Overview

Fill-Rite FMS combines fuel-control hardware with a mobile app and web portal for managing fuel access, inventory, and transactions. It suits fleets and operations that dispense fuel from their own tanks and want to tie controls to pumps and meters. Its strongest case is controlled, traceable fueling that can expand with additional hardware; the trade-off is that hardware must be purchased and the software subscription has custom pricing.

Key features

Drivers use individual PINs on smartphones or tablets to access fuel, while administrators can set access groups or individual permissions, schedules, and transaction limits. Driver and vehicle restrictions can include tank-capacity and fill-quantity limits. These controls are useful when several drivers or vehicles share a fuel supply; they are less relevant to fleets that primarily buy fuel through fuel cards, which FMS does not support.

Transactions upload to the portal in real time, where teams can monitor inventory and activity and manage restrictions. The portal can also send delivery requests to a fuel wholesaler when tank levels run low. Unlimited custom reports can be created and sent automatically by email, giving fleet or accounting teams a way to tailor recurring oversight rather than rely on a fixed report set.

The NXFM200 control module supports two hoses and can be expanded with up to ten NXFM150 modules, each monitoring five additional hoses. The module is designed for fixed or mobile use and works with most pump and meter brands and types. That compatibility and expansion path can suit operations adding dispensing capacity over time, though the system depends on purchasing the required hardware.

FMS includes an automatic tax-refund feature for fuel usage. Fill-Rite reports an average annual payback of $20,000 based on customer savings in 2019, while noting results vary; that figure should not be treated as a guaranteed return. Mobile-device software updates reach the hardware at no additional charge.

The portal has an open API structure for enterprise, fleet-management, and accounting integrations. A documented Fleetio integration creates fuel entries from FMS transactions and updates them hourly. Teams needing another integration should assess whether the API fits their systems. The help center covers hardware, the mobile app, portal use, and troubleshooting.

Pricing

Fill-Rite FMS software subscription: custom pricing. The maker offers a monthly-cost estimate based on equipment configuration and directs larger systems to request a customized quote. Hardware purchase is required, so buyers should account for both equipment and subscription costs. No driver or user cap is stated. The subscription has no stated software price, and there is no free plan or trial described.

This model is best suited to buyers prepared to scope a hardware setup and request pricing rather than compare a public per-seat rate. The estimate process is tied to equipment configuration, making the cost dependent on the system being assembled.

Platforms

FMS supports Android, iOS, web, and API access. The maker provides mobile app download instructions for Android and iOS. The combination lets drivers use mobile devices at fueling points while administrators work in the portal.

Who it's for

FMS is a strong fit for fleets and businesses managing their own fuel tanks, especially those that need driver and vehicle controls, real-time inventory visibility, and the ability to grow hose capacity. Its reporting and API structure can also fit teams connecting dispensing activity to fleet, enterprise, or accounting systems. It is a weaker fit for operations seeking fuel-card support or a subscription with a public price.

Pros and cons

Pros: Individual PINs, access schedules, and transaction limits give administrators practical controls over shared fuel supplies.
Pros: Real-time transaction and inventory records, plus automatic delivery requests at low tank levels, support day-to-day fuel oversight.
Pros: Unlimited custom reports and automated email delivery can serve different reporting needs without a stated report cap.
Pros: The NXFM200 and NXFM150 expansion design supports growth from two hoses to a larger setup, with compatibility across most pump and meter brands and types.
Cons: Hardware purchase is required, and the software subscription has custom pricing rather than a published rate, complicating upfront cost comparisons.
Cons: FMS does not support fuel cards, limiting its fit for fleets centered on card-based fueling.

Alternatives

For another paid fuel-management option with Android, iOS, web, and API platforms, compare Track Star Fleet Fuel Management. WEX Benefits is another paid option across those platforms, with pricing by proposal and no public price. Consider iFleet Pay for another paid option on Android, iOS, web, and API.

Shell Fleet Hub is a paid alternative with API and web platforms. FuelCloud is paid, has no free plan, and offers Android, iOS, web, and API access; its subscription has monthly, quarterly, semiannual, and annual billing options, with price determined by the number of CloudBoxes and unlimited users.

Geotab is a paid option with a broader platform range that includes Android, iOS, Linux, web, and Windows; its GO Plan includes fuel monitoring alongside other listed capabilities. Radius Velocity is free to UK customers who have a Radius customer account and supports Android, iOS, and web. Eurowag Fuel Management is a paid Android, iOS, and web option; buyers contact Eurowag for a quote.

Browse more options in Fuel Management Software.

Verdict

Choose Fill-Rite FMS if your operation controls its own fuel supply and needs access restrictions, live records, and hardware capacity that can grow. The combination of configurable controls, reporting, and expansion modules is its clearest advantage. Look elsewhere if fuel-card support is essential or if you need a public subscription price before engaging with a vendor.

	Fill-Rite FMS	FuelForce
Free plan	No	No
Free trial	No	No
Paid from	—	—
Open source	No	No
Platforms	Android, api, iOS, Web	self-hosted, Web
Fuel card support	No	Yes
Spend controls	Yes	Yes
Odometer tracking	Yes	Yes
Mobile app	Yes	—
Transaction importing	—	Yes

Fill-Rite FMS vs FuelForce

Fill-Rite FMS

FuelForce