Logging a refuelling from the app
📝 Beta article — this article is part of our new help center. If a step doesn’t match what you see in Movcar, let us know — we’re refining the content daily.
Logging refuellings in the Movcar app is the simplest way to keep the fleet office’s records up to date. It takes ~30 seconds at the pump and saves the fleet manager from chasing receipts later.
Before you start
You’ll need:
- The vehicle paired to your phone (see Logging in as a driver).
- The pump receipt — for litres, total cost, and fuel type.
- The vehicle’s current odometer reading.
If your fleet uses a fuel card linked to the vehicle, you may not need to type the cost — the app auto-fills from the card transaction. Confirm with your fleet manager.
Step 1 — Open the Refuelling tab
Bottom tab bar → ⛽ Refuelling. The screen shows your last few refuellings for context.
Step 2 — Tap “+ New refuelling”
Top-right or floating action button. The new-refuelling form opens.
Step 3 — Fill in the form
| Field | What to enter |
|---|---|
| Date / Time | Defaults to now. Adjust if you’re logging after the fact. |
| Odometer reading | The vehicle’s current mileage in km (or miles, depending on your fleet). Read this off the dashboard. |
| Fuel type | Diesel / Petrol / LPG / Electric (kWh). Often pre-selected from the vehicle’s fuel type. |
| Litres | Total litres pumped (or kWh charged for EV). Found on the receipt. |
| Price per litre | Optional but useful for reporting. |
| Total cost | The amount paid. The app may calculate this from litres × price; you can override. |
| Currency | Defaults to your fleet’s currency. |
| Fuel card | If the vehicle has a fuel card linked, it’s auto-selected. Otherwise pick from the dropdown or leave empty. |
| Petrol station | Optional. The app suggests the nearest station based on your location. Tap to confirm or change. |
| Full tank? | Tick if this was a full tank. This affects fuel consumption calculations downstream. |
Step 4 — Attach the receipt (recommended)
Tap 📷 Attach receipt and either:
- Take photo — camera opens, snap the receipt.
- Choose from gallery — if you already photographed it.
A photo isn’t strictly required but most fleets want one for auditing. Check with your fleet manager.
Step 5 — Tap “Save”
The refuelling is saved locally and synced to the admin. If you’re offline, it stays in the app and uploads as soon as you get signal — a small clock icon shows pending uploads.
What the fleet manager sees
Within seconds, the refuelling appears in the admin My Fleet → Refuellings list, with:
- Your name as the driver.
- The vehicle license plate.
- All the fields you entered.
- The receipt photo as an attachment.
- A Source: Mobile app tag.
The refuelling is automatically tagged to the fuel card (if linked to the vehicle) and feeds the Fuel Consumption Report.
Common questions
What if I forgot to log a refuelling?
Open the Refuelling tab, tap + New refuelling, and set the Date / Time to when the actual refuelling happened. The fleet manager can edit timestamps later if needed.
What if I made a mistake?
Open the refuelling from your recent list, tap ✏️ Edit, fix the wrong field, Save. Edits sync immediately.
Can I delete a refuelling?
Yes — tap the refuelling, tap 🗑 Delete, confirm. The fleet manager will see the deletion in the audit log.
Why does the form show different fuel types than my vehicle’s?
The fleet manager hasn’t set the vehicle’s fuel type in Movcar yet. You can still log the refuelling; ask the fleet manager to update the vehicle record.
What’s next?
- Reporting a claim from the app — for accidents and incidents.
- Completing a handover from the app — when you swap vehicles.
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