How do I assign users and admins?

To add users to your account, you can click on any vehicle of your choice, then click on the “User Assignments” icon located in the top right area. Once your on the user assignments dashboard, you can assign users by the entire Garage, folders(if you have folders setup), or by a specific vehicle. You can select the “Assignments” button either on the Garage, Folder or on the vehicle itself and click on “Add New Assignment”. This will allow you to enter in the email of the user you want to assign and make them administrators if you want to. If you want to assign a user to all vehicles or folders, its best to assign the entire Garage. After they have been assigned in the user assignments area, you can have all your users create a free account either through the app or on the web portal here: https://autosist.com/portal Once they sign up, they will automatically see the vehicles you assigned to them in the Garage. Be sure they sign up with the same email that you assigned to them in the User Assignments area.

How do I move vehicles/assets into different folders?

1. Click on the folder you want the vehicle/asset to move to 2. Click the small pencil icon that shows up next to the folder name 3. Select the vehicle/asset you want to move into the folder from the list of vehicles on the right hand panel that shows up 4. Click save and the vehicle/asset will then move into that folder Please note this can only be done via the web portal.

How do I customize inspection forms?

You can create as many custom inspections as you want. Simply click on the drop down menu in the top right corner of the web portal and then click on “Inspection Template Editor”.

Can you link with GPS Trackers?

Yes, we have an open API that can link with pretty much any GPS provider out there and can update the mileage into AUTOsist real time. Please contact us for more information on how we can get that set up for you.

How do Reminders work? How do I set one?

You can set reminders and recurring reminders by date and/or odometer. You will get both a push notification and email notification of the reminders you set. Here is a brief tutorial on how it works: https://youtu.be/XcbavwS75mM

Do my records “Sync” across multiple devices? How does it work?

Yes, all your records will sync automatically across any device. The beauty about AUTOsist is that its cloud based. This means that you can access your records anytime, across any device. No matter what device or operating system you have, you can always access your records when connected to the internet. Everything is tied to the email that you signed up with. If you would like to share your records between family/friends/employees, simply use the same login credentials and anyone can manage the account.

How can I change the tracking metrics? (i.e. Kilometers, Hours, Liters, and Currencies)

AUTOsist is a global app and you an change your metrics easily. Simply click into any vehicle on your garage page and select the tools icon located in the top left corner of the app. Click on “Vehicle Settings” and you will be able to change your metrics. For the web portal, you can change it by clicking the “settings” icon next to the vehicle details and picture.

Can I export my records?

Absolutely! You can export your records in multiple ways. Either via the “Export / Backup Data” tool found within our web portal, or through the Service History Report tool. To export your data through the web portal, select the icon in the top right area named “Export / Backup Data”. You will be able to export all your data via Excel as well as have the option to export all the images you have attached to your records as well for backup. You also have the option to export all your services records via the “Service History Report” found in the tools icon in the top left corner of the app. Simply click into any vehicle on the garage page and select the tools icon in the top left corner, then select “Service History Report”. The Service History Report is a compilation of all your records you have stored on the AUTOsist app in the “Service” section. The report is sorted by the date/mileage and can be sent via email in PDF format. This is a great report to run for future buyers to prove that you took care of your vehicle. Here is a brief tutorial on how it works on the app: https://youtu.be/QyNkTnXbttk

Can I import my records into AUTOsist?

Yes you can! You can import vehicle details, service, and fuel records automatically into AUTOsist using our import tool (CSV/EXCEL Format). To access this tool, login via the web portal here and then select the drop down menu where your email is listed in the right corner, and select “Data Import Tool” then follow the instructions on the screen.

Can I transfer my receipts or other records to anyone else?

Yes, you sure can! There is tool that allows you to transfer your vehicle to anyone you please. Here is a brief tutorial on how it works in the app: https://youtu.be/BzfhC4ZV8kM You will be able to select what records you would like to transfer by entering the email address of the person you are sending to. If they are not an AUTOsist member already, we will send them an email to notify them to download AUTOsist and accept the records. Please note that we will NEVER transfer any of your records stored in the GloveBox section.

Where should I store records that are not vehicle specific (i.e. Drivers license, AAA card, etc)?

These files should be stored under the “Personal Docs” tab in the Glovebox section. This will allow you to access these records across multiple vehicles and will not be deleted when you delete a vehicle. You should store vehicle specific docs like registration and title in the “General Docs” tab. These files will be deleted if you delete your vehicle.

What happens to all my records when I delete a vehicle?

When you delete a vehicle, all your records are deleted except for records located in the “Personal Docs” tab in the Glovebox section. Files stored here will stay in your account and should NOT be vehicle specific (i.e. Drivers license, AAA card, etc)

Can I email my records stored on the app? What format does it email in?

Absolutely! All individual records are emailed in JPEG or PDF format.

I forgot my email or password / I want to change my email or password

If you forgot your password, you can go here to reset it: http://autosist.com/portal/login/forgot_password. Please email us at admin@autosist.com if you would like to change your email.

Can I search easily through my records?

Definitely – When you add a record, you should put keywords in the Title and/or the details section. For example, if you have a receipt that you did an oil change, brakes, and maybe a new exhaust. You would want to put those keywords in the Title and/or details of the receipt when so that when you search, it will find those key words.

How secure are my records/data?

We take the security of all the data you input into AUTOsist very seriously. There are multiple levels of security to protect and back up your records/data over our secure infrastructure, including: AES 256 Bit Encryption Secure Socket Layer (SSL) Daily Backups (Automatic) User generated backups (Select “Export / Backup Data” within the web portal)

Does AUTOsist cost anything?

AUTOsist allows you to manage 1 vehicle free with limited cloud storage. If you would like to manage more vehicles and want more cloud storage space, there is a small fee that you need to pay. We have special plans for our fleet customers and you can learn more about those plans by clicking here.

How to Reduce Fleet Fuel Costs: Practical Fleet Fuel Management Strategies That Actually Work

Name: AUTOsist
Brand: AUTOsist
Rating: 4.7 (114 reviews)

Miya Bholat

Mar 03, 2026

Key Takeaways: Your Fuel Cost Reduction Checklist

Start with a fleet fuel audit. Establish your baseline MPG, cost per mile, and fuel outliers before implementing changes.
Improve driver behavior first. Speed control, idle reduction, and smoother driving habits can cut fuel consumption by 10–30%.
Optimize routes and dispatch decisions. Reducing unnecessary miles directly lowers fuel spend at scale.
Maintain vehicles proactively. Tire pressure, air filters, and preventive maintenance schedules directly influence MPG.
Strengthen fuel card controls. Set limits, monitor transactions, and reconcile fuel purchases against mileage.
Right-size your fleet. Ensure the correct vehicles handle the correct jobs to avoid long-term fuel inefficiencies.

Why Fuel Costs Are Eating Your Fleet Budget

Fuel costs don’t rise for just one reason. They increase due to a combination of external factors and internal inefficiencies.

Externally, fuel price volatility is out of your control. What you can control is how efficiently your vehicles use fuel and how closely you monitor consumption. Many fleets don’t have consistent visibility into MPG trends, idling time, route deviations, or fuel card usage. Without that visibility, waste becomes normalized.

Internally, several operational issues inflate fuel spend:

Before you fix the problem, you need to understand the main contributors:

Inefficient routes that add unnecessary miles
Drivers who speed, idle excessively, or accelerate aggressively
Vehicles operating with poor maintenance
Oversized vehicles assigned to light-duty routes
Weak fuel card controls or limited oversight

Even small inefficiencies compound quickly. If each of 50 vehicles wastes just one gallon per day, that’s 250 gallons per week. At $4 per gallon, that’s $1,000 per week — over $50,000 per year in preventable expense.

The Hidden Costs Beyond the Pump

The price on the pump isn’t the full picture. Fuel waste also hides in indirect areas of your operation.

Consider these often-overlooked contributors:

Excessive idling (a diesel truck burns roughly 0.8 gallons per hour while idling)
Underinflated tires reducing fuel economy by up to 3%
Dirty air filters restricting airflow and lowering MPG
Deferred oil changes increasing engine friction
Unauthorized or fraudulent fuel card transactions

Fuel inefficiency is rarely caused by one dramatic issue. It’s usually death by a thousand small operational leaks.

Conduct a Fleet Fuel Audit Before Anything Else

You can’t reduce what you haven’t measured.

A fleet fuel audit establishes your baseline. It shows which vehicles perform efficiently and which are dragging your averages down. Without this step, you’re guessing.

A proper fuel audit should include:

MPG tracking per vehicle and per driver
Fuel spend by vehicle class
Comparison against manufacturer MPG benchmarks
Fuel card transaction review
Identification of outlier vehicles or routes

Start by calculating cost per mile and MPG across the fleet. If your average light-duty truck should get 16 MPG but one vehicle consistently gets 12 MPG, you have a 25% efficiency gap worth investigating.

Fleet software platforms with built-in fleet fuel management and tracking software capabilities make this easier by centralizing fuel data alongside mileage and maintenance records. When fuel reporting integrates with maintenance and telematics data, trends become visible instead of buried in spreadsheets.

Once you know where the leaks are, you can prioritize fixes that deliver the fastest return.

How Driver Behavior Directly Impacts Fuel Consumption

Driver behavior is one of the largest controllable variables in fleet fuel management. .

Aggressive driving can reduce fuel efficiency by 15–30% on highways and 10–40% in stop-and-go traffic. Speeding increases aerodynamic drag exponentially. Hard acceleration wastes fuel. Excessive braking wastes the momentum you already paid for.

Idling is another major contributor. A single truck idling two hours per day can burn roughly 1.6 gallons daily — nearly 400 gallons annually.

Improving driver performance often delivers faster savings than replacing vehicles.

Building a Driver Accountability Program

Changing behavior requires visibility and accountability.

An effective driver program typically includes:

Telematics-based tracking of speed, idle time, and harsh events
Driver scorecards ranking fuel efficiency metrics
Regular coaching sessions
Incentives for top-performing drivers
Clear idle-reduction policies

Many fleets combine GPS tracking with reporting dashboards to monitor these metrics in real time. Integrated platforms like GPS fleet tracking and telematics allow managers to correlate driver behavior with fuel consumption, making coaching conversations data-driven rather than subjective.

When drivers see their data — and understand how it affects company performance — behavior tends to improve quickly.

Route Optimization and Dispatch Efficiency

Every unnecessary mile burns fuel. Multiply that by dozens or hundreds of vehicles, and inefficiencies scale rapidly.

Route optimization is not just about mapping the shortest path. It involves:

Consolidating jobs geographically
Avoiding congestion during peak hours
Reducing backtracking
Planning delivery sequences logically
Minimizing empty miles

Even a 5% reduction in total miles driven can significantly reduce annual fuel spend. For a fleet driving 1 million miles per year at 10 MPG, a 5% reduction saves 5,000 gallons. At $4 per gallon, that’s $20,000 annually.

Dispatch decisions matter. Assigning the wrong vehicle to a route or failing to group nearby jobs increases both fuel and labor costs. Integrating telematics with route data improves visibility and reduces waste at scale.

For deeper optimization strategies, reviewing resources on fleet optimization can help structure improvements across routing, utilization, and vehicle assignment.

Keep Vehicles Well-Maintained to Maximize Fuel Efficiency

Maintenance and fuel efficiency are tightly linked.

Mechanical degradation increases fuel consumption gradually. Worn spark plugs reduce combustion efficiency. Dirty air filters restrict airflow. Old oil increases friction. Underinflated tires increase rolling resistance.

For example:

Proper tire inflation can improve fuel economy by up to 3%
Replacing clogged air filters can improve MPG by 2–6%
Regular oil changes reduce engine drag

These improvements seem small individually. Combined across a fleet, they create measurable savings.

Setting Up Preventive Maintenance Schedules

Reactive maintenance wastes fuel long before breakdown occurs. Preventive maintenance keeps vehicles operating within optimal efficiency ranges.

A structured preventive maintenance program should:

Follow OEM-recommended service intervals
Include regular tire pressure inspections
Track fuel efficiency trends as a maintenance KPI
Flag declining MPG as a potential mechanical issue

Fleet maintenance software makes this systematic instead of manual. Using tools like fleet preventive maintenance schedules ensures services are completed on time and recorded centrally.

When fuel data integrates with maintenance records, managers can quickly identify whether declining MPG stems from driver behavior or mechanical issues — eliminating guesswork.

Fuel Card Programs and Purchasing Strategies

Fuel cards are more than payment tools. They are control mechanisms.

Without structured policies, fuel cards become risk points for misuse, fraud, and over-purchasing. A disciplined fuel card strategy includes clear restrictions and monitoring.

Key best practices include:

Setting transaction limits per day
Restricting fuel types by vehicle
Enforcing PIN-based authorization
Monitoring for purchases outside approved geography
Reconciling fuel purchased against mileage driven

Bulk fuel contracts or regional discounts can also reduce per-gallon cost. However, the biggest gains often come from preventing unauthorized transactions and identifying outliers early.

Integrated reporting dashboards that centralize fuel transactions with vehicle mileage simplify oversight and reduce administrative workload.

Evaluating Fleet Composition and Right-Sizing Vehicles

Long-term fuel cost reduction sometimes requires strategic fleet decisions.

Oversized vehicles burn more fuel than necessary. A heavy-duty truck assigned to light-duty urban routes wastes fuel every mile it operates. Similarly, older vehicles may operate at lower efficiency than newer alternatives.

Periodic fleet composition reviews should examine:

Vehicle utilization rates
Fuel cost per mile by vehicle class
Average age and maintenance cost trends
Route suitability for hybrid or electric vehicles

For certain short, predictable routes, hybrids or EVs may significantly reduce fuel spend over time. For other applications, downsizing engine specs may deliver savings without compromising capability.

These decisions affect fuel costs for years — not just months — so they deserve structured analysis.

Reducing fleet fuel costs isn’t about one single tactic. It’s about tightening control across behavior, routing, maintenance, purchasing, and vehicle strategy. When you address each lever systematically, fuel stops being a volatile expense and becomes a manageable operational metric.

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