Fill-Rite FMS

Fill-Rite FMS pairs fuel-control hardware with a mobile app and web portal for managing an organization’s own fuel supply. It is best suited to fleets and sites dispensing from fixed or mobile tanks. Its appeal is tight control and real-time oversight; the need to buy compatible hardware and obtain custom pricing makes it a less natural fit for card-first fleets.

Overview

FMS connects drivers, pumps and meters, and administrators through a single fuel-management system. Drivers use individual PIN codes on phones or tablets to access fuel, while the portal records transactions and inventory in real time. For operations with shared tanks, that combination makes it possible to tie access rules to drivers and vehicles rather than leave fueling untracked.

The system is built around Fill-Rite control modules, although the NXFM200 is compatible with most pump and meter brands and types. That flexibility can help organizations incorporate existing equipment, but FMS is not software-only: a hardware purchase is required, and configuration affects the monthly cost.

Key features

Administrators can use access groups or individual permissions, schedules, and transaction limits. Driver and vehicle restrictions can include tank-capacity and fill-quantity limits. These controls are valuable where several people or vehicles share a tank; they offer less benefit to fleets that primarily buy fuel with cards, which FMS does not support.

Real-time transaction and inventory records appear in the web portal, where users can also manage restrictions. The portal can send a delivery request to a fuel wholesaler when tank levels are low. Unlimited custom reports can be scheduled for automatic email delivery, giving teams more flexibility for recurring oversight than a fixed report set would.

An NXFM200 supports two hoses, with up to ten NXFM150 expansion modules, each monitoring five additional hoses. This provides a route to scale a dispensing setup, though the overall equipment configuration is also part of the cost decision. Software updates are pushed from mobile devices and tablets to the hardware at no additional charge.

FMS offers an open API structure for connecting with enterprise, fleet-management, or accounting software. Its documented Fleetio integration creates fuel entries from FMS transactions and updates them hourly. The automatic tax-refund feature may also be useful for eligible fuel usage; Fill-Rite reports an average annual payback of $20,000 based on customer savings in 2019, while noting that results vary.

Pricing

The paid Fill-Rite FMS software subscription has custom pricing. Customers can estimate monthly cost based on equipment configuration, while larger systems can request a customized quote. Hardware must be purchased, and no driver or user cap is stated. There is no published lower-cost software tier to compare, so the practical cost depends on the equipment setup and estimate.

Platforms

FMS supports Android, iOS, web, and API access. The mobile apps provide the driver-facing access point, while the web portal handles monitoring and administration. Support documentation covers the hardware, mobile app, portal, and troubleshooting.

Who it's for

FMS is a strong candidate for fleets, facilities, or other operations that dispense from their own tanks and need access rules, fill limits, inventory visibility, and transaction reporting. Its hardware compatibility and expandable hose capacity suit setups that may grow. Organizations centered on fuel-card purchases should look elsewhere, as FMS does not support fuel cards.

Pros and cons

• Pros: Individual PIN access, schedules, and driver or vehicle limits help control shared fuel supplies.
• Pros: Real-time transaction and inventory monitoring, plus unlimited emailed custom reports, support ongoing oversight.
• Pros: The NXFM200 can expand through NXFM150 modules, and the control module works with most pump and meter brands and types.
• Cons: Hardware purchase is required, and configuration-based custom pricing makes budgeting less straightforward than a published subscription price.
• Cons: No fuel-card support limits its fit for fleets that refuel mainly through card networks.

Alternatives

Fuel Management Software is the broader category to browse when comparing products for different fueling setups. Choose Radius Velocity if a free option is the priority: it is free to UK customers with a Radius customer account and supports Android, iOS, and web. Track Star Fleet Fuel Management is another paid option for readers comparing fleet fuel-management software across Android, API, iOS, and web.

Eurowag Fuel Management is another paid option on Android, iOS, and web. Consider Multi Service Fuel Card when a fuel-card account is a better match: it has a free plan, with program maintenance fees of $0–$10 per month, transaction fees of $0–$2 per transaction, and money fees of 0%–3% of the transaction amount. Geotab may suit readers seeking a broader fleet platform with fuel monitoring alongside safety, compliance, maintenance, and EV analysis features.

iFleet Pay is another paid option for comparison. WEX Benefits uses proposal-based pricing. For a priced alternative, FuelSetu has an Annual plan at ₹18,000 a year with a 1 year commitment, per petrol pump location; it includes all features, unlimited dispensers and nozzles, and unlimited staff accounts.

Verdict

Choose Fill-Rite FMS if your operation dispenses fuel from its own tanks and needs driver-level access control, live records, and flexible reporting tied to compatible hardware. Its strongest reason to buy is the combination of restrictions and monitoring across an expandable dispensing setup. Look elsewhere if you need fuel-card support or want a subscription price that can be compared without first configuring equipment.