The FuelOps user manual
Learn FuelOps step by step: set up your station, run shifts, reconcile stock and cash, manage customers and use the mobile app. A complete guide in English and French.
Reviewed 7 October 2026 · 34 chapters · PDF
Menus and actions depend on your role, assigned station, plan and current availability. This manual explains available workflows and identifies controls that are not yet available.
34 chapters
01Getting started
Your first day with FuelOps
FuelOps connects the physical work at a station to a shared record: fuel comes into a tank, leaves through nozzles, is sold during shifts, and is reconciled with payments. This manual covers the customer workspace and mobile app. It does not describe the internal FuelOps operator console.
Read the chapter →02 / 2 step-by-step tasksCreate your account, accept an invitation and sign in
An individual account identifies you; membership gives you access to an organization. Keep those two steps separate. Owners, invited employees and customers onboarded after an office payment may enter through different starting screens.
Read the chapter →03 / 2 step-by-step tasksFind your way around the workspace
The dashboard is your starting point, not the complete transaction ledger. The navigation groups station operations, supply, finance and administration. The mobile menu may organize the same work differently.
Read the chapter →04 / 2 step-by-step tasksTeam invitations, roles and station assignments
Give each person their own account. A role controls the kind of work they can do; station scope limits where they can do it. An employee record or performance view is not a substitute for an accepted account invitation.
Read the chapter →02Set up your station
Create a station and its tanks
A station contains tanks, pumps and nozzles. Set up the physical layout accurately before the first shift. The station wizard creates the station, tanks and opening prices; pumps are configured afterwards from station details.
Read the chapter →06 / 2 step-by-step tasksConfigure pumps, nozzles and meter readings
Each nozzle must point to the tank that physically supplies it. Meter readings stay in the totalizer’s native unit and precision; FuelOps derives litres for operational reporting. A pump brand/model describes the equipment and does not establish an automatic connection.
Read the chapter →07 / 2 step-by-step tasksSet and review fuel prices
Fuel prices are selling prices per litre, distinct from supplier purchase costs. Use the currency/unit shown on the screen. A country or language selection must not be treated as an automatic currency conversion.
Read the chapter →03Run a shift
Open a shift on the mobile app
A shift records one employee’s work with a selected pump and its nozzle readings. The opening index is the totalizer reading at the start of work, not zero and not the previous shift’s volume sold. Web shift pages are primarily for supervision and review.
Read the chapter →09 / 2 step-by-step tasksClose a shift and reconcile cash
Closing combines physical meter readings with payment information. Fuel sold, sales value and cash counted answer different questions. A closed shift does not by itself prove that head office received the cash.
Read the chapter →10 / 2 step-by-step tasksReview and correct a closed shift
A correction changes an operational record and can affect revenue, stock and cash variance. It must explain a real reading error, not make an unexplained shortage disappear. The standard correction window is 48 hours after closure, with additional eligibility checks.
Read the chapter →11 / 2 step-by-step tasksIndependent verification and discrepancy review
Verification records provide an independent reading check. Discrepancies show a difference requiring a decision; accepting or rejecting a discrepancy is not the same as editing the underlying shift or transferring money.
Read the chapter →04Stock & purchasing
Understand tank levels and record measurements
Book stock is the quantity calculated from recorded movements. Measured stock is a physical observation. A tank’s capacity is a third, different value. Compare the same tank, fuel grade and time period before interpreting a difference.
Read the chapter →13 / 2 step-by-step tasksOpening inventory, stock value and adjustments
Opening inventory establishes the quantity and value already present when you begin tracking. Valuation is necessary for meaningful cost and profit reports. A proposal, a confirmed entry and a rejected entry are different states.
Read the chapter →14 / 2 step-by-step tasksCreate and maintain suppliers
Supplier records identify who provides fuel, parts or other goods. They connect commercial terms, orders, deliveries and invoices. A supplier record does not itself place an order or transfer a payment.
Read the chapter →15 / 2 step-by-step tasksPlan replenishment, request fuel and follow purchase orders
Reorder suggestions help plan supply; they are not proof that fuel was ordered or received. A purchase request captures a need, while a purchase order tracks a supplier commitment and its receipts.
Read the chapter →16 / 2 step-by-step tasksRecord a fuel delivery once
A delivery records fuel actually received into a tank. Use the purchase-order receipt flow when the delivery belongs to an order; otherwise use the direct delivery action. Do not record the same truck in both places.
Read the chapter →17 / 2 step-by-step tasksCheck supplier invoices, approve and record payment
Invoice entry, verification, approval and payment are separate steps. A delivery can be linked to its invoice so quantities and costs can be compared without entering stock twice. Recording a payment documents settlement; it does not automatically send money from your bank.
Read the chapter →05Customers & money
Create credit clients and set their limits
A credit client is a person or business allowed to owe money for fuel. A credit limit controls exposure; payment terms determine when debt is due. An advance balance and unpaid debt are different balances.
Read the chapter →19 / 2 step-by-step tasksRecord credit sales and fleet information
Credit fuel is still part of the nozzle’s total volume. The credit sale identifies the debtor and payment treatment; it is not an extra physical delivery. Credit sales require an online connection for a current authorization check.
Read the chapter →20 / 2 step-by-step tasksRecord client repayments and retrieve receipts
A repayment reduces debt or creates an advance according to the account’s allocation rules. It is not a new fuel sale. Payment method and receiving station matter for cash custody.
Read the chapter →21 / 2 step-by-step tasksPrepare a cash handover and acknowledge receipt
Cash handovers track custody from the station drawer to head office. Expected cash, counted cash, cash in transit and cash received must not be collapsed into one figure. Drawer funding is an internal transfer, not sales revenue.
Read the chapter →22 / 2 step-by-step tasksRecord and reconcile bank deposits
A bank deposit records money placed into a bank account. Reconciliation links it to eligible cash handovers, preventing cash movement from being mistaken for additional revenue. FuelOps does not physically deposit the money for you.
Read the chapter →23 / 2 step-by-step tasksCreate, approve and settle expenses
An expense documents a business cost. Approval authorizes it; payment records its settlement. Recording a pending expense must not be confused with paying it from a station drawer.
Read the chapter →24 / 2 step-by-step tasksBudgets, categories and recurring expenses
Budgets provide a spending reference; recurring rules prepare repeated expense records. A budget alert is not a bank block, and a recurring rule does not prove that a supplier has been paid.
Read the chapter →06Maintenance & reporting
Maintenance tickets and meter reset requests
A maintenance ticket tracks a reported problem, assignment and resolution. A meter reset request controls a change to the counter baseline. Neither is a substitute for following the site’s physical safety procedure.
Read the chapter →26 / 2 step-by-step tasksGenerate reports and export usable files
Reports summarize selected operational records over a defined period. An export is only meaningful when its scope, dates, unit and completeness are understood. The available report types and PDF entitlement depend on the account.
Read the chapter →27 / 2 step-by-step tasksCompare stations and review team performance
Analytics and performance views help find patterns. They should be read with operating context: opening hours, fuel availability, station size, reporting period and incomplete shifts can change the apparent result.
Read the chapter →07Your workspace & mobile
Organization settings and notifications
Settings affect how your organization works. Some options require the owner, an eligible plan or a feature that is available on your service. A visible but disabled option is not a completed configuration.
Read the chapter →29 / 2 step-by-step tasksProtect your account
Each colleague should use their own account. Personal credentials and security checks protect both access and the reliability of the activity history.
Read the chapter →30 / 2 step-by-step tasksUse the mobile app and handle a poor connection
The mobile app supports field work such as meter readings. Selected operations can be saved to a local queue when the account and previously loaded data allow it. Offline capture is not proof that the shared platform has accepted an operation.
Read the chapter →31 / 2 step-by-step tasksUnderstand your plan, access and payment receipts
Billing shows the organization’s offer and access status. A payment record, an active subscription and a team member’s permission are separate things. Use the terms shown for your own organization.
Read the chapter →32 / 2 step-by-step tasksUse learning resources and referral information
The public resource library helps you prepare records and understand calculations. It does not submit transactions into your organization. Referral information, where available, is separate from station sales and customer credit.
Read the chapter →08Daily reference
Daily checklist and a worked example
A reliable day ends with reconciled operations, not merely a balanced-looking dashboard. Use this checklist alongside your organization’s responsibilities and local procedures.
Read the chapter →34 / 2 step-by-step tasksGlossary and getting help
Use precise terms when discussing a record. Many apparent errors come from comparing different dates, scopes, statuses or units.
Read the chapter →