# Refueling management: best practices for fleets

> Fleet refueling management: KPIs, per-vehicle policy, accredited network, and automated reports. Guide with template.

**Author:** Camila Ribeiro — Field Operations Editor  
**Reviewed by:** Marina Costa — Brazilian Tax & Compliance Specialist  
**Published:** 2026-07-30  
**Updated:** 2026-07-30  
**Last reviewed:** 2026-07-30  
**URL:** https://quilometragem.com/blog/refueling-management-best-practices-for-fleets

**TL;DR:** Refueling management converts fuel spending into management information: cost per km, consumption per vehicle, adherence to the authorized network.

- Five fuel KPIs CFOs need to monitor monthly.
- Per-vehicle-profile policy reduces consumption and fraud simultaneously.
- Accredited network ensures NF-e and more controllable average price.
- Report automation turns hours of manual work into minutes.
- Dashboard template available for immediate implementation.

This article is available in full in Brazilian Portuguese. Refueling management converts fuel spending into management information using five KPIs.

## Frequently asked questions

### Is refueling management the same as fleet control?

They are complementary but distinct. Fleet control is broader; refueling management focuses specifically on the fuel process: who, how much, where, which fuel, and at what cost.

### How to define fuel KPIs?

The five essential KPIs: (1) fuel cost per km per vehicle, (2) L/100km per category, (3) percentage of refueling with NF-e, (4) percentage within accredited network, and (5) monthly consumption deviation vs. prior period.

### What is the average fuel cost per km in Brazil?

According to ANP, the average gasoline price in Brazil in 2025 was appróximately R$ 6.00/liter. For a vehicle averaging 12 km/liter, fuel cost per km is appróximately R$ 0.50.

### What is a refueling policy?

A document defining fleet refueling rules: authorized fuel types per vehicle type, where refueling is permitted, per-vehicle limits, and consequences for irregular refueling.

### How to automate fuel reports?

Automation has three layers: (1) fleet card exporting data via API, (2) ERP importing and classifying automátically, (3) dashboard updating KPIs in real time. For fleets up to 30 vehicles, weekly CSV export to a spreadsheet is already significant automation.

## Sources

- [ANP - Levantamento de precos de combustiveis por regiao 2025](https://www.gov.br/anp/pt-br/assuntos/precos-e-defesa-da-concorrencia/precos) — Agencia Nacional do Petroleo, Gas Natural e Biocombustiveis (2026-07-20)
- [CNT - Custos operacionais do transporte rodoviario 2024](https://www.cnt.org.br/pesquisa-custos-operacionais) — Confederação Nacional do Transporte (2026-07-20)
- [ANTT - Planilha de custos operacionais do transporte rodoviario](https://www.gov.br/antt/pt-br/assuntos/cargas/tabela-de-fretes) — Agencia Nacional de Transportes Terrestres (2026-07-20)