Fill-Rite FMS

Overview

Fill-Rite FMS combines fuel-control hardware, a mobile app, and a web portal for managing fuel dispensed from fixed or mobile tanks. It suits fleets and sites that need to control shared fuel access and keep a live record of transactions and inventory. Its central advantage is that access rules and reporting sit alongside the dispensing equipment; the hardware purchase and custom-priced subscription make it a more involved choice than software alone.

Key features

Drivers use individual PIN codes on phones or tablets to access fuel. Administrators can set access by group or individual, apply schedules and transaction limits, and restrict drivers or vehicles by tank capacity and fill quantity. This gives operations with shared tanks practical ways to curb unauthorized or excessive fueling. FMS does not support fuel cards, so it is a poor fit for fleets whose main need is to manage card-based purchases.

Transactions reach the portal in real time, where teams can monitor activity and inventory and adjust restrictions. The portal can request a fuel delivery from a wholesaler when tank levels are low. Users can also create unlimited custom reports and schedule them for email delivery, a useful combination for recurring fleet and accounting oversight.

The NXFM200 control module supports two hoses. Up to ten NXFM150 expansion modules can be added, each monitoring five more hoses, giving larger fueling operations room to extend the system. The control module is designed for fixed and mobile use and works with most pump and meter brands and types, which can help when an operation already has dispensing equipment. Software updates are pushed from mobile devices and tablets to the hardware at no additional charge.

FMS documents a Fleetio integration that creates fuel entries from transactions and updates them hourly. Its open API structure is intended to connect the portal with enterprise, fleet-management, and accounting software, giving organizations a route to broader integration. Odometer tracking and automatic tax refunds add fleet and tax-management functions. Fill-Rite reports average annual tax-refund payback of $20,000 from customer savings in 2019, with results varying; that figure is not a promise of what an individual operation will recover.

Pricing

The Fill-Rite FMS software subscription has custom pricing. The maker offers a monthly cost estimate based on equipment configuration and directs larger systems to request a customized quote. A hardware purchase is required, and no driver or user cap is stated. That structure makes it sensible to price a configured system before committing, but less convenient for buyers who need to compare a fixed software fee upfront.

The subscription includes the portal and mobile access for fuel management, while the system’s hardware configuration determines how many hoses it can monitor. Software updates to the hardware carry no additional charge. There is no free plan or trial described, so buyers should expect to evaluate the system through a configured purchase discussion rather than a no-cost subscription.

Platforms

FMS supports Android, iOS, web, and API access. Drivers can use the mobile apps, while administrators manage transactions, inventory, restrictions, and reports through the portal. The API option supports integration needs beyond the documented Fleetio connection.

Who it's for

FMS is best suited to fleets, depots, and other operations dispensing their own fuel from shared fixed or mobile tanks. It is especially relevant when driver and vehicle controls, real-time inventory visibility, expandable hose capacity, and tailored reports matter together. Fleets that rely on fuel cards, or buyers that need a known subscription price before specifying equipment, should look elsewhere.

Pros and cons

Pros

• PIN access, schedules, transaction limits, and driver and vehicle restrictions provide several layers of control over shared fuel.
• Real-time transaction and inventory records, delivery requests, and unlimited emailed reports support day-to-day oversight.
• The NXFM200 can expand to monitor as many as 52 hoses across the control and expansion modules.
• Compatibility with most pump and meter brands and the open API structure can help fit FMS into an existing operation.

Cons

• Hardware must be purchased, and subscription pricing depends on the equipment configuration, making upfront comparison harder.
• Fuel cards are not supported, which rules out a common purchasing workflow.
• The documented Fleetio updates run hourly, rather than matching FMS's real-time transaction uploads.

Alternatives

Fuel Management Software is the broader category to compare if FMS’s hardware-based approach does not match your operation.

Radius Velocity is a better starting point for UK customers who want a free plan, provided they have a Radius customer account. Eurowag Fuel Management is another paid, quote-based option for buyers considering an alternative mobile and web product.

iFleet Pay is a paid alternative with Android, iOS, web, and API platforms. Multi Service Fuel Card is worth considering when a fuel-card program is central; it has a free plan, with program maintenance fees of $0–$10 per month, fuel transaction fees of $0–$2 per transaction, and money fees of 0%–3% of the transaction amount.

Track Star Fleet Fuel Management is another paid option with Android, iOS, web, and API platforms. Fillup is a paid, web-based alternative. FuelMaster FMLive is sized to individual fueling operation needs, while FuelServe.net is a paid, web-based option.

Verdict

Choose Fill-Rite FMS for a fleet or fueling site that dispenses its own fuel and needs access controls, real-time records, tailored reporting, and capacity that can grow across many hoses. Its hardware compatibility and integration paths give it room to fit into established operations. Look elsewhere if fuel cards are essential or if a predictable software price without equipment configuration is a requirement.