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How to fill vehicle fuel and mileage

This section can combine fuel card summaries, EV charging logs, and reimbursement records. Each field is independent, so fill only what you know.

Use annual operational quantities for diesel, petrol, EV charging, and reimbursed mileage. Do not convert EUR spend or reimbursements into activity data.

Exact mapping

What to extract and where it goes

Look for
  • Annual diesel liters from a fuel card or fleet report
  • Annual petrol liters if petrol vehicles are used
  • Annual EV charging in kWh if it is tracked
  • Annual reimbursed employee mileage in km from expense logs
Enter into
  • Diesel (liters)
  • Petrol (liters)
  • EV charging (kWh)
  • Reimbursed employee mileage (km)
Unit
liters / kWh / km
If missing
Leave each unknown field at 0 individually and continue.
Do not use
  • Fuel spend in EUR
  • Mileage reimbursement in EUR
  • Lease cost, vehicle payment, or card invoices without activity quantities
Visual mapping

Find the line on the document, then place it in the right field

This is the exact behavior we want from both users and assistants: identify the operational quantity, ignore the money amount, and map the quantity into the matching field.

Example fleet summary
Diesel volume (fleet card)
2,140 liters
Use this
EV charging (annual log)
512 kWh
Use this
Reimbursed mileage
4,800 km
Use this
Fuel card spend
4,126 EUR
Ignore
Total reimbursement
2,140 EUR
Ignore
Enter into the form
Diesel (liters)
2140
Petrol (liters)
0
EV charging (kWh)
512
Reimbursed employee mileage (km)
4800
Rule
Use annual operational quantities, not reimbursements or costs.
Each line is independent. If you have diesel but no reimbursed mileage, fill diesel and leave mileage at 0.
Recommended workflow

How to use this category correctly

Step 1
Open the fuel card summary, fleet report, EV charging log, or mileage reimbursement report for the reporting year.
Step 2
Extract annual activity quantities: liters for diesel or petrol, kWh for EV charging, and km for reimbursed mileage.
Step 3
Enter each activity quantity into its matching field in the Vehicles section.
Step 4
Leave unrelated or unknown vehicle fields at 0 instead of guessing.
Step 5
Do not estimate from costs, reimbursements in EUR, or lease payments.
Assistant prompt support

How an assistant should guide the user in this category

Ask for the fuel card summary, fleet report, or mileage log.
Extract annual liters, kWh, and km exactly as shown in the record.
Map each quantity to its matching field in the Vehicles section.
Treat each field independently and keep unknown fields at 0.
Ignore any totals shown only in EUR.
Structured FAQ

Questions an agent or user might still ask

What if I only have total fuel spend in EUR?
Do not estimate liters from the cost. Leave the fuel fields at 0 until you have a real operational quantity such as liters or kWh.
What if I only use one vehicle type?
Fill only the field you have a value for and leave the other vehicle fields at 0. The tool is designed for partial but real data.