Data health: vehicles

Healthy vehicle data is the difference between a fleet footprint you can defend in an audit and one full of silent gaps. Your vehicle data does double duty: it reports Scope 1 (the mobile combustion of the fuel you burn) and, in Scope 3, the emissions from producing that fuel — the upstream, well-to-tank part. A missing plate or a wrong fuel type changes both numbers. Spend a few minutes on this check before you process or report.

Before you start

• Your fleet should already be in the account: open Data → Vehicles to see the vehicles you’ve registered and the consumption attached to each one.
• Have your source files handy — fuel-card exports (Solred, Cepsa, Repsol, Galp, BP, Shell), mileage logbooks, or leasing/rental contracts. You’ll need them to confirm what’s correct.

What to check

Open your project’s pre-audit panel — it runs an automatic health check across every data type and flags anything that isn’t ready to report. For vehicles, go through the list and confirm every record shows a success status.

A status that isn’t success points to data that won’t report correctly — for example:

• A vehicle with no fuel type or country of registration.
• Consumption that isn’t linked to a registered vehicle.
• A quantity whose unit doesn’t match (litres vs km).
• An incomplete period — months missing for a vehicle that was in use.

You can also open a vehicle and review its consumption records one by one: the Estado column tells you whether each record is complete, and the Scope 1 and Scope 3 columns show the split — combustion plus upstream fuel production — for that record.

How to spot problems in your data

A few symptoms tell you something’s off without checking every row by hand:

• Vehicles with consumption at zero. A registered vehicle showing no litres/km for the whole period almost always means its consumption was never uploaded or didn’t match the plate.
• Emissions that look very high or very low. A fleet that should show several tonnes but reads near zero usually points to missing consumption; a spike often means a mixed-up unit (km entered as litres or vice-versa).
• A jump versus last year. Compare this year’s vehicle emissions against the previous year — a large, unexplained swing up or down is a strong signal that data is missing, duplicated, or in the wrong unit.

How to fix

• Missing vehicle? Register it (Data → Vehicles → Add), then re-upload or re-link its consumption. See Upload vehicles via CSV. For forklifts, tractors or other industrial equipment with no road plate, use an internal placeholder ID (FORKLIFT-01, TRACTOR-02).
• Gaps in the period? Ask your fuel-card provider for a yearly summary in Excel with litres per licence plate — usually faster than chasing individual receipts. No actual consumption yet? Enter the contracted km/year or litres/year from the leasing contract for this cycle and replace it with measured data next year.

Next steps

• Back to the hub: Check that your data is healthy.
• Full primary-data reference: Facilities & corporate vehicles checklist.

Start with what you have and improve it each cycle — a complete estimate beats a precise blank.