Tank monitoring dashboard
Every customer tank on a map and a list, with live levels, days until empty and low-level alerts.
Fuel tank monitoring & delivery software for distributors
Fuel distributors: refill before the tank runs dry. Fewer dry tanks. Fewer panic runs.
Farmers ring when the tank's already sucking air, runs get planned on a whiteboard and dockets come back crumpled and diesel-stained. We build tank monitoring, reorder, delivery and account systems for fuel distributors that all talk to each other, then we host them and look after them.
Looking for fuel tank monitoring and delivery software that actually fits how you run?
A fuel distributor is part logistics company, part bulk storage depot and part accounts department chasing farmers at month end. Most run it on a phone that never stops ringing, a whiteboard of runs, a book of carbon dockets and a price list someone updates every morning when the terminal gate price moves. It holds together until harvest hits and every header in the district needs diesel on the same day.
Wollopit builds custom software for fuel distributors around how your depot actually works. Customer tanks report their own levels and reorder before they run low. Runs build themselves from what's needed, sorted by area and tanker compartment. Drivers capture meter readings and signatures on a tablet. Invoices land in Xero or MYOB the same day at the right price for that customer. We connect what you already use, replace what's holding you back and look after the lot on our own servers.
01The problems
What we hear from fuel distributors
Does your fuel distributor have these problems? Here's how we'd fix them.
Most fuel distributors we talk to have great drivers and loyal customers. The business just runs on phone calls, paper and one dispatcher's memory, which is a worry when they take a week off.
- The problemCustomers ring when the tank's already dryA header crew runs out mid-harvest and you're sending a tanker across the district for 800 litres at the worst possible time.How we fix itTank levels from sensors, customer reports or usage estimates, with alerts well before anything gets low.
- The problemOrders by phone, text and voicemailOrders turn up by phone, SMS, email and a note scribbled at the depot. Someone writes them on a pad and hopes nothing gets missed.How we fix itAutomatic reorders triggered by tank level plus one-tap ordering for customers. Everything lands in one queue.
- The problemRuns planned on a whiteboardThe dispatcher juggles orders, tanker capacity, compartments and driver hours in their head every afternoon.How we fix itRuns built from tank levels and orders, grouped by area and loaded by compartment, then sent straight to the driver's tablet.
- The problemDockets on paperDockets come back smudged, soaked or not at all. Meter readings get retyped and invoices go out a week late.How we fix itDigital dockets with meter readings, photos, signature and GPS location. Invoices go out the same day.
- The problemPrices change every single dayTerminal gate prices move daily and every customer has a different deal. The price list gets updated by hand and errors cost you margin.How we fix itPrice rules per customer: TGP plus margin, fixed contracts or volume tiers, updated daily and applied to every docket automatically.
- The problemStatements and chasing by handMonth end means printing statements, posting them and ringing around about overdue accounts.How we fix itA customer portal with deliveries, dockets, invoices and statements. Overdue reminders and account holds run on their own.
- The problemNobody's sure whose tank is whereSupplied tanks sitting on farms for years with no record of size, condition or when they were last checked.How we fix itA tank register with location, capacity, ownership, photos, inspection dates and service history.
- The problemDriver paperwork all over the placeDG licences, pre-starts, site inductions and fatigue records live on paper in the truck or a folder in the office.How we fix itPre-start checks, licence expiry alerts, site induction records and fatigue prompts on the driver's tablet.
- The problemDepot stock that won't reconcileBulk tanks dipped by hand, loads in and out on paper and nobody sure where the 2,000 litre variance went.How we fix itDepot stock tracked from loads in and dockets out, daily dips logged and variances flagged straight away.
- The problemCustomers wanting usage reportsFarms and contractors want litres per site or machine for their fuel tax credits and job costing. You dig through dockets for them.How we fix itUsage reports per site, tank and product in the customer portal, ready whenever they need them.
- The problemLubes and AdBlue forgottenDrums, pails and AdBlue get ordered separately, delivered separately and left off the docket.How we fix itPackaged products on the same order and the same run. Drivers add extras to the docket on site.
02What we build
Solutions
What we build for fuel distributors. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Automatic reorders
Orders created when a tank hits its trigger level, sized to fill it and booked onto the right run.
Customer ordering app
Customers report a level or order a top-up in one tap, with delivery windows and site notes.
Run planning & dispatch
Runs built from orders and tank levels, grouped by area, loaded by compartment and pushed to drivers.
Driver app & digital dockets
Meter readings, photos, signatures and GPS on a tablet, working offline out on the back paddock.
Pricing engine
TGP plus margin, fixed contracts, volume tiers and product pricing applied automatically to every docket.
Customer portal
Tank levels, deliveries, dockets, invoices and statements in one login for every customer.
Invoicing & accounts sync
Same-day invoices into Xero or MYOB, direct debits, overdue reminders and credit holds.
Tank & equipment register
Supplied and customer-owned tanks with capacity, location, inspections and service history.
Driver compliance
Pre-starts, DG licence expiry alerts, site inductions and fatigue prompts on every driver's tablet.
Depot stock & reconciliation
Loads in, dockets out, daily dips and variance reports for every bulk tank in the depot.
Usage & fuel tax credit reports
Litres per site, tank and product so customers have their numbers ready for their BAS.
A website that gets found
Quick on mobile, with service areas, products and account sign-ups, built to rank for 'fuel delivery near me'.
03The systems
The big ones
Your whole fuel run, on one system.
These are the systems fuel distributors ask us about most. Each one works on its own and they get properly clever once they're joined up.
Tank monitoring
See every tank before it runs dry.
Every customer tank on one screen with its level, usage rate and days until empty. Sensors report live where you have them. Where you don't, customers report a level or we estimate from their delivery history.
- Live levels from tank sensors
- Customer-reported levels by app or SMS
- Usage estimates from delivery history
- Days until empty for every tank
- Trigger levels set per tank
- Automatic reorders sized to fill
- Seasonal usage like harvest and planting
- Map view of every site
- Low-level and sensor offline alerts
- Diesel, petrol, AdBlue and lubes
Run planning & dispatch
Tomorrow's runs, built before smoko.
Orders and reorders drop into one queue, then get grouped into runs by area and tanker capacity. The dispatcher tweaks rather than starts from scratch. Drivers get the run on their tablet with site notes and directions.
- One queue for every order
- Runs grouped by area and day
- Compartment loading per tanker
- Driver hours taken into account
- Drag and drop to reshuffle
- Urgent drops slotted in fast
- Site access notes and gate codes
- Directions to the tank, not the letterbox
- Live run progress for the office
- Customer SMS when the tanker's close
Driver app & dockets
Dockets that can't get lost in the cab.
Drivers capture the meter reading, photos and a signature on a tablet, even with no reception. The docket syncs when they're back in range and the invoice is ready before the tanker's back at the depot.
- Opening and closing meter readings
- Photos of the tank and gauge
- Customer signature or no-one-home photo
- GPS and time stamp on every drop
- Works offline out of range
- Lubes and AdBlue added on site
- Pre-start checks before the first run
- Site induction records
- Dockets emailed to the customer
- Docket to invoice the same day
Pricing & accounts
The right price on every docket, every day.
Set each customer's deal once and the system works out the price on every delivery. TGP updates flow through daily and invoices land in Xero or MYOB with nothing retyped.
- Daily terminal gate price updates
- TGP plus margin per customer
- Fixed price contracts
- Volume tiers and bulk deals
- Product pricing for lubes and AdBlue
- Same-day invoices to Xero or MYOB
- Direct debit for regular customers
- Credit limits and account holds
- Overdue reminders that send themselves
- Margin per run and per customer
Customer portal
Customers check their own tanks and invoices.
Every customer gets a login showing their tank levels, upcoming deliveries, dockets and invoices. They can order a top-up, download a statement or pull their usage report without ringing the office.
- Live tank levels per site
- Upcoming and past deliveries
- Signed dockets and photos
- Invoices and statements
- One-tap top-up orders
- Report a level by phone
- Usage by site, tank and product
- Litres reports for fuel tax credits
- Multiple sites and users per account
- Pay online by card or direct debit
04How it changes
Before and after
Harvest season, wolloped.
Here's how a harvest week delivery could change. Every distributor runs differently, so we map yours first.
Before
- Farmer rings at 6am, the header tank's nearly dry
- Dispatcher reshuffles the whiteboard and rings a driver
- Emergency run out west for 800 litres
- Paper docket comes back smudged two days later
- Someone looks up the farmer's price and retypes it all
- Invoice goes out the following week
After
- Tank hit its trigger level on Monday
- Reorder booked onto Thursday's west run automatically
- Driver tops it up alongside seven other drops
- Meter reading, photo and signature on the tablet
- Price applied from today's TGP and the farmer's deal
- Invoice in Xero before the tanker's back at the depot
05Services
Everything under one roof
Software, websites and systems for fuel distributors.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for fuel distributors
Built around how your fuel distributor actually runs: tank monitoring dashboard, automatic reorders and the admin in between, in one system you own.
Websites for fuel distributors
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Fuel distributor system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for fuel distributors
Customer ordering app and run planning & dispatch: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Unleashed so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your fuel distributor, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the accounting, telematics and payment tools you already rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Unleashed
- Microsoft 365
- Stripe
- GoCardless
- Ezidebit
- Teletrac Navman
- MTData
- Geotab
- EROAD
- Webfleet
- SafetyCulture
- Deputy
- Google Maps
- Twilio
- Shopify
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your fuel distributor: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a run, sit with your dispatcher and go through month end with the office, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your tanks, sensors, customers, pricing deals, tankers, drivers, accounts, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next harvest.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things fuel distributors ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Do our customers need tank sensors?
No. Sensors give you live levels and they're worth it on big or busy tanks. Without them customers can report a level by app or SMS or we estimate it from their delivery history and usage pattern.
Can it reorder automatically?
Yes. Each tank gets a trigger level. When it's hit the system creates an order sized to fill the tank and books it onto the next run in that area.
Will it work out each customer's price?
Yes. You set each customer's deal once, whether that's TGP plus margin, a fixed contract or a volume tier. The price is then applied to every docket automatically.
Does the driver app work without reception?
Yes. Drivers can capture meter readings, photos and signatures offline. It all syncs when they're back in range.
We already use Xero and a GPS tracking system. Do we have to switch?
No. We build around what's working, so invoices flow into Xero or MYOB and we can pull tanker locations from your telematics. If something's holding you back we'll show you what replacing it would involve before anything changes.
How much does a fuel distribution system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like digital dockets or a customer portal can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Can customers get reports for their fuel tax credits?
Yes. The portal shows litres delivered per site, tank and product over any period, so customers have their numbers ready for their BAS.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most fuel distributors we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a fuel distributor problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.