Fuel Delivery Invoice Template
A fuel delivery invoice should identify the delivery site and tank, show start and end meter readings with gallons delivered, state the price per gallon and extended total, and itemize delivery, minimum, surcharge, and tank rental charges separately. ShowTheReceipts saves those as reusable lines so a route's tickets bill the same way every stop, every day.
Header block
- Business name, DOT / hazmat registration where required, phone
- Customer name and delivery site address
- Tank identified — size, location, or asset number
- Delivery date and driver
- PO / account reference, terms
Delivery lines
- Meter start / meter end — with gallons delivered
- Price per gallon
- Extended fuel total — gallons × price
- Delivery / haul charge
- Minimum delivery charge — below a stated gallon count
- Will-call, off-route, or same-day premium
- After-hours delivery
Recurring and regulatory lines
| Line | Basis |
|---|---|
| Tank rental | Monthly or annual |
| Regulatory / hazmat surcharge | Per delivery, labeled |
| Fuel taxes | Per applicable rate, itemized |
| System or leak check | Per event |
Totals and terms
Subtotal, taxes, payments applied, balance due. Residential should pay on a card at delivery; commercial pays on net terms with a reference number. Mix up the two flows and you’ll end up financing your customers without meaning to.
What not to do
- Don’t leave the tank unidentified on multi-tank sites
- Don’t hide the price per gallon inside a total
- Don’t bundle tank rental into the fuel price
- Don’t skip the minimum charge on small drops because the stop was quick
Frequently asked questions
Do meter readings need to be on the invoice?
Yes for commercial and fleet accounts, and it's good practice everywhere. Start and end readings turn your invoice into a verifiable document instead of a number the customer has to trust.
How should the price per gallon be shown?
As its own field, with gallons and the extended total beside it. The per-gallon number is what your customer tracks — hiding it inside a lump total is the fastest way to make a fair price look suspicious.
What about fuel taxes and surcharges?
Separate lines, labeled. Taxes and regulatory fees aren't your revenue and shouldn't look like it; a hazmat or energy surcharge should be visible enough that a customer can ask about it and get a straight answer.
How do fleet and commercial accounts want this?
By site and tank, with a PO or account reference, on net terms, and consistent from delivery to delivery. Fleet customers reconcile fuel against equipment and consumption — a ticket that identifies the tank is a ticket that clears.