The Guesstimate Log
An operator fills up in a rush and writes the number down later — from memory. Sometimes close. Often not.
As featured on Channel 7 News Queensland
Civil Construction & Earth Moving
Fuel Management Built for the Businesses That Build Australia.
Track every litre across every machine, site, and project — automatically. Clean records. Zero notebooks. Total visibility without slowing the work.
4,000+ users using Fuellox today
8+ years in the field
Made in Australia Built for the Bush. Trusted in the Dirt. Proven at the Pump.
The Reality
Civil fuel is the hardest to track — and the first to go missing.
Multiple machines. Multiple sites. Multiple operators. Fuel moving constantly across an operation that never stands still. Keeping track of it should not require a second job.
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Excavators, dozers, graders, and rollers moving between projects daily
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Fuel trucks running between site tanks and equipment across multiple locations
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Operators changing shifts, machines moving mid-job, records falling through the gaps
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Tight project deadlines and pressure to keep machines turning over
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Depot tanks, fuel trailers, service trucks, and site fuel pods all needing accountability
You know how much fuel you bought. But where did it actually go?
Manual Records
The hidden cost of manual fuel tracking
Paper notebooks get wet, lost, or left in the wrong ute. Operators rushing to get back to work forget to write it down. End of month arrives and someone has to rebuild what happened from memory and receipts.
The Wet Notebook
Logs get left in the cab, soaked in rain, or buried under tools. By end of month, half the records are unreadable.
The Memory Game
Operators forget to record it at all. At the end of the week, they try to reconstruct what happened.
The Office Scramble
Someone spends hours chasing messages and deciphering handwriting just to get usable data together.
Every missed record costs data. Lost data becomes lost money — in admin time, wrong job costs, and unclaimed tax credits.
How It Works
Operators fuel as normal. Fuellox handles the records.
No new workflow. No training program. No complicated hardware. Fuellox turns any diesel tank into a smart fuel point — site tanks, fuel trailers, service trucks, or fuel pods.
1
Open the Fuellox App
Any smartphone. No special hardware in the operator's hand. Just the phone they already carry.
2
Select or Scan the Machine
Choose from the asset list or scan the QR code on the equipment. Takes five seconds.
3
Fuel as Normal
The pump reads the flow. The system records it. The operator fuels exactly as they always have.
4
Records Are Done
Machine, litres, time, GPS location, project code, and operator — all logged automatically. No notebooks.
What gets recorded automatically on every fill:
Machine ID and type
Exact litres dispensed
Date and time stamp
GPS location
Project or job code
Operator name
Fuel tax category
On-site workflow Fuellox is Easy
Scan. Pump. Done.
See the real job flow from tank to tidy records. Add your crew and machines once, scan the asset on site, fuel as normal, and let Fuellox log the litres, user, time, and asset automatically.
Back in the office, every fill is already waiting in reports by machine, month, or tax category, with tank levels and history ready to review.
Visibility
Fuel is one of your largest operating costs. Start treating it that way.
Most civil contractors cannot answer basic questions about their fuel. With Fuellox, you can.
By Project
Allocate fuel costs to specific jobs automatically. Know exactly what each contract costs in diesel.
By Machine
Spot heavy users early. Know which excavator, dozer, or grader is driving fuel spend.
By Site
Track consumption across all your active project locations from one dashboard.
By Operator
See who dispensed fuel, when it happened, and from which tank.
By Cost Centre
Split consumption cleanly across business units, fleets, or client accounts without spreadsheet surgery.
By Tax Class
Separate on-road and off-road usage automatically so your accountant can claim the maximum fuel tax credits.
Real Questions You Will Be Able to Answer
- → "How much fuel did the 30-tonne excavator use on the Bayside subdivision last month?"
- → "Which roller is burning the most diesel per hour across all our active sites?"
- → "What is the total fuel spend for Project Redhill so far this quarter?"
- → "Which project is running over its fuel budget, and by how much?"
Reporting
Clean records. Better quotes. ATO-ready reporting.
Good fuel records should drive better business decisions — not just survive the end-of-month scramble.
Accurate Job Costing
The Problem
You cannot price future jobs accurately if you do not know what fuel actually cost on past ones.
The Fix
Fuellox ties every litre to a project and machine, giving you real cost data to inform your next quote.
Fuel Tax Credit Claims
The Problem
Without defensible records, civil operators either underclaim or take on audit risk they cannot justify.
The Fix
Each dispense is timestamped with GPS, asset ID, and tax category so your accountant can claim with confidence.
Zero Double Handling
The Problem
Manual records need to be found, read, checked, and typed up before anyone can use them.
The Fix
Fuellox keeps data digital from the first pump stroke. Export clean reports rather than rebuild them.
Multi-Site Visibility
The Problem
When fuel is spread across five sites and a fleet of trucks, nobody has the full picture.
The Fix
One dashboard. All sites. All machines. All operators. Updated in real time.
Underclaim
You leave money behind because the records are not strong enough to support a fuller fuel tax credit claim.
Claim with Confidence
Fuellox gives your accountant clean, GPS-stamped, asset-categorised data ready to support every dollar of your claim.
Note: Fuellox provides accurate fuel records to support your claims. Your accountant handles ATO submissions.
Installation
Simple to install. Simpler to run.
Fuellox does not require a specialist flying in from the city. Your local sparky can handle the installation in under an hour. No SIM cards. No network cabling. No IT department.
1
Fast Install
Connects to your existing fuel setup. Most installs are done in under an hour by a local sparky or your own mechanic.
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No Specialist Required
Unlike competitors charging $1,800 a day for a technician, Fuellox works with local tradespeople you already trust.
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Works on Any Tank
Site tanks, fuel trailers, service trucks, fuel pods — if it holds diesel, Fuellox can manage it.
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Built to Last
Our Gen 1 units have been running for over 8 years. Under Fuellox Care, if the hardware fails, we replace it.
Installed Examples
What Fuellox Is Not
Practical, not precious.
We built Fuellox for real operators in real conditions. Not for corporate depots or IT departments.
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Not complex fleet software
No overwhelming dashboards. No IT department required. No multi-day training program.
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Not a fob or card system
No tokens to lose, swap around, or hand to a new employee. Operators use the phone they already carry.
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Not for city depots only
It works on site tanks, fuel trailers, service trucks, and mobile pods — wherever the fuel actually is.
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Not a terminal on a pedestal
No metal box to break, no screen to smash in dust and heat. The hardware stays compact and out of the way.
Watch Fuellox Working
Proof from the field, not just the brochure
Open either story to see how Fuellox works in real Queensland civil operations, from daily refuelling on the job to the reporting and accountability that happen behind the scenes.
Case Study
Fuellox in the field — HiTec Drainage
See how a real civil contractor replaced manual fuel records with cleaner job data, better visibility, and stronger control over operating costs.
Media Coverage
Channel 7 News Queensland
Watch the Channel 7 story covering Fuellox and the practical problem it solves for operators who need accurate fuel records without adding more admin to the day.
Questions
Frequently asked questions
Straight answers to the questions civil operators ask before switching.
How does Fuellox actually work on a civil site?
Operators open the Fuellox app, select or scan the machine they are filling, pump fuel as normal, and walk away. The system automatically records who pumped, how much, when, where (GPS), and which machine or project. No notebooks. No manual entry.
What if we are out of mobile range on site?
You will not lose a single record. If there is no mobile service, the data queues on the phone and syncs automatically as soon as the operator is back in range. Built specifically for remote and outer-suburban civil sites.
How hard is installation on a service truck or site tank?
Most civil operators use a local sparky for 240V setups or a mechanic for 12V trailer units. There are no specialist technicians, no SIM cards, no network cabling. Most installs are done in under an hour.
Can we track fuel across multiple projects at once?
Yes. This is one of the core reasons civil contractors choose Fuellox. You can assign every litre to a project, cost centre, or client. The system shows you exactly what each contract is costing you in fuel, in real time.
How does it help with fuel tax credit claims?
Fuellox separates on-road and off-road usage automatically based on the asset. Each dispense is stamped with GPS location, machine type, and tax category. Your accountant gets clean, defensible data rather than rough estimates.
We have hundreds of machines. How do operators find the right one?
QR codes on each machine eliminate the need to scroll through a list. Operators scan, not search. You can also disable manual asset selection once QR codes are live to eliminate any chance of error.
What happens if an operator forgets their phone?
A supervisor can authorise the fill on their own phone, or our heavy-duty units support a manual bypass for emergencies so the job keeps moving.
Will the hardware survive harsh site conditions?
Yes. Our Gen 1 units have been running in the field for over eight years. The Gen 2 units are more compact and more reliable. Under our Fuellox Care program, if the electronics fail we replace the unit. You are never left with a dead investment.
When does this pay for itself?
Most civil operators see payback within two to three months — through reduced admin time, recovered fuel tax credits, and eliminated fuel shortages. After that it is pure savings every month.
Get Started
Ready to take back control of your fuel?
Stop spending evenings rebuilding fuel spreadsheets. Stop guessing at job costs. Start knowing exactly where every litre goes — on every machine, every site, every day.
4,000+
Users
using Fuellox daily
8+ yrs
In the Field
proven hardware reliability
100%
Australian
made and supported