Fuel delivery
Generator Fuel Reconciliation: Match Records to Use
Run generator fuel reconciliation by comparing deliveries, tank readings and running records so unexplained differences are found and followed up.
By BorrowBox ·
Generator fuel reconciliation compares three sets of information: the fuel delivered, the fuel remaining and the generator's recorded operation. When the figures line up, the site has confidence in its fuel records. When they do not, the gap is a prompt to investigate. This guide explains how a facility team can set up a simple, repeatable reconciliation.
Gather the inputs for generator fuel reconciliation
Collect delivery notes, tank readings and running records for the period being reviewed. Each input should show its date and who recorded it. Missing or estimated entries should be marked as such.
Choose a regular period, such as monthly, and keep it consistent. A consistent period makes it easier to compare results over time and spot changes in the pattern.
Keep the reconciliation in one place, such as a shared sheet or the monitoring platform, so the inputs and the result sit together. Scattered records make the comparison slow and easy to get wrong.
Compare deliveries with tank readings
Start with the opening tank reading, add the deliveries recorded during the period and compare the result with the closing reading. The difference represents fuel used or otherwise unaccounted for.
Check that deliveries were recorded consistently. A delivery that was not logged, or that was logged twice, will distort the comparison.
Relate fuel use to running records
Compare the fuel used with the generator's running records and the load it supported. Ask the maintenance or monitoring provider for guidance on what consumption pattern is reasonable for the equipment.
| Input | Check |
|---|---|
| Delivery notes | Are all deliveries recorded once with matching quantities? |
| Tank readings | Were readings taken consistently at the start and end? |
| Running records | Do run times and load match the fuel used? |
| Exceptions | Are any gaps explained and assigned to an owner? |
Follow up unexplained differences
If fuel use does not match running records, look for possible explanations. Readings may be inaccurate, deliveries may be misrecorded, or there may be a leak, an equipment issue or unauthorised removal.
Assign each unexplained difference to an owner and record the outcome. Raise equipment concerns with the maintenance provider and record any changes to storage or access controls.
Use monitoring to strengthen the records
Remote monitoring of tank levels and running hours can reduce reliance on manual readings and highlight unexpected changes sooner. Ask the provider what data is available and how it can support reconciliation.
Keep manual checks in place alongside monitoring until the team has confidence in the data. The aim is a reliable record, not just more data.
Common questions about generator fuel reconciliation
What is generator fuel reconciliation?
It is a regular comparison of fuel deliveries, tank readings and generator running records to confirm that fuel use is explained.
How often should reconciliation be done?
Choose a regular period, such as monthly, and keep it consistent so results can be compared over time.
What records are needed?
Delivery notes, tank readings and running records for the period, each showing the date and who recorded it.
What if the figures do not match?
Look for recording errors, equipment issues or other causes. Assign each difference to an owner and record the outcome.
Can monitoring help with reconciliation?
Yes. Monitored tank levels and running hours can reduce reliance on manual readings and highlight changes sooner.
Who should review the reconciliation?
The facility team, with input from the maintenance, monitoring or fuel provider when equipment or delivery questions arise.
Keep fuel records you can trust
A regular reconciliation turns separate records into a clear picture of fuel use. Start with consistent inputs.
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