FueLoyal is our top pick for fuel management security, while FuelForce stands out for exceptional customer support. The best fuel management system really depends on your factors like your fleet size, fuel usage patterns, and whether you need onsite or mobile fueling. We’ve highlighted the top options so you can choose the one that fits your workflow without sorting through dozens of systems.
Key Takeaways
- Fuel management systems track, monitor, and control fuel usage through automated data collection, giving fleets real-time insights into consumption, costs, and potential misuse.
- A good system helps reduce fuel waste, prevent theft, manage driver behavior, and streamline reporting, often cutting operating expenses significantly.
- The best fuel management systems share core features such as strong security, reliable reporting, flexible fleet tools, and integrations for maintenance, telematics, or card programs.
- Pricing varies widely, typically ranging from low monthly subscriptions to larger enterprise plans depending on fleet size and hardware needs; look for transparent pricing, strong support, and features that match your fueling workflow.
Why You Can Trust FreightWaves Checkpoint
At FreightWaves Checkpoint, our mission is to give truckers and fleet owners clear, unbiased, data-driven insights into the tools that keep their operations running, including today’s leading fuel management systems.
We evaluated top fuel management providers by comparing security features, reporting accuracy, hardware reliability, pricing transparency, integration options, and overall ease of use. We also reviewed real-world driver and fleet feedback to understand how each system performs in everyday operations, from preventing fuel theft to improving efficiency.
Our editorial team verifies all information for accuracy and relevance, ensuring you get trustworthy guidance when choosing a fuel management solution that supports your business goals.
6 Best Fuel Management Systems
Best Security Features: FueLoyal
- Built for: 18-wheelers & large commercial fleets
- Pricing: Contact for quote
- Transaction tracking: ✓
- Fuel efficiency tracking: ✓
- Fuel processing methods: Proximity card
FueLoyal stands out for fleets that need airtight fuel security. Their platform is built to prevent unauthorized fueling through proximity card technology, location-based controls, and real-time transaction monitoring. This makes them a strong fit for operations where fuel theft, card misuse, or untracked purchases are ongoing concerns.
They also give fleet managers detailed visibility into driver behavior and fueling patterns, helping identify suspicious activity before it becomes a larger problem. For businesses where security and accountability matter most, FueLoyal offers some of the most robust safeguards in the industry.
Special Features
- Proximity-based fuel authorization
- Secure smart fuel cards
- Real-time fraud & misuse alerts
- Automated fuel reconciliation tools
- Location-locked fueling controls
Benefits:
- Helps fleets identify inefficient fueling patterns quickly
- Improves auditing accuracy with clear transaction histories
- Supports fleet growth with scalable system options
- Reduces administrative errors tied to manual fuel logs
- Works well for fleets with multiple fueling locations
Potential Downsides:
- May require training for drivers unfamiliar with digital systems
- Not ideal for fleets without onsite fueling or strict security needs
- Ongoing updates may affect legacy system compatibility
Best Customer Support: FuelForce
- Built for: Fleets that need hands-on onboarding & responsive customer assistance
- Pricing: Contact for quote
- Transaction tracking: ✓
- Fuel efficiency tracking: ✓
- Fuel processing methods: Onsite hardware, mobile apps & card-based authorization
FuelForce earns its spot for best customer support because they consistently offer hands-on guidance through onboarding, hardware installation, and ongoing system management. Their team is known for being responsive, knowledgeable, and easy to reach. That’s a major advantage for fleets transitioning from older fuel tracking methods or juggling multiple fueling sites.
They also offer flexible fueling solutions, from onsite systems to mobile authorization, backed by a support team that helps troubleshoot issues quickly. Fleet managers who value dependable help from real humans tend to find FuelForce especially reliable.
Special Features
- Hands-on onboarding & system setup
- Onsite fueling hardware options
- Customized access controls for drivers
- Automated usage & compliance alerts
- Mobile fuel authorization tools
Benefits:
- Supports fleets with mixed vehicle types & equipment
- Enhances accountability across multi-location operations
- Helps detect irregular spending or unusual consumption
- Increases efficiency at onsite fueling stations
- Offers long-term reliability for established fleets
Potential Downsides:
- Hardware maintenance may require scheduled downtime
- Some features may feel overly advanced for smaller fleets
- Large sites may need periodic equipment calibration
Best for Small Fleets: Verizon Connect
- Built for: Small fleets wanting simple tools, easy setup & strong mobile support
- Pricing: Approx. $25–$45 per vehicle/month
- Transaction tracking: ✓
- Fuel efficiency tracking: ✓
- Fuel processing methods: Integrated telematics & mobile-based reporting
Verizon Connect is a strong fit for small fleets that want easy implementation and an intuitive interface. Their system bundles fuel tracking with GPS, maintenance logging, and driver behavior monitoring, giving smaller operations a simple all-in-one platform without overwhelming features.
They’re especially appealing for businesses that need predictable pricing, strong mobile tools, and reliable customer support. For owner-operators and small fleets trying to get organized without heavy overhead, Verizon Connect offers a clean, scalable solution.
Special Features
- Integrated telematics & fuel tracking
- Mobile-friendly fleet management tools
- Customizable small-fleet dashboards
- Behavior-based fuel efficiency scoring
- GPS-integrated fuel reporting
Benefits:
- Improves route efficiency for delivery-focused businesses
- Makes it easier to track cost-per-vehicle over time
- Supports flexible mobile workflows for drivers
- Helps small teams keep accurate digital records
- Centralizes fuel spend, vehicle data & driver activity
Potential Downsides:
- May require regular app updates to maintain performance
- Contracts can reduce flexibility for very small fleets
- Analytics may be limited for fleets wanting deep insights
Best for Mid-Sized Fleets: Navistream
- Built for: Growing fleets that need scalable tools & detailed operational reporting
- Pricing: Contact for quote
- Transaction tracking: ✓
- Fuel efficiency tracking: ✓
- Fuel processing methods: Integrated logging & cloud-based reporting
Navistream shines as the best option for mid-sized fleets thanks to its blend of affordability, scalability, and detailed reporting. Their system is built for operations that have outgrown basic tracking tools but aren’t quite ready for large-enterprise software. Navistream provides fuel insights, compliance tools, and operational analytics that help fleets streamline their growth.
They’re also known for strong customer training and a straightforward interface, making them easy to adopt across larger driver teams. Fleets that need more structure and visibility as they expand often find Navistream a strong fit.
Special Features
- Scalable multi-driver reporting tools
- Built-in safety & compliance modules
- Centralized operational dashboards
- Cloud-based trip & fuel logs
- Driver workflow & routing tools
Benefits:
- Improves operational transparency across teams
- Makes compliance management simpler for growing fleets
- Provides insight into overall fleet performance over time
- Reduces time spent reconciling manual records
- Helps identify underperforming vehicles or routes
Potential Downsides:
- May feel too feature-heavy for smaller operations
- Limited mobile flexibility compared to lighter systems
- May need tech support help for certain configuration tasks
Best Third-Party Integration: FuelerPlus
- Built for: Fleets needing seamless integration with dispatch, accounting, or telematics systems
- Pricing: Contact for quote
- Transaction tracking: ✓
- Fuel efficiency tracking: ✓
- Fuel processing methods: Web-based input, mobile apps & API integrations
FuelerPlus stands out for fleets that rely on multiple systems and need seamless software communication. Their platform integrates smoothly with dispatch systems, accounting tools, telematics providers, and fuel card programs, making it easy to consolidate data without adding extra manual work.
They’re a popular choice for fleets that want automation and want their fuel data connected to billing, payroll, maintenance, or route planning. If your operation depends on a large tech stack, FuelerPlus provides some of the best integration flexibility available.
Special Features
- Wide third-party software integrations
- API connectivity for custom workflows
- Automated accounting & dispatch syncing
- Cross-platform fuel data importing
- Flexible reporting & export tools
Benefits:
- Can test before purchasing
- Reduces time spent switching between software platforms
- Helps detect inconsistencies in billing or transactions
- Supports smooth multi-system data flows for busy fleets
- Allows flexibility for custom operational setups
Potential Downsides:
- Initial configuration may require IT involvement
- Feature updates may affect integration dependencies
- Long-term value depends on external systems staying connected
Best Fuel Economy Metrics: Fleetio
- Built for: Fleets focused on optimizing MPG & tracking cost per mile trends
- Pricing: Approx. $4–$8 per vehicle/month (plus base account plan)
- Transaction tracking: ✓
- Fuel efficiency tracking: ✓
- Fuel processing methods: Fuel card integrations & mobile data entry
Fleetio excels at helping fleets improve fuel economy with clean analytics, MPG tracking, and cost-per-mile calculations. Their dashboards give managers a clear view of how fuel spend, idle time, and vehicle performance impact overall operating costs, making it easier to control expenses.
They’re a great match for fleets that want visibility into long-term trends, not just basic transaction logs. With strong reporting and simple mobile entry tools, Fleetio makes it easy to identify inefficiencies and improve overall fuel performance.
Special Features
- Detailed MPG & cost-per-mile tracking
- Fuel card syncing for automated data pulls
- Maintenance & fuel cost correlation tools
- Mobile-first fuel entry & scanning
- Custom performance & trend reports
Benefits:
- Sends reports of suspicious fuel activity
- Helps fleets monitor long-term fuel performance trends
- Supports cost control by identifying inefficient drivers or routes
- Automatic import reduces manual entry errors over time
- Helps fleets prioritize maintenance based on fuel usage
Potential Downsides:
- Some features require add-ons or higher-tier plans
- Manual workflow steps can remain without fuel cards
- Costs can increase as fleets scale up
How Fuel Management Systems Work
A fuel management system regulates a fleet’s fuel consumption and costs. Before automated systems were widely used, fuel data was tracked manually — leaving plenty of room for errors and missing information. Today, fleets can collect real-time data and analyze detailed reports that help reduce fuel waste and improve their bottom line.
- Combined hardware and software: All systems use physical devices paired with digital platforms to monitor and manage fuel usage.
- Hardware installed on vehicles or fueling stations: Sensors or modules attach to trucks or pumps to capture fueling activity as it happens.
- Automatic data collection: Each time fuel is dispensed, the system records key details such as gallons, location, and driver information.
- Fuel efficiency reporting: The software analyzes data to generate cost-per-mile and fuel usage reports.
- Tools to reduce fuel costs: Insights help fleets identify inefficiencies, prevent waste, and improve overall fuel performance.
Fuel Management vs. Fuel Monitoring
Fuel monitoring is the simpler of the two. It focuses mainly on how much fuel is in a tank at a specific moment. It’s helpful for keeping an eye on levels, preventing runouts, and making sure vehicles or storage tanks stay filled when needed.
Fuel management goes much deeper. Instead of just measuring what’s in the tank, it follows the entire fueling process from start to finish. That includes who pumped the fuel, which vehicle received it, how many gallons were dispensed, and exactly when the transaction happened.
Because it tracks movement rather than just volume, fuel management gives fleets a full picture of how fuel is being used day to day. This makes it easier to spot inefficiencies, identify unusual activity, and reduce waste or theft.
Most fleets use fuel management systems when they want more control and visibility than tank monitoring alone can provide. With detailed data, managers can make smarter decisions about maintenance, routing, budgeting, and operational improvements.
What To Consider When Choosing a Fuel Management System
System Costs
Fuel management system pricing really depends on what your fleet needs, how many vehicles you’re running, and how much automation you want. Some fleets stick with a simple stand-alone setup — basically a basic processor that controls fuel usage and stores data for you to pull onto a USB stick and review in a spreadsheet. There’s no software involved, so it stays pretty bare-bones.
Others prefer a card-lock system where drivers swipe a key, card, or fob and enter their odometer readings. That information goes straight into the software, giving you automatic tracking and cleaner reporting.
You can also add more control, like limiting how much fuel each driver can pump or layering in extra security tools. The more tech and reporting you want, the more add-ons you’ll end up including.
Basic systems often start around $80 per vehicle per year, while advanced setups can reach $1,200 per vehicle annually. Prices vary depending on the features you choose, so it’s worth asking each provider for a detailed breakdown.
Data Collection
How a fuel management system collects data plays a big role in how much value you get from it. Fuel is one of the biggest expenses for any fleet, so having accurate, real-time information can make a noticeable difference in your overall costs.
With detailed tracking, you can quickly spot anything that looks off. If fuel theft happens, real-time alerts make it easy to pinpoint when and where it occurred. You can also monitor how efficiently each vehicle burns fuel and schedule repairs when a truck starts slipping in performance.
Route deviations show up clearly in fuel and odometer data, giving you insight into drivers who stray from their assigned paths. You can even set limits on how much fuel a truck is allowed to pump, which helps keep vehicles within the miles you intended.
Idling, speeding, and hard accelerations all burn unnecessary fuel, and those behaviors show up in driver activity reports. This makes it easier to coach drivers who need extra guidance and cut back on wasted fuel during everyday operations.
Many systems also send diagnostic alerts, like reminders for oil changes or maintenance items that directly impact fuel efficiency. Before choosing a provider, it’s worth checking which reports and alerts they include and how detailed their tracking really is.
Additional Features
Sustainability options are an ethical concern in which fleets should consider investing. Many of your customers want to improve their carbon footprint and look for companies implementing greener options. It also shows your customers you’re forward-thinking and care about the future of your communities.
Fuel tax reporting can be a headache that fuel management systems can alleviate. Those quarterly tax returns made mandatory by the International Fuel Tax Agreement (IFTA) can be part of your automated process. You won’t have to worry about inaccuracies due to human error, meaning you can spend more time focused on meeting your fleet’s needs.
Customer Support
Strong customer support makes a huge difference when you’re installing equipment, troubleshooting issues, or dealing with repairs. You want a provider that responds quickly, communicates clearly, and doesn’t leave you guessing when something goes wrong.
If a device fails or a component needs to be replaced, the best companies move fast to get you back up and running. Long hold times and slow responses can throw off your entire operation, especially when your fleet relies on accurate fuel tracking every day.
It’s also important to have a written service agreement that explains how support requests are handled. If a provider hesitates to share this or can’t explain their process, that’s usually a sign to keep looking. Reliable support keeps your fleet efficient and minimizes downtime.
FAQ
Do fuel management systems work with electric or hybrid fleets?
Many fuel management systems now support mixed fleets, including gas, diesel, hybrid, and electric vehicles. While EVs don’t require traditional fuel tracking, these platforms can still monitor charging activity, energy usage, and cost per mile.
If you plan to add EVs in the future, it’s worth checking whether the system can handle both traditional fueling and electrified operations in the same dashboard.
How long does it take to install a fuel management system?
Installation time varies depending on the setup. Basic stand-alone or card-based systems can be installed in a few hours, while on-site station hardware or multi-vehicle configurations may take a day or more.
Fleets usually plan installation during downtime to avoid interrupting operations, and many providers offer after-hours or weekend setups.
Do I need special training to use a fuel management system?
Most modern systems are designed to be user-friendly, but a short training session is often recommended. Drivers may only need a few minutes to learn how to authenticate fueling or enter odometer readings.
Fleet managers may require additional training to understand reporting tools, alerts, and dashboard features.
Can a fuel management system prevent fuel theft completely?
Fuel management systems significantly reduce the chances of theft by requiring authenticated fueling, tracking transactions, and generating real-time alerts. These tools make it much harder for unauthorized fueling to go unnoticed.
While no solution is 100% foolproof, fleets usually see a major drop in suspicious activity after implementing a modern system.
What types of fuel can these systems track?
Fuel management systems can track diesel, gasoline, DEF, biodiesel blends, off-road fuel, and even propane, depending on the provider. Some systems also track EV charging data for mixed fleets.
Before choosing a provider, confirm that the system supports every type of fuel your vehicles use.
Do fuel management systems require internet access?
Most systems use cloud-based software, so they sync best with an internet connection. However, many hardware units store data locally and upload it automatically once a connection is restored.
Fleets operating in rural or low-signal areas should confirm offline capabilities before choosing a provider.
How often do these systems update reports and alerts?
Most modern fuel management systems update in real time or near real time. Transactions are typically posted within seconds, and alerts fire immediately when unusual activity occurs.
Report frequency can often be customized, allowing managers to receive daily, weekly, or monthly summaries.
