Fuel is a big operating cost on most South Island farms, yet many operations have no system for tracking how much is being used, by which machine, or for what job. That makes it almost impossible to spot waste, identify inefficiencies, or budget accurately.
The good news is that basic fuel management doesn't have to be complicated.
Why Track Fuel Usage?
It gives you an accurate picture of your operating costs
It helps you spot unusual consumption that could signal a mechanical problem It makes it easier to order the right amount at the right time
It gives you data to benchmark against previous seasons
It's useful for farm accounting and GST purposes
Simple Ways to Track Fuel on the Farm
The Notebook Method
The simplest approach: A waterproof notebook kept at the tank. Every time someone fills up, they write the date, machine, and litres drawn. At the end of the month, tally it up. It's low-tech but effective, and it costs nothing.
Spreadsheet Tracking
A simple spreadsheet (Google Sheets works fine on a phone) lets you track fuel use by machine, job, or paddock. You can set up automatic totals and spot trends over time. This takes about 10–15 minutes to set up and very little ongoing maintenance.
Fuel Cards for Fleet Management
If you have staff operating multiple vehicles, an RD Petroleum fuel card gives you detailed transaction records, who filled up, when, how much, and where. This is especially useful for contracting operations or farms with several employees.
Meters and Flow Monitors
For high-volume operations, a meter fitted to your fuel pump gives you accurate draw records. These are a worthwhile investment for larger farms or businesses.
Common Sources of Fuel Waste on Farms
Machinery left idling for long periods
Poorly maintained equipment running inefficiently Overfilling vehicles (spillage)
Untracked use by contractors or visitors
Leaks from ageing tanks, fittings, or hoses
How RD Petroleum Can Help
Our fuel cards come with reporting tools that make fleet fuel tracking straightforward. And our team is always happy to talk through your bulk delivery schedule to help you order the right amount at the right time.
Find out more about RD Petroleum fuel cards and bulk delivery at rdp.co.nz or call us on 0800 44 00 14.
