How It Works

Simple to set up. Runs itself after that.

You connect your email once and do two small things each day. Everything else — prices, invoices, billing checks, payments — is automatic.

Setup Fuel Prices Pool Margin Bill Check Cash Flow Ask Anything FAQ
Getting Started

Two things you do. Everything else is automatic.

One-time setup to connect your inbox. Then two quick inputs each day to keep everything current.

1

Connect your email inbox — once

Give Simplifuel read access to the inbox that receives your supplier price quotes, invoices, and EFT confirmations. Takes about 10 minutes on our onboarding call — we walk you through it.

✓ One-time · We handle it with you
What gets read: supplier price emails, delivery invoices, EFT/ACH payment confirmations. Nothing unrelated to your fuel business.
2

Log each order when you call it in — ~60 seconds

When you place a fuel order, take 60 seconds to log it — supplier, grade, gallons, quoted price. That's what Simplifuel checks your invoice against when it arrives.

✎ You do this · Once per order
Why this matters: the quoted price is the only number Simplifuel can't get from your email. Without it, there's nothing to check the invoice against.
3

Enter your pump prices each morning — ~30 seconds

Type in your retail pump prices for regular and premium once a day. Simplifuel uses those plus what you paid for the fuel to calculate your real profit per gallon.

✎ You do this · Once per day
Why this matters: your pump price is the only number Simplifuel can't get from your emails. Everything else — delivered cost, gallons, payment confirmations — comes in automatically.
4

Everything else checks itself automatically

Price emails get read as they arrive. Invoices match to your logged orders. Payments match to invoices. Anything that doesn't add up gets flagged with the exact dollar amount.

✓ Fully automatic from here
Fuel Prices

Who's got the best price today? You'll know before your coffee's done.

Simplifuel reads your supplier emails overnight. By the time you open the app, all the prices are lined up. Pick the best one, make the call, done.

  • All supplier prices side by side — no emails to open, no math
  • See if today's price is better or worse than what you paid last time
  • Quoted prices flagged separately from confirmed ones
  • Regular and premium tracked separately
  • Price history by supplier — useful when they tell you prices are out of their hands
Fuel Prices · Today's Quotes
Regular 87 — 4 Suppliers
Supplier A
$3.184
▼ −$0.018 today
Lowest Today
Supplier B
$3.209
▲ +$0.041 today
+$0.025 vs lowest
Supplier C
$3.197
▼ −$0.011 today
+$0.013 vs lowest
Supplier D
$3.221
▲ +$0.027 today
+$0.037 vs lowest
Last sync: Today 12:01 PM · Next: Tomorrow 6:00 AM
Pool Margin

What did I actually make per gallon today?

Not an estimate. The real number — based on what you paid for the fuel, what you sold it for, your card fee split, and which grades moved. Your accountant runs this math at month end. Simplifuel does it every day.

✎Your one job each morning: type in your pump prices. Takes 30 seconds. What you paid per gallon comes from your invoices automatically.
  • What your tank is worth right now, based on what you actually paid for the fuel in it
  • Profit on your last delivery
  • How this month's margin compares to recent months
  • How fast you're burning through fuel — so you're not caught short
  • Cash vs. credit mix and grade mix both factored in
Pool Margin Calculator
Tank Inventory Value
$74,318.40
FIFO costed · Live tank data
Last Order Margin
38.6¢/gal
Based on quoted price
YTD Pool Margin
41.28¢/gal
Current month: 38.60¢ · Gross: $5,184
Current Month · 8,412 gal sold · 9,100 purchased
Revenue: $38,276 · Fuel cost: $34,823 · Profit: 38.60¢/gal
Pump prices: Reg→$3.459entered daily · Prem→$3.679entered daily
Order vs. Bill Check

Did they bill you what they quoted you?

Every time a bill comes in, Simplifuel checks it against the price you logged when you ordered. If something's different, you'll see it — and you'll see the exact dollar amount. Not a vague "something looks off." The number.

✎When you call in an order: log it in Simplifuel — supplier, grade, gallons, quoted price. After that it's automatic.
  • Quoted price vs. billed price — checked every time a bill arrives
  • Running tally by supplier — you'll see fast if someone has a pattern
  • Exact dollar difference when something doesn't match
  • Deliveries without a bill yet are flagged until it shows up
  • Pull any invoice as a PDF without going back to your email
Bill Check · This Month
✓ 17 Matched ⏳ 1 Pending ⚠ 1 Discrepancy
Supplier A +$1.20 Supplier B −$8.64 Supplier C −$47.18 ⚠
DateSupplierQuotedInvoicedStatus
Apr 29Supplier A $3.1840$3.1840 ✓ Match
Apr 29Supplier B $3.2090Pending… ⏳ Pending
Apr 19Supplier C $3.1970$3.1913 ⚠ Diff
↑ Supplier C invoiced $0.0057/gal below quoted · 8,276 gal · Impact: −$47.18 · Verify with supplier
Cash Flow & Bank Payments

No more surprises from your bank account

Suppliers pull payment days after delivery — sometimes a lot of money at once. Simplifuel shows you what's scheduled to come out this week, how much credit you've used with each supplier, and whether each payment matched the bill. Complete plan only.

  • Every bill matched to its bank payment — automatically
  • How much credit you've used with each supplier
  • What's coming out of your account this week, before it happens
  • How many days each supplier typically takes to pull payment
  • Total outstanding across all suppliers in one number
Payment Check · Coming Up
Supplier Credit Utilization
Supplier A
38% $108,420 out
Supplier B
9% $22,180 out
Supplier C
0% $0 out
Upcoming Bank Transactions — Total: $130,600
Thu, May 7
Supplier A × 2 deliveriesest
$86,240.00
Fri, May 8
Supplier A × 1 deliveryest
$44,360.00
Bank Activity · This Month
May 1Supplier A — Invoice #1084392DEBIT−$38,614
Apr 30Supplier B — Invoice #29817DEBIT−$33,092
Apr 29Daily fuel sales depositCREDIT+$14,870
−$218k
Month debits
+$163k
Month credits
$130k
Outstanding
Ask Anything

All your data in one place — just ask it what you want to know

Type any question about your business in plain English. "Which supplier cost me the most last quarter?" "What was my best margin month?" You get a straight answer — no digging through emails and spreadsheets. Complete plan only.

  • Trained on your own prices, invoices, EFTs, and margin history
  • Plain English questions, plain English answers
  • Great for spotting trends you wouldn't otherwise notice
  • Useful before renegotiating rates with a supplier
Data Assistant
Which supplier cost me the most this year?
What was my profit per gallon each month?
Which supplier billed me wrong the most?
How much came in from fuel sales last month?
Simplifuel: Supplier A made up 62% of your total fuel spend in Q1. Your profit per gallon went from 44¢ in January up to 51¢ in March — mostly because you shifted more orders to lower-cost suppliers and raised your pump prices a bit in February.
FAQ

Common questions

An email address that receives your supplier price emails, invoices, and EFT confirmations. That's it. The $200 onboarding fee covers a setup call where we get everything connected and test it against your real supplier emails before you go live.
No. You keep doing business exactly the same way. Simplifuel works around your existing supplier relationships — it reads the emails already coming into your inbox. No new logins, no changes to how they send prices or invoices.
That's what Simplifuel is built for. Most operators have suppliers who each send prices differently — one sends a PDF, one sends an email table, one sends plain text. Simplifuel handles all of them. During onboarding we test it against your actual supplier emails before you go live.
Essentials covers the daily workflow — prices, margin, and bill vs. quote checking. Complete adds the financial layer: matching bank payments to invoices, showing what's coming out of your account this week, supplier credit utilization, bank activity feed, and the AI assistant. See the full comparison on the pricing page.
About 10–15 minutes on a call. We connect your inbox, test it against a few of your real supplier emails, and make sure everything's working before your first month starts. Most people are up and running the same day.
Pricing is per site per month. Each location gets its own dashboard — separate prices, margin, and billing checks. Contact us and we'll work out the right setup.
Yes. We use read-only email access — the same kind accounting software uses. We only read fuel-related emails. We don't store your password. Your data is never shared or sold.
No annual contracts. Cancel anytime. If something's not working, call us first — most issues are fixable fast. But if it's genuinely not the right fit, you're not locked in.
The onboarding call, connecting your inbox, testing your supplier email formats, and making sure everything works before you start paying the monthly subscription. One-time charge — nothing else beyond your monthly fee after that.

Ready to try it?

First month is on us. $200 one-time setup. No contracts.

Get Started →

We'll reach out within 48 hours to get you set up.