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.

Top Features of a Fleet Fuel Management System That Cut Costs and Improve Control

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

Miya Bholat

Jan 27, 2026

Key Takeaways: Choosing the Right Fuel Management System

Real-time visibility drives faster decisions:
Systems that provide live fuel data help fleets catch inefficiencies and losses before they escalate.
Automation reduces administrative burden:
Fuel card integration and automated reconciliation save time while improving accuracy.
Analytics turn data into savings:
MPG tracking, trend analysis, and benchmarking reveal where fuel dollars are being wasted.
Driver behavior matters:
Linking fuel usage to driving habits enables targeted coaching and measurable improvements.
Integration creates a complete picture:
Connecting fuel data with maintenance and telematics delivers deeper operational insight.
Prevention is more effective than recovery:
Fuel theft detection and policy controls stop losses before they become recurring problems.

Real-Time Fuel Tracking and Monitoring

Real-time fuel tracking is the foundation of any effective fuel management system. Instead of waiting for end-of-month fuel statements, fleet managers can see fuel usage as it happens across vehicles, drivers, and locations. This immediate visibility allows issues to be addressed before they turn into expensive problems.

With real-time monitoring, fleets can track fuel consumption by vehicle, monitor refueling activity, and compare expected versus actual usage throughout the day. This is especially valuable for large or distributed fleets where abnormal consumption might otherwise go unnoticed for weeks.

Common real-time data points fleet managers monitor include:

Fuel consumption by vehicle and driver
Refueling location, time, and volume
Sudden drops in fuel levels
Fuel usage during idle time

When paired with a centralized dashboard like AUTOsist’s Fleet Fuel Management and Tracking Software, this data becomes immediately actionable instead of sitting unused in spreadsheets.

Fuel Level Sensors and Telematics Integration

Fuel level sensors and telematics integrations bring accuracy and automation to fuel tracking. By connecting directly to vehicle sensors and GPS devices, the system can capture precise fuel-level changes and consumption patterns without manual input.

Telematics data allows fleets to correlate fuel usage with vehicle movement, engine hours, and driving behavior. For example, if fuel levels drop without corresponding vehicle movement, the system can flag potential fuel theft. If consumption spikes during certain routes or drivers, managers can investigate operational causes rather than guessing.

Integrations with GPS and telematics platforms—such as those supported through AUTOsist’s GPS Fleet Tracking and Telematics ecosystem—help create a single, reliable source of truth for fuel data.

Fuel Card Integration and Transaction Controls

Fuel card integration is another core feature that simplifies fuel management while reducing fraud risk. Instead of managing separate fuel card portals, a fleet fuel management system consolidates transaction data directly into the fleet platform.

Transaction controls allow fleets to set rules around how fuel cards can be used. These controls help ensure fuel purchases align with company policies and vehicle requirements.

Common transaction controls include:

Purchase type restrictions (fuel-only, no convenience items)
Time-of-day or day-of-week limits
Per-transaction or daily spend limits
Vehicle or driver-specific card assignments

By enforcing these rules automatically, fleets reduce unauthorized purchases without relying on manual oversight.

Automated Reconciliation

Automated reconciliation eliminates one of the most time-consuming aspects of fuel management: matching fuel card transactions with vehicle usage. The system automatically compares fuel purchases against odometer readings, GPS data, and expected consumption.

This process quickly identifies discrepancies such as overfilled tanks, purchases made for the wrong vehicle, or transactions that don’t align with recorded mileage. Instead of spending hours reviewing receipts, fleet managers receive clear exceptions that require attention.

Automated reconciliation not only saves administrative time but also strengthens accountability across drivers and vehicles.

Fuel Efficiency Analytics and Reporting

Data alone doesn’t reduce fuel costs—insight does. Fuel efficiency analytics transform raw consumption data into trends, benchmarks, and performance indicators that fleet managers can act on.

A strong fuel management system provides reporting at multiple levels, including vehicle, driver, route, and fleet-wide performance. Managers can track MPG trends over time, compare similar vehicles, and identify underperforming assets.

These insights are especially powerful when fuel data is paired with broader operational reporting tools like AUTOsist’s Fleet Reports and Dashboard, allowing fuel metrics to be analyzed alongside maintenance, utilization, and cost data.

Driver Performance Metrics

Driver behavior has a significant impact on fuel consumption. Modern fuel management systems track behaviors such as idling, speeding, harsh acceleration, and braking, then correlate them with fuel usage.

This data enables targeted driver coaching instead of blanket policies. For example, a fleet might discover that excessive idling during job-site stops is driving up fuel costs more than route inefficiencies.

Key driver-related fuel metrics often include:

Idle time per shift or route
Fuel consumption per mile driven
Speeding frequency and duration
Fuel efficiency comparisons between drivers

By focusing on data-backed coaching, fleets can improve fuel efficiency without compromising productivity.

Fuel Theft Detection and Prevention

Fuel theft remains a costly and often underestimated problem for fleets. Without proper monitoring, small, repeated losses can accumulate into significant financial impact over time.

Fuel management systems detect theft through a combination of sensor data, transaction monitoring, and behavioral analysis. Alerts can be triggered when fuel levels drop unexpectedly, when purchases exceed tank capacity, or when fuel is bought without corresponding vehicle movement.

Early detection is critical. Identifying theft patterns quickly prevents ongoing losses and helps reinforce accountability across the organization.

Route Optimization for Fuel Savings

Route planning has a direct influence on fuel consumption. Advanced fuel management systems integrate with routing and GPS data to suggest more fuel-efficient routes based on distance, traffic patterns, and historical performance.

Optimized routing reduces unnecessary mileage, minimizes idling in traffic, and improves overall fleet efficiency. Over time, even modest improvements in route efficiency can result in substantial fuel savings across a large fleet.

This feature is particularly valuable for service fleets, delivery operations, and construction companies where routes change frequently and fuel costs fluctuate with traffic conditions.

Tax Reporting and Compliance Features

Fuel tax reporting adds another layer of complexity to fleet operations, especially for fleets operating across state or provincial lines. Manual fuel tax reporting is time-consuming and prone to errors that can lead to penalties.

Fuel management systems streamline compliance by automatically tracking fuel purchases, mileage, and jurisdictional usage. Features such as IFTA reporting and automated log generation reduce administrative burden while improving accuracy.

By maintaining organized, auditable fuel records, fleets spend less time on paperwork and more time on operational improvement.

Mobile Access and Driver Communication

Mobile access ensures fuel data stays accurate and timely, even in the field. Driver-facing mobile apps allow drivers to log fuel purchases, capture receipts, and report issues directly from their devices.

Mobile communication also improves accountability. Drivers receive alerts for policy violations, fueling reminders, or unusual activity, creating a feedback loop that reinforces best practices without constant manual oversight.

AUTOsist’s Mobile App supports this two-way communication by keeping drivers and managers aligned in real time.

Integration with Fleet Maintenance Systems

Fuel data becomes even more valuable when connected to fleet maintenance systems. Abnormal fuel consumption often signals mechanical issues such as underinflated tires, engine problems, or overdue maintenance.

When fuel management integrates with maintenance tracking, fleets can:

Identify vehicles with declining fuel efficiency
Schedule proactive inspections based on fuel trends
Correlate maintenance events with fuel performance
Build a complete cost-per-mile picture

This integrated approach aligns fuel management with preventive maintenance strategies supported by tools like AUTOsist’s Fleet Maintenance Work Order Software, helping fleets reduce both fuel and repair costs.

A fleet fuel management system isn’t just about tracking expenses—it’s about gaining control. By choosing a solution with the right combination of visibility, automation, analytics, and integration, fleets can protect margins, improve accountability, and operate more efficiently every day.

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