Fuel Me Support

Customer Support

Orders

New

Submitting a new order
In this tab, you can submit a new request for fuel services. Here you will fill out the form and enter in all the details for the order:
● Onsite Contact Name, Phone #
● Delivery Date/Time
● Type of location, address/coordinates
● Product type, quantity
● Special instructions

Upon completing all the required info, you will select “Save” and your order will be submitted.

Pending

Awaiting confirmation
Your new order requests will live in this tab after hitting “Save” in the new order tab. While your order is in this status, it is waiting for confirmation from a vendor to accept the order and plan their routes for your delivery location. Once this has been done, your order will then move to the “In Progress” tab.

*One option in this tab is the ability to cancel your order while it is in this “Pending” status. To do this, select “Delete” on the left side of the screen on the particular order you desire to cancel.

In Progress

Awaiting delivery
Your order will be moved to this tab once a vendor has accepted the order and assigned a driver for the delivery. It will remain in this status until the delivery of your product has been completed.

Completed

Viewing your completed orders

Once the delivery of your product has been made and the vendor has confirmed completion of the delivery, your order will then be moved to the “Completed” tab of your orders. This will be a list of your completed orders. Here you will be able to see further details of the completed order including:
● Total number of gallons delivered into each asset
● Time stamp of delivery

Manage

Assets

Adding a new asset

In this tab you will be able to add and view a complete list of all your assets. To add an asset to this list, select “Add New” in the upper right hand corner. When adding an asset, you will be asked to fill in the following asset details:

  • License Plate/ID #
  • Description
  • Max Capacity
  • Product (select the type of product that this piece of equipment requires)
  • Asset Photo

Once a new product has been added, you can click on the asset line and view the details and make any changes needed.

The list of assets can also be sorted alphabetically by License Plate/ID # or Description. To do this, click on either “License Plate” or “Description” in the gray header bar above the list of assets.

Cards

Adding a new payment card

In this tab, you will be able to add and view a complete list of the payment cards you have on file. To add a new card to this list, select “Add New” in the upper right hand corner. This will open up a window for you to enter in the following card details:

  • Name on card
  • Card #
  • Security Code
  • Expiration
  • Card type

At any time if you need to edit the details of the card, simply select the card you want to edit and it will open the card details page. Change any info and be sure to hit “Save” before exiting. If you are making a change and you do not want to save, simply just click the “X” in the top left corner of the window.

Sites

Adding a new site

In this tab you will be able to add and view a complete list of all your job sites. To add a site to this list, select “Add New” in the upper right hand corner. When adding a site, you will be asked to fill in the following asset details:

  • Name of the job
  • Address
  • Lat/Long coordinates (if there is no physical address)

The list of sites can be sorted alphabetically by the name of the site. To do this, click on “Name” in the gray header bar above the list. Clicking on it multiple times will sort it either from A>Z or Z>A. There is also a search bar in the upper right corner immediately to the left of the “Add New” button. Here you can search for a specific job by typing in any portion of the name of the site and it will present you with the results.

Company Info

Adding company information

In this tab, you will be able to enter in all basic company information including:

  • Contact name, phone, email
  • Company name
  • Company address (remit)
  • Billing address

Additional comments (can leave any comments, notes, or details about your company you would like to be known)

Documents

Adding documents

In this tab, you will be able to add the required documents in order to submit orders on the Fuel.Me portal. You will find a section to upload the following documents:

  • W-9
  • Certificate of Insurance

To upload a document, click on “Select or Drop File” in the desired document box. It will open up your computer file box where you will select the respective document to upload. Once the document has been uploaded, it will then be in the “Verification” stage.

Here, a member of the Fuel.Me team will receive a notification that your document has been uploaded and he/she will proceed to look over the document. If all the required information is present, the Fuel.Me rep will verify the document. A green check mark and “Verified” will then appear next to the document name.

Reporting

Invoices

Viewing invoices

An invoice will be generated once your order has been completed and the driver has confirmed delivery of your product. Once this happens, an invoice will automatically be generated and you will able to view it in this tab.

A complete list of all your invoices will be available with the following details visible in list format:

  • PO #
  • Delivery Date/Time
  • Delivery Address
  • Invoice Creation Date
  • Details and notes on order

To further look into an invoice, simply select “View” on the right hand side of the screen. Here you will be able to view a PDF version of your invoice as well the ability to download or print this invoice directly from your account.

Filtering invoices

An additional feature in this tab will give you the option to filter and search for a particular invoice or set of invoices. The filtering options include being able to view invoices from:

  • A particular vendor
  • A specific date or date range that an invoice was created on

All Orders

Viewing Order History

As simple as it sounds, this tab is designed to give you a comprehensive list of your order history. Much like the Invoices tab above, here you will have a list of all the orders you have placed in your Fuel.Me portal. In addition to the same filtering options as in the Invoices tab, you will also be able to filter the list of orders by “Created Date” (meaning the date in which the order was placed).

Settings

Users

List of users

This tab will show a list of all users that have an account on the Fuel.Me portal within your organization. The list shows the users full name, phone number, and email address. The list can be sorted by the column headers (i.e. clicking on the Name in the header bar will sort by A>Z. Clicking again will sort the list Z>A)

Adding a new user

As an admin user in your organization, you will be able to add and delete users. To add a new user, go to to the top right of the screen and select “Add New”. Here you will enter in the following user information:

  • Name
  • Phone #
  • Email
  • Password (you will create a password for the Fuel.Me user account)
  • Location (you can assign a user to a specific location or job site)

To delete a user, simply click the user details and select the red “Delete” button.

*If you are not an admin user in your organization, you will have all the above functions except for the ability to add and delete a user.

Vendor Support

Orders

Dispatch

Route Planning

In this tab, you will be able to Accept new order requests and plan a route for your drivers. Upon opening this tab you will see a list of orders (if there are any new requests at the time). In the list format of the new order requests, the following information will be displayed at a quick glance:

  • PO #
  • Customer
  • User (individual user who submitted the order)
  • Total gallons
  • Delivery date/time
  • Address of delivery

To view more detailed information of the order, select “View” on the right side of the screen. This will bring up a window with more information including onsite contact information, location details, and product information.

Referring back to the list format, once you have decided you wish to move forward with the order, simply select “Accept” on the left side of the screen. This will move the order towards the bottom of the window in a “Selected Orders” section. You can one or however many orders you choose to accept.

Once you have selected all the orders you wish to accept, select “Route Plan” in the bottom left corner of the window. This will then show you the most efficient routes to deliver these orders based on the distance from your company address to the delivery locations. One final step, select “Save” in the bottom right corner and these orders will now be moved to the “In Progress” tab.

In Progress

Awaiting Delivery

The orders in which you just accepted and planned routes for are now living in this tab until the delivery has been completed by your driver. Upon confirming completion of the delivery, in this tab you will see a “Finish Order” button on the right hand side of the screen. Select this and the order will then be moved to the “Completed” tab.

Completed

Completed Deliveries

In this tab, you will see a full list of all completed orders. Must like the dispatch tab, you will see the following information in list form:

  • PO #
  • Customer
  • User (individual user who submitted the order)
  • Total gallons delivered
  • Delivery date/time
  • Address of delivery

The gallons shown on the list form are the total gallons delivered. When selecting “View” in the right side of the screen, the window that opens will show you the “Gallons Ordered” and “Gallons Delivered” on the bottom of the window.

Manage

Drivers

Adding a driver

As an admin user, you will be able to add and delete drivers in your organization. Adding drivers is essential in route planning and optimizing your accepted orders. To add a new driver in this tab, select “Add New” in the upper right corner. When adding a driver, you will be asked to provide the following information:

  • Name
  • Phone number
  • Email address
  • Password (you will create a password for their driver account)
  • License # and expiration

Documents

Adding documents

In this tab, you will be able to add the required documents in order to receive orders on the Fuel.Me portal. You will find a section to upload the following documents:

  • W-9
  • Certificate of Insurance

To upload a document, click on “Select or Drop File” in the desired document box. It will open up your computer file box where you will select the respective document to upload. Once the document has been uploaded, it will then be in the “Verification” stage.

Here, a member of the Fuel.Me team will receive a notification that your document has been uploaded and he/she will proceed to look over the document. If all the required information is present, the Fuel.Me rep will verify the document. A green check mark and “Verified” will then appear next to the document name.

Banking Info

Adding bank info

This tab will be used to add your direct bank account information. This will be used to collect payment on the orders you have completed. To add your bank info just click on the “Banking Info” tab in the menu bar and it will automatically bring up the necessary fields for you to enter. You will be asked to provide the following information:

  • Bank Name
  • Bank Address
  • Bank Contact name, phone number, email
  • Account Number
  • Routing Number

PLEASE NOTE: You will not be able to receive any orders on the Fuel.Me portal unless you have these fields filled out. Once complete, a team member from Fuel.Me will verify and approve the bank account.

Product Prices

Product pricing

As a vendor on the Fuel.Me portal, you will add pricing for every one of the products you sell. To do this, select “Add New” in the upper right hand corner. This will bring up a window where you will enter in the following information:

  • Product type (fuel, lube, fee, etc.)
  • Product
  • Price
  • Purchase Price

Your price and cost data will also be used to show you your profits and margins of all the orders you complete on the Fuel.Me portal.

Company Info

Adding company information

This tab will be used to input important company details that will determine your ability to receive orders. In this tab, you can set standard fees for many items such as:

  • Wet hose fees
  • Delivery fees
  • Over water fees (if applicable)
  • Additional fuel costs

As a vendor, you will also need to set standard delivery hours and days that you are operational. During these times, you will be able to view incoming orders. If an order is submitted in which the delivery date/time is during your off hours, it will not appear in your “Pending Orders” tab.

Reporting

Invoices

Viewing invoices

An invoice will be generated once your driver has completed the route for an order. Once this happens, an invoice will automatically be generated and you will able to view it in this tab.

A complete list of all your invoices will be available with the following details visible in list format:

  • Invoice #
  • Customer
  • Driver
  • Invoice Creation Date
  • $$ amount of invoice

To further look into an invoice, simply select “View” on the right hand side of the screen. Here you will be able to view a PDF version of your invoice as well the ability to download or print this invoice directly from your account.

Filtering invoices

An additional feature in this tab will give you the option to filter and search for a particular invoice or set of invoices. The filtering options include being able to view invoices from:

  • A particular customer
  • A specific date or date range that an invoice was created on

Settings

Users

List of users

This tab will show a list of all users that have an account on the Fuel.Me portal within your organization. The list shows the users full name, phone number, and email address. The list can be sorted by the column headers (i.e. clicking on the Name in the header bar will sort by A>Z. Clicking again will sort the list Z>A)

Adding a new user

As an admin user in your organization, you will be able to add and delete users. To add a new user, go to to the top right of the screen and select “Add New”. Here you will enter in the following user information:

  • Name
  • Phone #
  • Email
  • Password (you will create a password for the Fuel.Me user account)
  • Location (you can assign a user to a specific location or job site)

To delete a user, simply click the user details and select the red “Delete” button.

*If you are not an admin user in your organization, you will have all the above functions except for the ability to add and delete a user.