alert.
3. Select an alert type (e.g., Fuel Theft, Idling).
4. Define the trigger (e.g., idle time over 15 minutes).
5. Choose recipients and delivery methods (email, SMS, app).
6. Click Save.

1. Log in to the Fleet Dashboard and click Reports.

2. Go to IFTA > Distance Summary.

   

3. Use the filters to customize your view of the report.

   

4. Click Save to add this report to the saved reports tab for easy access.

5. Click the three-dot menu and select Export as PDF or Export as CSV to download the report.

   

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