Vendor Invoicing Guide

How to Submit Your Invoices to Fuel Me

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 support@fuel.me. 

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 ap@fuel.me. 

• Send one invoice per delivery
• Send invoices by billing due date

Invoice Dispute Process

• Resubmit corrected invoice

Steps to Complete Prior to Service Start Date

Confirm Pricing prior to Deliveries 

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.

Provide a Sample invoice to Fuel Me

Additionally, you must submit a sample invoice during the Vendor Onboarding period. This sample invoice must include the following:

Enroll in Automated Dispatch Notifications (optional)

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. 

Invoice Requirements

Include the Site ID and/or PO Number

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.

Provide an Asset-Level Fueling Breakdown

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

Email Drop Tickets & Invoices as Attachments within 24-48 Hours after delivery to ap@fuel.me. 

You must send all drop tickets and invoices together as attachments to ap@fuel.me. 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 support@fuel.me. 

Send One Invoice per Delivery

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

Send Invoices by the Billing Due Date

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. 

Pricing Validation and Invoice Disputes

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