The Card Gap
Fuel cards show what was purchased but not which job it went to, who authorised it, or whether the litres match the tank.
Road Transport & Freight Fleets
Fuel Management Built for Fleets That Keep Australia Moving.
Know exactly where every litre goes — by truck, driver, depot, and run. Automatic records. No fobs. No guessing. Nothing extra for your drivers to do.
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.
Made in Australia
Built for the Bush. Trusted in the Dirt. Proven at the Pump. The Fleet Problem
You can see the fuel bill. You cannot always see where the fuel went.
Running a mixed freight fleet across depots and long-haul routes means fuel is moving constantly — and so is the opportunity for it to disappear. With employed drivers, subcontractors, overnight runs, and depot tanks feeding a fleet day and night, the gap between what you bought and what you can prove is often significant.
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Depot tanks dispensing fuel to any truck, anytime, with no record attached
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Subcontractors filling from your account with nothing tied back to a job or run
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Drivers on multi-day runs where fuel card data is incomplete or missing entirely
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Fuel siphoned from parked vehicles overnight or at unsecured yards
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No way to know whether a truck is genuinely heavy on fuel or has a problem
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End of month arrives and accounts is chasing receipts and dockets again
The biggest fuel losses in transport are not always dramatic.
They are small, daily, and invisible until someone adds them up.
The Records Problem
Fuel is your largest variable cost. Most fleets cannot prove where half of it went.
Ops is trying to run a fleet. Accounts is trying to close the books. Neither should be spending their time reconstructing fuel records from card exports, paper dockets, and memory.
The Contractor Blind Spot
Subcontractor fuel disappears into verbal agreements and rough estimates that never make it into the books cleanly.
The Siphon Loss
Trucks parked overnight are targets. Ops suspects it is happening. Without a baseline, it cannot be proven or acted on.
The Reconciliation Scramble
Someone in accounts spends hours at BAS time matching purchase records, card statements, and paper dockets that do not line up.
Every litre you cannot account for is either a cost you cannot recover, a tax credit you cannot claim, or a problem you cannot act on.
How It Works
Drivers fuel as normal. Fuellox handles the records.
No new workflow. No fob cards to manage. No PIN pads to break. Fuellox connects to your depot bowser, service truck, or yard tank and records every fill automatically the moment the driver picks up the nozzle.
1
Driver Opens the App
Any smartphone. No special hardware in the driver's hand. Just the phone they already carry.
2
Select or Scan the Truck
QR code on the vehicle, or pick from the fleet list. Takes five seconds. Works for employees and subcontractors alike.
3
Fuel as Normal
The flow meter reads the dispense. The system records it. Drivers fuel exactly as they always have.
4
Record Is Done
Truck ID, litres, time, GPS, driver name, run code — all logged automatically. No dockets. No chasing.
What gets recorded automatically on every fill:
Truck registration and asset ID
Exact litres dispensed
Date and time stamp
GPS location of the fill
Driver name and employee ID
Run or job code
Fuel tax category
Drivers fuel the same way they always have. The difference is that now there is a clean record every single time.
Fleet Visibility
Know which truck is burning fuel. Know which driver is the outlier. Know before it becomes a problem.
Fuel efficiency is not just about the pump price. It is about knowing which trucks are running heavy, which drivers are filling more than their routes justify, and which depot is burning through stock faster than expected.
Track Usage By...
By Truck
Know the exact fuel cost of every vehicle in the fleet. Spot the ones running heavy before maintenance becomes urgent.
By Driver
See usage patterns by employee or subcontractor. Outliers stand out immediately without manual cross-referencing.
By Depot
Track consumption across each site. Know which locations are drawing down stock fastest and why.
By Cost Centre
Allocate fuel to specific routes, clients, or contracts. Real cost data for every job you quote.
By Fleet Category
Split prime movers, rigids, and service vehicles. Compare like for like across the whole operation.
By Tax Class
Separate on-road and eligible off-road usage automatically so accounts can claim every dollar available.
Real Questions You Will Be Able to Answer
"Which of our trucks is using 15% more fuel than the rest on the same run?"
"How much diesel did subcontractors draw from the depot tank last month?"
"What is the fuel cost per kilometre on our main corridor?"
"Did our overnight fuel loss drop after we installed Fuellox on the yard tank?"
Loss Prevention
The moment you can see every litre, the losses stop.
Fuel theft from transport depots and parked vehicles is one of the most consistently under-reported costs in the industry. Most operators know it is happening. Few can prove it — or act on it.
Fuellox does not stop a bolt cutter. But it does something more powerful: it creates a baseline. Once every litre has a record, discrepancies become visible immediately. When the team knows the system is watching, behaviour changes overnight.
Get Pricing
Depot Tank Control
Every draw from your depot bowser is logged to a truck and driver. Unauthorised fills show up as an anomaly immediately — not a mystery at month end.
Anti-Syphon Protection
The Fuellox anti-syphon cap module protects individual truck tanks from overnight theft. Combined with depot tracking, you close both the front door and the back.
Volume Alerts
Set fill limits per truck. Get notified when a dispense exceeds what the tank should hold. Flag unusual patterns before they become expensive habits.
For Accounts
Clean data, delivered once. Not chased three times.
Accounts should not need ops to be organised. They need the system to be organised. Fuellox sends clean, structured fuel records directly to the dashboard — filter, export, and lodge without a single phone call to the fleet team.
Fuel Tax Credit Claims
The Problem
Transport operators often miss eligible portions of their FTC claim — or cannot prove the on-road vs off-road split under scrutiny.
The Fix
Fuellox categorises every fill by asset type and use. Accounts gets a clean FTC summary ready for lodgement without chasing ops.
BAS Preparation
The Problem
Gathering fuel data at BAS time means chasing receipts, card statements, and dockets that do not reconcile.
The Fix
Fuellox exports a date-filtered fuel report in one click. Everything accounts needs, in the format they need it, without a phone call.
Audit Defence
The Problem
If the ATO questions your claims, rough estimates and incomplete dockets are not a defence.
The Fix
Every dispense is timestamped with GPS, truck ID, and driver. Audit-proof documentation, created automatically on every fill.
Job Costing
The Problem
Without fuel tied to specific runs, you cannot accurately cost contracts or prove margin on the work you are quoting.
The Fix
Fuellox allocates fuel to jobs and runs, giving the finance team real numbers to work with when pricing new business.
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 accounts clean, GPS-stamped, asset-categorised data ready to back every dollar of the claim — without chasing ops for backup.
Note: Fuellox provides accurate fuel records to support your claims. Your accountant handles ATO submissions.
Installation
Fits your existing tanks. No IT department required.
Fuellox connects to your depot bowser, service trucks, or yard tanks without specialist technicians, SIM cards, or network infrastructure. Your local sparky handles the install. Most are done in under an hour.
Installed Examples
What Fuellox Is Not
Not another system for ops to manage. Not another headache for accounts.
We built Fuellox to stay out of the way. It should not add work to your operation. It should remove it.
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Not a fob or card system
No tokens to issue, no cards to manage, no drivers leaving them at home or handing them to a mate.
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Not complex fleet software
No six-month implementation. No IT department. No training program. Drivers are comfortable in five minutes.
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Not a terminal bolted to the wall
No fragile touchscreen sitting in heat and weather. The hardware is compact, passive, and out of the way.
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Not just for large depots
Works on service trucks, mobile bowsers, yard tanks, and anywhere else the fuel actually lives.
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Not Reliant on SIM cards
No Sim cards needed! No modem to upgrade. All data persists on handests. Sync to the net now or later.
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Not Expensive to Install or Maintain
DIY Installation no techs from town needed! Long term product sipport and replacement for unexpected failues at no cost!.
Case Study
Fuellox in the field — HiTec Drainage
See how a real operator eliminated manual fuel records, stopped the losses, and gave accounts the data they needed without a single phone call.
Questions
Frequently asked questions
Straight answers to the questions fleet and ops teams ask before switching.
How does Fuellox work with a depot bowser?
The Fuellox controller connects to your existing flow meter. When a driver picks up the nozzle, they open the app, select or scan their truck, and fuel as normal. Every fill is logged automatically. No new hardware needed at the pump itself.
Does it replace our fuel cards?
No — Fuellox is a depot and tank-based system, not a card network. It captures fills at your own tanks — depot bowsers, service trucks, mobile tankers — where card data does not follow the fuel. The two work alongside each other.
What about subcontractors filling from our tanks?
Fuellox treats subcontractors the same as employees. They get a login, they select their truck, and every fill is recorded against them. You always know who took what, and when.
Can drivers use it without tech experience?
Yes. If they can use a smartphone, they can use Fuellox. The interface is built for people who do not want training. Most drivers are comfortable within the first fill.
What happens if a driver does not have their phone?
A supervisor can authorise the fill on their own phone. On our heavy-duty units there is also a manual bypass for genuine emergencies so the yard does not stop.
How does anti-syphon work with Fuellox?
The Fuellox anti-syphon cap module mounts on individual truck tanks. Combined with depot tracking, you have a closed loop — fuel dispensed from your bowser is recorded, and fuel in individual truck tanks is physically protected. Both problems addressed together.
Can accounts access data directly without going through ops?
Yes. Give accounts a login. They can log in, filter by date range, truck, or run, and download a clean CSV report without a single phone call to the fleet team.
How hard is installation on an existing depot tank or service truck?
Most operators use a local sparky for 240V depot setups or a mechanic for 12V service truck installs. No specialist technicians, no SIM cards, no network cabling. Most installs are done in under an hour.
How quickly does this pay for itself?
Most transport operators see payback within two to three months — through reduced admin time, recovered fuel tax credits, and eliminated depot losses. After that it is pure savings every month.
Get Started
Ready to know exactly where every litre goes?
Stop running a fleet on rough estimates. Stop giving accounts incomplete records at the end of every month. Start managing fuel the same way you manage everything else that costs serious money.
4,000+
Users
using Fuellox daily
8+ yrs
In the Field
proven hardware reliability
100%
Australian
made and supported