Fuel tracking
Oilfield fuel tracking software
Know how much fuel is on every truck and in every tank, and who took how much from where. Know that the gallons on the invoice are the gallons that left the truck, with a photo behind each number.
Month end
The month does not close on the deliveries. It closes on whether they add up.
On paper
On Iron Dispatch
What you get
Every tank and every truck has a level on record.
The tanks in your yard (where you keep equipment and trucks), the fuel tanks you haul out to sites, and every fuel truck sit on one page. Each shows what is in it, how old that number is and who reported it. Tap one to record a fill.
Nothing on the tank reports by itself. A level is what somebody read. That is why the page always shows how old the reading is, instead of pretending it is current.
- A monthly walk-around check of your storage tanks — leaks and stained ground, tank walls and welds, valves and hoses, whether the gauge agrees with a measurement taken by hand, vents, spill containment and warning signs. It comes due on the schedule you set for that tank. If something is wrong, the check opens a work order and tells the office.
- Audit a level — an owner or manager measures a tank or a truck by hand and types in the number. The app keeps it, with the difference from the level on record. Your company sets how big a difference counts as possible loss, rather than a small gauge error.
- Days of fuel left — the average fuel used per day over the last seven days, the gallons delivered this week, and how many days of fuel that leaves you. All on the same page as the tanks.
- Fuel tanks you leave at a site — set one down and its pin shows on every driver’s map, with the level in it. Fuel taken back out of it is recorded under Fill truck & tanks, so it does not vanish between the yard and the well site.
Levels, monthly tank checks and the trucks, on one page. Example data
Where every gallon went
From the truck it came off to the line on the invoice.
Before a delivery can be saved, the driver picks which truck he is pumping from. The app needs to know where the fuel came from, so it will not take the gallons without it. From then on, the gallons stay attached to a truck, a tank or a unit, a photo and a customer.
The gallons on the delivery are the gallons on the invoice line. Nobody types them a second time.
- Which truck it came off — the delivery will not save until somebody says, and the truck’s own record shows it. Fuel into your own heater or generator at a well site is recorded the same way, against that unit.
- A gauge photo on each delivery — attached to the record, so a question three weeks later is answered with a photo instead of two memories. A company that wants a photo on every delivery can make it required.
- A correction on any screen updates the totals — change the gallons from the driver’s phone, the office fuel page or the owner’s screen, and the truck and tank totals change with it. It is a rule in the database, not a second step somebody has to remember.
- Differences do not quietly disappear — sometimes a driver has to override the amount the app thought was on his truck to finish a stop. The difference is logged for the office to settle: the gauge was off, the fuel came off another truck, or it is a loss.
- Customer-supplied fuel is not billed as yours — some customers provide their own diesel. Mark them, and their gallons print with no charge for the fuel, plus a handling line at your per-gallon rate. You can still prove where their fuel went without selling it back to them.
- Say it instead of typing it Growth — “pumped 20 into the generator and 35 into the heater.” Dispatch Copilot, the assistant on the Growth and Command plans, fills in the card. You read it and tap Confirm. Nothing saves until you do, and it can be wrong.
What it does not do
Nothing on your tanks talks to this app.
There are no tank sensors and no automatic level readings. A level is a number somebody read, usually with a photo beside it. The app shows how old that reading is instead of pretending it is current. It does not order fuel for you, and it does not track fuel prices.
It is not a fuel card program, and it does not prepare fuel-tax reports.
What it does is keep a record of where every gallon came from and went: which truck it came off, which tank or unit it went into, who recorded it, what the gauge showed at the time, and whether the totals still match at the end of the month.
Getting started
Three steps to gallons you can defend.
Name the tanks and the trucks
Your fuel trucks, your yard tanks and the tanks you haul out to sites. Levels start from your first reading, and the monthly check schedule starts with them.
Run a week on it
Drivers pick the truck, record the delivery and take the gauge photo. No signal at the well site is fine: it sends when the truck has signal again. Levels change as the work happens.
Check the numbers
Measure a tank by hand and enter the level, or correct a gallon figure on any screen, and watch the truck and tank totals follow. That is the test: do it once and you will know.
What it costs
Fuel tracking comes with Fuel Operations, an add-on on the Core plan.
Tank and truck levels, gauge photos, checking that the gallons match, and the fuel page all come in one add-on called Fuel Operations. It is an add-on, not part of the base plan, because plenty of rental and service companies never use a fuel truck. It is $250 a month or $2,250 a year, plus applicable tax, on top of Core. It is included with Growth and Command at no extra charge.
Everything else, including dispatch, the offline field app, invoicing and QuickBooks, is in every plan. One flat price for the company, never per user, and never a percentage of what you invoice.
Bring us a month you had to rebuild.
Your trucks, your tanks and the month-end numbers that never quite match, on the screen, with an honest answer about whether this fits. Free for 14 days, no card.