Simba Fuel · Fleet fuel tracking for yard tanks
Your yard tank, on your phone, in QuickBooks.
Tank gauge, metered pump and a mobile app that log every gallon: who pumped it, which truck or machine got it, and when. The records go straight to QuickBooks and back up your fuel tax claims.
- Every fill tied to a driver and unit
- Native QuickBooks sync
- Off-road and dyed fuel kept separate
Fuel is walking off your yard. You just can't prove it.
The delivery ticket says one number. The clipboard by the pump says another. The 40 gallons that went into a pickup at 2 a.m. never got written down. At month end somebody in the office guesses which job the fuel belongs to.
How it works
- Tank gaugeReads the level in your bulk tank, so you see every delivery come in and every gallon go out.
- Metered pumpEvery fill runs through a meter. Gallons are measured, not guessed. Drivers unlock it from the app.
- NetworkGauge and pump readings go out over a network connection. Nobody carries a clipboard to the office.
- Mobile appEach fill is tagged with driver, truck or machine, gallons, time and job. Managers see it on their phone.
- QuickBooksFills sync to QuickBooks so fuel cost lands on the right job, unit or class. No retyping.
Clipboard vs. spreadsheet vs. Simba Fuel
| Clipboard at the pump | Spreadsheet | Simba Fuel | |
|---|---|---|---|
| Gallons per fill | Whatever the driver writes | Copied from the clipboard | Measured by the meter |
| Who pumped, which unit | If they remember | If someone typed it | On every fill |
| Tank level vs. pumped | No | Manual math | Side by side |
| Into QuickBooks | Retype it | Retype or import | Syncs |
| Off-road vs. on-road fuel | Rarely split | If you set it up | Logged by unit |
| Records for tax claims | Shoebox | Partial | Exportable per period |
| See it from the road | No | Sometimes | On your phone |
QuickBooks, done for you
Fuel is one of the biggest lines on an oilfield or dirt job, and it's usually the sloppiest. Simba Fuel syncs every fill to QuickBooks so fuel cost shows up by job, truck or class without anyone typing tickets. Your bids get built on what the job really burned.
Fuel tax records that hold up
Federal off-highway credit. Federal excise tax is built into clear gasoline and diesel. When that fuel runs off-road business equipment, like generators, loaders and light towers, you can claim the tax back on IRS Form 4136. The rules are in IRS Publication 510. You need records of how much fuel went to that use.
Texas dyed diesel. Dyed diesel is sold without state tax for off-highway use. Putting it in a road vehicle is illegal. See the Texas Comptroller fuels tax page. Simba Fuel logs which units got which fuel.
IFTA. Interstate fleets report gallons by state each quarter (IFTA). Fills from your own tank are part of that record.
Simba Fuel helps you document fuel use. It doesn't file returns or promise a refund. Your tax preparer decides what you can claim.
Run your own numbers
Type in your numbers. Nothing is stored or sent anywhere.
Built for yards with their own tanks
FAQ
What is Simba Fuel?
A fuel tracking system for fleets that run their own bulk tanks. A tank gauge, a metered pump, a network connection and a mobile app log every fill with who pumped, which truck or machine, how many gallons and when, then sync it to QuickBooks.
Does it really sync with QuickBooks?
Yes. Fill records sync to QuickBooks so fuel cost lands on the right job, truck or class without retyping tickets. QuickBooks is the only accounting integration right now.
How does it stop fuel theft?
Every gallon that leaves the pump is tied to a driver and a unit, and tank level is compared with what was pumped. When the numbers don't match, you see it the same week instead of at year end.
Will it save me money on fuel taxes?
It helps you document fuel use so you can claim what you're already owed, like the federal off-highway business use credit on IRS Form 4136. It doesn't guarantee a refund or credit. Your tax preparer decides what you can claim.
Does it handle dyed diesel?
Yes. It logs which units got dyed fuel, which helps show it only went into off-road equipment. Dyed diesel in a road vehicle is illegal no matter what software you use.
Do I need IFTA reporting?
Only if you run qualified vehicles across state lines. Simba Fuel logs gallons from your own tanks, which is one part of your IFTA records. Miles by state still come from your trucks.
What do you need from me for a quote?
Number of tanks and sizes, fuel types, how many trucks and machines you fuel, how you track fills today, where your yard is, and which QuickBooks version you use.
Find out where your fuel goes
Tell us your tanks, your fleet and where your yard is. We'll reply with pricing.
Get Simba Fuel pricing