Fuel Spend Review

What you get

A written PDF report and a CSV of flagged transactions showing where potential savings can be achieved, covering:

• Card fees and surcharges. Every fee on your statements, by type, with a yearly estimate. Which ones you can stop paying, and cards billed for vehicles that didn't buy fuel.
• Missed discounts. Fills where your card's usual discount or rebate wasn't applied, grouped by site, so you can ask your provider for a credit.
• Where you fill and what it costs. What you really paid per litre or gallon at each network after discounts and surcharges, and what you'd save by using the lowest-cost network your drivers already pass. Where national retail benchmarks are published (such as EIA in the US, DESNZ in the UK, the Weekly Oil Bulletin in the EU, AIP in Australia, or MBIE in New Zealand), we also compare your net prices against the national average.
• Transactions worth checking. Possible duplicates, fills bigger than the tank, more than a tankful in a day, the wrong fuel for the vehicle, premium unleaded in vehicles that take standard unleaded, fills at odd hours or on weekends, shop purchases on fuel cards, and litres or gallons the odometer doesn't explain.
• Cards that may fit better. Your fleet costed against every card for your country listed in the Fuel Card Index section of Fleet Fuel Index (across 16 countries plus pan-European cards), using only the fees and discounts the issuers publish.
• An action list. What to do next, in order, with the money involved.

We present findings as questions to check, not accusations. Most odd-looking transactions have a simple explanation, and you know your business better than we do.

Example

Our example report (PDF) uses a fictional 8-vehicle trades business in New Zealand as an illustration, with made-up transactions. Your report is prepared in your own currency, units (litres or gallons), and against the fuel cards and benchmarks for your country. For that example fleet, the review found:

• 4 savings ideas worth an estimated $585 a year
• a possible duplicate charge of $174 to ask about
• 28 transactions worth checking, 4 of them high priority
• one card worth getting a quote for, based on published terms

Your results will be different. Some fleets are already well set up, and the report will say so.

Pricing

All prices are in US dollars (USD). No GST or sales tax is added. Your bank or card issuer converts from your local currency at checkout.

How it works

1. Order and upload (about 10 minutes). Choose a Single Review or an Annual Quarterly Pack on the order form, pay by card, and upload your first 3 months of statements.
2. We review your statements. If a file can't be read or converted, we'll tell you within 1 business day and ask for another format. If we still can't use it, you get a full refund.
3. You get your report by email within 3 business days (Monday to Friday).
4. We delete your files 30 days after we send each report.
5. For Annual Quarterly Pack buyers: every 3 months we email you a private upload link for your next quarter's statements (no extra payment form), and deliver your next report within 3 business days.

Order a Fuel Spend Review

What to upload

• 3 months of fuel-card statements for the whole fleet. A CSV or Excel export from your card provider's online portal is best. PDF statements are fine too.
• Optional but useful: a vehicle list with each vehicle's registration/plate or fleet number, fuel type (diesel, regular unleaded, premium unleaded), tank size (litres or gallons) and usual working days and hours. There's a template on the order form. Without it we can't check tank sizes, fuel types or out-of-hours use.
• You can send statements from more than one card provider.

Please remove or replace driver names with codes (D1, D2 and so on) before you upload. We don't need them. We only need the last 4 digits of card numbers.

Frequently asked questions

Who are you?

Fleet Fuel Index is an independent fuel and fleet research site, and home to the Fuel Card Index comparison directory across 16 countries (the US, UK, Europe, Australia, New Zealand and South Africa) plus our On-Site Fuel directory. The Fuel Spend Review is built by commercial fuel and fleet industry specialists. We don't sell fuel cards, and we don't take commissions to steer you toward any issuer.

Which countries do you cover?

We work with fleets worldwide. Your report is prepared in your own currency and units (litres or gallons). For the card-comparison section of the report, we cost your fleet against every card for your country in the Fuel Card Index directory (covering the US, UK, Ireland, Germany, France, Netherlands, Belgium, Spain, Italy, Poland, Portugal, Austria, Norway, pan-European cards, Australia, New Zealand and South Africa), plus any other card terms you send us.

Is my data safe? What do you do with it?

We use your statements only to prepare your report. We ask you not to send driver names or full card numbers. Files are uploaded through our form provider, Tally, and payments are handled by Stripe; we never see your payment card details. We don't share your data with your fuel-card provider, fuel companies or anyone else, and we never use it for marketing. We delete your files and working copies 30 days after sending each report (sooner if you ask), and keep only the order record our accounts need. You can ask to see or correct the personal information we hold about you. Our privacy notice has the details.

Will you contact my fuel-card provider or my staff?

No. We only talk to you. The report tells you what to ask, and you decide.

What if my statements are PDFs or in a strange format?

That's fine. We'll convert them. If we can't read or convert a file we'll tell you within 1 business day, and if we still can't use it you get a full refund.

How long does it take?

Within 3 business days of receiving readable files. Orders received on a Friday or a weekend are usually delivered by the following Wednesday.

Do you do this every quarter? How does the Annual Quarterly Pack work?

Yes. You can order a one-off Single Review (US$149 for 3 to 50 vehicles, or US$299 for 51 to 150 vehicles), or choose the Annual Quarterly Pack (4 reviews a year, one every 3 months: US$399/year for 3 to 50 vehicles, or US$799/year for 51 to 150 vehicles; contact us for a quote if you have over 150 vehicles). With the Annual Quarterly Pack, you pay once for the year and upload your first 3 months of statements when you order. Then at months 3, 6 and 9 we email you a private upload link for your next 3 months of statements. Each quarterly report checks whether previous issues have stayed fixed, whether your card discounts are still being applied, and whether any new fee or transaction anomalies have crept in. It does not auto-renew at the end of the 12 months unless you choose to order again.

What if the report doesn't find big savings?

Some fleets are already well set up. A clean report confirms that your card fees, discounts, network choices and transaction controls are working as they should, so you don't waste time switching cards or chasing your provider unnecessarily.

What is your refund policy?

For a Single Review, you get a full refund if you ask to cancel before we have started your report, or if we cannot read or convert your statement files and you don't have another usable format. Once we have started work on readable files, or after a report is delivered, the fee for that review is non-refundable. For an Annual Quarterly Pack, if you cancel mid-year before we have started work on your remaining quarterly reviews, we will refund the unused quarters on a pro-rata basis (one-quarter of the pack price per unstarted review). Nothing in our terms limits any rights you have under applicable consumer law that cannot be excluded in a business-to-business agreement; see our terms.

Do I need to switch fuel cards?

No. Many of the ideas in a report are about using your current card better: stopping avoidable fees, claiming missed discounts and choosing lower-cost sites. Comparing other cards in the Fuel Card Index directory is only one part of the review.

Is this financial advice?

No. The report is general information to help you review your own fuel spending. Savings are estimates based on your data and published prices, and aren't guaranteed. Check any finding before acting on it, especially before raising it with a staff member.

Not ready to buy?

Try the free fleet calculator in our Fuel Card Index section to compare card fees for your fleet size, or ask for a free mini review: upload one month of statements and we'll send you a one-page summary of what a full Fuel Spend Review would look at.

Terms of service

1. Fleet Fuel Index ("we") will review the fuel-card statements you upload and email you a written report within 3 business days of receiving readable files.
2. The report is general information to help you review your own fuel spending. It is not financial, legal, tax or investment advice. Savings figures are estimates based on your data and published prices and are not guaranteed. Findings are questions to check, not allegations against anyone.
3. You confirm you're buying for business purposes, you're entitled to share the statements, and you've removed driver names or told drivers their data will be reviewed. As this is a business-to-business purchase, consumer-only statutory guarantees do not apply, to the extent the law allows.
4. Refunds: for a Single Review, you get a full refund if you ask to cancel before we have started your report, or if we cannot read or convert your statement files and you don't have another usable format. Once we have started work on readable files, or after a report is delivered, the fee for that review is non-refundable. For an Annual Quarterly Pack, if you cancel mid-year before we have started work on your remaining quarterly reviews, we will refund the unused quarters on a pro-rata basis (one-quarter of the pack price per unstarted review).
5. Our total liability to you is limited to the price you paid, to the extent the law allows. Nothing in these terms limits any rights you have under applicable law that cannot be excluded in a business-to-business agreement.
6. We handle your information as described in our privacy notice and delete your uploaded files 30 days after each report's delivery.
7. These terms are governed by New Zealand law.

Fuel Spend Review is a service of Fleet Fuel Index (fleetfuelindex.com). Built by commercial fuel and fleet industry specialists. All prices in USD. No GST or sales tax is added. General information only, not financial advice.