This guide will go over Fuel Me's vendor requirements for submitting invoices. Please read this guide carefully and if you have any questions, reach out directly to [email protected].
Steps to Complete Prior to Service Start Date
Confirm Pricing
Provide Sample Invoice
Enroll in automated Dispatch Notifications
Invoice Requirements
Include Site ID and PO Number
Provide asset-level fueling breakdown
Email Drop Tickets & Invoices as Attachments within 24-48 Hours after delivery to [email protected].
Send one invoice per delivery
Send invoices by billing due date
Invoice Dispute Process
Resubmit corrected invoice
Prior to your first delivery, Fuel Me will issue a Pricing Sheet based off of the pricing agreement between you (the Vendor) and Fuel Me. You must review and confirm this pricing prior to starting deliveries.
Additionally, you must submit a sample invoice during the Vendor Onboarding period. This sample invoice must include the following:
Site ID (provided to you by Fuel Me)
Product per line item
All applicable feed for the location per line item
Asset level breakdown, if available
Once you become part of the Fuel Me Vendor network, you will have the option to enroll in our automated dispatch notification program.
When Fuel Me received an order, we will send you an email with the option to confirm or decline the order with one click. You will not need to log-in to a portal or website to confirm these orders. If you choose to opt-out of the automated notifications, we will email you directly with the order details.
Fuel Me reserves the right to withhold payment or customer verification for any invoice that does not meet the below criteria until issues are mutually resolved. Please read the below requirements carefully and reach out to [email protected] with any questions.
Fuel Me assigns a unique Site ID and in some cases a Purchase Order (PO) Number for each customer’s location. The Site ID must be clearly listed on all invoices and drop tickets. If you receive a PO with the associated delivery, please add the Site ID and PO on invoices and delivery tickets.
Fuel Me will provide the Site ID and PO Number to you prior to starting service at the location.
Fuel Me will provide you with the customer's asset list during your onboarding and when the orders are dispatched to you. On each drop ticket, you must include:
Each Asset ID that was fueled
The total gallons delivered into each asset
You must send all drop tickets and invoices together as attachments to [email protected]. If you submit these documents separately, you must include the Site ID and PO on each attachment. Please do not provide the invoice/drop ticket information in the body of an email.
If you are unable to send the drop ticket and invoice as an attachment, please reach out to [email protected].
Drop tickets and Invoices submitted without the Site ID or PO will be rejected. Invoices submitted 30+ days post-delivery will be rejected.
Fuel Me orders are one delivery per email submission and vendors must:
Bill each delivery separately
Avoid combining multi-day deliveries on a single invoice
Fuel Me’s standard terms are based off of Invoice date, and not the Delivery date. Any alternative practices must be pre-agreed upon by Fuel Me.
Fuel Me will validate submitted prices against pre-agreed index-based pricing (e.g., OPIS). If there’s a mismatch, the invoice will be rejected, and a dispute email will be generated and sent to show both:
The expected pricing/rate
The submitted pricing/rate
Vendors are expected to respond within 2 business days with a new invoice or explanation of the discrepancy to prevent payment delays. Corrected invoices must be re-submitted to [email protected]. If you believe a Fuel Me dispute was incorrect, email: [email protected] to resolve.
