Fuel and mileage tracking for NGO fleets — without spreadsheets

Most NGO fleets still track fuel and mileage in spreadsheets that live on one laptop, break on the road, and take days to turn into a donor report. Here is a simpler way.

What you actually need to track

• Trips — date, driver, vehicle, route, odometer start/end (mileage is derived automatically).
• Fuel & charging — litres or kWh per stop, cost, and the odometer at refuel.
• Accountability — who drove, and a passenger signature where donors require it.

Log it from the phone, even offline

Drivers in the field rarely have a stable connection. An offline-first driver app lets them record a trip with zero signal; everything syncs automatically the moment they are back online, so no data is lost in low-coverage areas.

Turn it into a donor report in one click

Because every trip and refuel is structured data, monthly reports — fleet running costs, driver days, a refuelling log, per-vehicle PDFs — generate instantly, in English or Ukrainian. No manual copying, no reconciliation night before the deadline.

Start free

Depot 17 was built from a real humanitarian fleet operation in Ukraine. You can register your organisation and try it with your first vehicles free — no card required.