FBO Fuel Management Software
Know what was requested, delivered, stocked and billed.
Manage fuel inventory, supplier receipts, customer pricing, fuel releases and uplift tickets in the same FBO workspace. Link every ticket to its aircraft movement so quantities, costs and customer charges remain traceable.
Fuel margins disappear between the bowser and the invoice
One team records the request. Another records the meter. Accounts applies a rate. Fx FBO connects those steps so the delivered uplift has a clear record and can be picked up by billing.
Built around the way you work
Each capability is part of the connected FlightStratix workspace.
Tank and supplier inventory
Record receipts, dips and adjustments for farm, bowser and hydrant tanks. Track current volume and low-stock thresholds with a transaction history.
Releases and actual uplifts
Capture planned and approved quantities, record meter readings and actual uplift, and require a variance reason where requested and delivered quantities differ.
Contract fuel pricing
Maintain effective-dated posted prices, into-plane fees and customer-specific flat or tiered terms for the fuel types your station sells.
Tickets ready for billing
Finalise fuel tickets, keep correction reasons on record and include eligible items in the FBO invoice builder.
From start to finish
FBO fuel management from tank ledger to invoice-ready ticket
Know what was authorised, what was dispensed, what left the tank and what the customer should pay.
From approved quantity to recorded uplift
Create a fuel release against an aircraft movement with planned and authorised volume, fuel type, vendor and commercial context. A related fuel ticket records actual litres and US gallons, meter start and stop, price, fees and tax. Variances require an explanation, keeping the difference between plan and delivery visible.
Fuel stock without a second spreadsheet
Maintain farm, bowser and hydrant tank records with capacity, threshold and stock ledger. Record supplier receipts, dispensing, manual adjustments and measured dips. Low-stock indicators appear on the station dashboard; this is stock record-keeping, not a claim of automatic hardware-level tank monitoring.
Customer terms next to fuel activity
Maintain effective rack prices and customer fuel contracts. Discounts can be percentage, fixed amount or volume-tier based; an into-plane fee can be captured separately. Give fuel staff the approved terms while finance can inspect pricing and recorded quantity before invoice creation.
Make unbilled fuel visible
Finalised tickets can feed the FBO billing queue, where station personnel can assemble eligible fuel, parking and service items for the same customer and currency. Corrections to fuel records ask for an audit reason, rather than silently replacing the previous operational value.
The detail fuel teams need at every handoff
From handling request to authorised fuel release
The fuel job starts with the visit and aircraft movement, not an isolated invoice line. A service request captures the customer, aircraft, origin and destination, ETA/ETD, fuel type, intended uplift and service instructions. Staff then create a fuel release linked to the movement, including planned and approved volume, vendor, applicable currency and commercial notes. The release has its own state and supporting PDF actions. That lets a CSR identify the authorised service while the line team sees what has actually been requested.
Use the tank ledger to explain changes in stock
Fuel inventory supports farm, bowser and hydrant records, with capacity, current volume and minimum threshold. Deliveries record supplier, delivery note, litres received, date, purchase cost and currency. A chronological ledger holds receipts, dispenses, measured dips and manually authorised adjustments. This provides a path to investigate a difference between expected and measured stock. It does not imply sensors or automated physical reconciliation unless such integrations are separately installed and tested.
An uplift ticket carries the billable facts
A fuel ticket identifies the movement, release, customer, fuel type, tank and person dispensing. It records both litres and US gallons, meter start/stop, pricing per US gallon, into-plane fee, tax and dispense time. When requested and delivered quantities differ, a variance reason is recorded. The ticket can be drafted, finalised, attached to a draft invoice or invoiced; void and audited correction paths preserve operating context. A ticket is a distinct record from the customer's initial request.
Pricing depends on the customer and the date
The system supports effective-dated posted fuel prices and separate customer contracts. Customer pricing can be a flat rate, volume-based tiers, a fixed amount discount or a percentage discount; into-plane fees can be stored separately. The FBO should review the final customer terms and invoice tax treatment according to its own commercial policies.
Control the unbilled queue before financial closeout
The billing builder selects only eligible fuel tickets, together with compatible parking and service charges. It enforces a common customer and currency across the selected sources and can generate an invoice from those items. A dedicated dashboard highlights unbilled fuel. Read more about FBO billing.
Follow fuel from request to finalized ticket.
Keep quantity and delivery context together
Review the requested uplift, aircraft, movement and fuel ticket together. Delivery details should be checked against the station record so an updated request or a revised quantity can be understood in its operational context.
Connect fuel with ramp activityReview the ticket before it reaches billing
Use the finalized ticket and recorded delivery as the starting point for cost and charge review. Keep any quantity or pricing question attached to the source activity so the station and finance teams can resolve it before closeout.
Explore station billing- Receive requestFuel order from operatorComplete
- Issue releaseApprove planned quantityComplete
- 03Record upliftCapture meter readingsIn review
- 04ReconcileCheck variance and reasonsPending
- 05Finalise ticketClose the fuel recordPending
- 06InvoiceInclude in FBO billingPending
See it in context
A short uplift and a contract discount
An operator orders 4,000 litres but the actual uplift is 3,640 litres. The fueler closes the ticket with meter readings and the reason for the lower quantity. The current customer agreement is checked, the tank ledger reflects recorded dispensing, and the final ticket becomes an eligible billing source. Billing uses the delivered quantity rather than blindly charging the original request. Review the complete FBO management workflow.
An operational example
A transient aircraft requests 3,200 litres of Jet A-1. The CSR desk captures the request and the fuel team issues a release for the movement. After uplift, the fueler enters actual meter readings and a variance reason if needed. The tank ledger reflects the ticket, and the finalised record becomes available to the billing team.
Where it fits in FlightStratix
Frequently Asked Questions
Can fuel discounts differ by customer?
Yes. The reference includes customer fuel contracts with flat, percentage and tiered pricing arrangements alongside effective dates and fuel type.
How is an incorrect uplift corrected?
Fuel tickets and releases use correction workflows requiring a reason, so revised commercial records do not erase the context of the original entry.
Does it track physical tank stock?
It records deliveries, ticket dispenses, dips and adjustments in the tank ledger. Actual stock accuracy depends on entries and operating processes.
Can each customer have different fuel pricing?
Yes. The reference includes posted rates, flat discounts and volume-based customer terms.
Explore FlightStratix solutions
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