Fill-Rite FMS

Fill-Rite FMS combines fuel-management hardware with a mobile app and web portal. Drivers access fuel using individual PIN codes on smartphones or tablets. The portal provides real-time views of transactions and inventory, and lets users set driver and vehicle restrictions, including tank-capacity and fill-quantity limits. Users can create unlimited custom reports and have them sent automatically by email. The control module is designed for fixed or mobile use and is compatible with most pump and meter brands and types. Each NXFM200 module supports two hoses, and up to ten NXFM150 expansion modules can be added, each monitoring five additional hoses. Software updates can be pushed from mobile devices and tablets to the hardware at no additional charge. The app is available for Android and iOS, alongside the web portal and an open API for integrations with enterprise, fleet-management or accounting software. Fleetio integration creates fuel entries from FMS transactions and updates them hourly. Pricing depends on equipment configuration; the maker provides a monthly cost estimate form and offers customized quotes for larger systems.

Fill-Rite FMS combines access controls, real-time fuel records and reporting with compatible hardware. Buyers need to estimate cost based on equipment configuration or request a quote for larger systems.

Fill-Rite FMS may suit organizations managing fuel access, inventory and transactions across fixed or mobile equipment. Its portal and integrations may also suit teams needing reporting or connections to fleet, enterprise or accounting software.

Overview

Fill-Rite FMS links fuel-control hardware, a mobile app and a web portal so organizations can manage fuel dispensed from their own tanks. It is strongest for fleets and sites that need to govern shared fueling and keep a live record of activity.

The system’s value comes from connecting access rules to drivers and vehicles, then recording transactions and inventory centrally. That approach requires a hardware purchase and a subscription whose monthly cost depends on equipment configuration.

Key features

Drivers access fuel with individual PIN codes on smartphones or tablets. Administrators can set access by group or individual, apply schedules and transaction limits, and restrict drivers or vehicles by tank capacity and fill quantity. These controls give shared tanks clearer accountability and help prevent unauthorized or excessive fills. FMS does not support fuel cards, so card-first fleets should look elsewhere.

Transactions and inventory appear in the portal in real time, where teams can monitor activity and adjust restrictions. The portal can also send a delivery request to a fuel wholesaler when tank levels run low. Unlimited custom reports, with automatic email delivery, give fleet and accounting teams room to create recurring views suited to their operation.

The NXFM200 control module supports two hoses and works with most pump and meter brands and types. Up to ten NXFM150 expansion modules can be added, each monitoring five more hoses. This gives a growing site a defined way to extend coverage, though the hardware configuration also affects cost. Software updates are pushed from mobile devices and tablets to the hardware at no additional charge.

FMS can create fuel entries in Fleetio from transactions, with updates hourly. Its open API structure is intended to support connections to enterprise, fleet-management and accounting software. The portal also includes automatic tax-refund handling; Fill-Rite reports average annual customer payback of $20,000 based on 2019 savings, but individual results vary, so that figure is not a dependable forecast for every buyer.

Pricing

The Fill-Rite FMS software subscription has custom pricing, and hardware purchase is required. There is no stated driver or user cap. Fill-Rite offers a form to estimate monthly cost from equipment configuration and directs larger systems to request a customized quote. Buyers should account for the hardware setup when comparing costs; the subscription alone does not describe the full commitment.

There are no published lower tiers or free plan to compare. The maker provides software updates at no additional charge, but that does not remove the equipment purchase requirement.

Platforms

FMS supports Android, iOS, web and API access. Drivers can use the mobile app on Android or iOS, while administrators manage records and controls in the web portal. Help-center documentation covers hardware, the mobile app, the portal and troubleshooting.

Who it's for

FMS fits fleets, depots and other operations that dispense fuel from fixed or mobile tanks and need driver-level controls, live inventory oversight or hose capacity that can grow with added modules. Its odometer tracking and spend controls add useful fleet oversight. Organizations that mainly purchase fuel by card, need a software-only option or cannot justify configured hardware costs are less likely to find a fit.

Pros and cons

• Pros: Individual PINs, schedules and driver or vehicle limits help govern access to shared fuel.
• Pros: Real-time transaction and inventory records, plus delivery requests at low tank levels, support day-to-day site oversight.
• Pros: Unlimited custom reports with automatic email delivery can serve recurring operational and accounting needs.
• Pros: Expansion modules add capacity, and software updates reach hardware at no additional charge.
• Cons: A hardware purchase is required, and the monthly subscription has custom pricing, making costs dependent on configuration.
• Cons: Fuel cards are not supported, limiting its fit for fleets that fuel primarily at retail stations.
• Cons: Fleetio transaction entries update hourly, not in real time.

Alternatives

Radius Velocity is the clearer option for UK customers seeking a free plan; it requires a Radius customer account and supports Android, iOS and web. Choose FMS when control of on-site tanks and compatible dispensing hardware is the priority.

iFleet Pay and Track Star Fleet Fuel Management are paid options with Android, iOS, web and API platforms. Their listed platform coverage makes them candidates to compare when those channels matter.

Eurowag Fuel Management is another paid option for Android, iOS and web; choose between it and FMS based on which product fits your operation.

Multi Service Fuel Card has a free plan and charges that can include $0 - $10 per month in program maintenance, $0-$2 per transaction, and 0%-3% of the transaction amount in money fees. It is the more relevant comparison for buyers evaluating a fuel-card account rather than an on-site hardware system.

WEX Benefits is a paid option for Android, iOS, web and API, with pricing by proposal. AtoB Fleet Fuel Cards offers a prepaid card at $3 a month per active card, plus a $35 account setup fee; loaded funds set the spending ceiling, and the card covers fuel and non-fuel purchases. Fuelcard.ai has paid Starter, Pro and Enterprise plans, with fleet pricing shown at $29, $79 and $199 per month respectively. These card-focused products are worth comparing when payment cards are central to the purchasing workflow.

Browse more options in Fuel Management Software.

Verdict

Choose Fill-Rite FMS if your operation dispenses from shared tanks and needs PIN-based access, live records and configurable controls tied to compatible equipment. Its real-time oversight and expandable hose capacity are compelling for that job. Look elsewhere if fuel cards are central to your fleet or if you need a price you can assess without first configuring hardware or requesting a quote.