- Fuel management systems side by side
- Ten fuel management tools to consider
- Where each tool fits
- The oil storage rules behind your tank
- Software only, or software plus hardware?
- Questions to ask a fuel system supplier
- Signs your fuel needs tighter control
- My plain advice on fuel management software
- Frequently asked questions
The best fuel management software tracks every litre that goes into and out of your own tanks: who fuelled, which vehicle, how much and when. Some systems are cloud apps that pair with a pump controller, others combine software with dispensers, tank gauges and sensors. Ten options follow in no particular order.
If your business runs its own fuel tank, you already know the quiet worry: is all of that fuel going into company vehicles? Without a record per vehicle and per driver, it's hard to be sure.
Fuel management software gives you that record. The ten tools below are listed alphabetically and in no particular order, and every description comes from the vendor's own website, read this week. If you run trucks, my guide on keeping a trucking business safe and secure is a good companion.
Fuel management systems side by side
I checked the free plan column on each tool's own website, as of Oct 2026. Yes means the site names a free plan, a free version, a free account, a free edition or an open source release. Trial only means a time-limited trial. Not stated means the pages I read named neither, even where there's a button inviting you to try it, so check the vendor's page before you sign up.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Banlaw | Fluid asset intelligence | Mining and rail fuel accountability | Not stated |
| Coencorp | Fuel and fleet system | Public works and transit fleets | Not stated |
| Fleetio | Fleet management software | Fuel data inside fleet maintenance | Trial only |
| FMT | On-site tank management | Businesses with their own fuel tanks | Not stated |
| FuelCloud | Cloud fuel management | Bulk tanks without a full fuel island | Not stated |
| FuelMaster | Fuel and fleet management | Transit, government and defence fleets | Not stated |
| Gasboy | Fuel systems and dispensers | Fleet fuelling with dispensers | Not stated |
| PIUSI | Fluid handling equipment | Pumps, meters and tank monitoring | Not stated |
| Titan Cloud | Fuel asset management | Retail fuel sites and tank compliance | Not stated |
| Varec | Bulk liquid management | Terminals, airports and defence depots | Not stated |
Ten fuel management tools to consider
Banlaw
Best for: Mining, rail and port operators who want fuel management systems and refuelling hardware that stop fuel theft and support Fuel Tax Credits claims.
Coencorp
Best for: Government, public works and transit fleets who want fuel, maintenance and telematics in one system, with mobile and slip tank options.
Fleetio
Best for: Fleet teams who want fuel data collected alongside maintenance and asset records in one fleet tool, with a free trial.
FMT
Best for: Businesses with on-site fuel tanks who want visibility of usage, tank levels and refuelling from one fuel management system.
FuelCloud
Best for: Fleets with bulk fuel tanks who want to track usage and prevent theft from an app and web portal.
FuelMaster
Best for: Transit and government operators who want fuel and fleet management from a supplier that has secured fuel since 1979.
Gasboy
Best for: Convenience retailers and fleet fuel sites who want fuel management systems matched with fuel dispensers from one maker.
PIUSI
Best for: Agriculture, construction and transport businesses who want fuel management systems sold alongside pumps, meters and tank level monitoring.
Titan Cloud
Best for: Fuel retailers and commercial sites who want risk managed across their fuel assets, including tank and line testing services.
Varec
Best for: Terminal, aviation and defence operators who want bulk fuel inventory automated with gauges and FuelsManager software.
Where each tool fits
- Bulk tanks without a full fuel island: FuelCloud or FMT.
- Fuel data inside fleet maintenance: Fleetio or Coencorp.
- Transit, government and defence fleets: FuelMaster.
- Mining, rail and ports: Banlaw.
- Dispensers and site hardware: Gasboy or PIUSI.
- Retail fuel sites and tank compliance: Titan Cloud.
- Terminals and bulk inventory: Varec.
The oil storage rules behind your tank
GOV.UK's oil storage guidance for businesses in England says the rules apply if you store oil for business use, including fuel for lorries or trucks, and it sets out requirements such as secondary containment for containers. It also says you can be served a works notice to bring an oil store up to legal standards.
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That's why a fuel system is about more than theft. A record of tank levels, deliveries and dispensing gives you an evidence trail if a tank leaks or a regulator asks questions.
Software only, or software plus hardware?
Some fuel tools are mostly software: they collect fuel transactions from fuel cards or receipts and link them to vehicles. They suit fleets that buy most of their fuel on the road.
Others control the pump itself. A driver or vehicle has to be identified before fuel flows, and every transaction is logged automatically. That's the setup for businesses with their own tanks.
The heaviest systems add tank gauges and inventory reconciliation for depots, terminals and airports. Match the system to where your fuel lives.
Questions to ask a fuel system supplier
- Does it stop fuel flowing until a driver or vehicle is identified?
- Can it read tank levels and spot sudden drops?
- Will it link fuel to vehicles and mileage?
- Does it work on mobile bowsers and slip tanks?
- Can you add sites without new servers?
- What reports does it give for audits or tax claims?
Signs your fuel needs tighter control
- Tank readings don't match deliveries. Add tank monitoring.
- Anyone can use the pump. Add driver identification.
- Fuel use is a guess per vehicle. Link fuel to vehicles.
- Records live on paper. Move them to the cloud.
Do you make fuel management or fleet tools? Tool makers can ask to be considered for a featured place on this list.
My plain advice on fuel management software
Start by comparing what your tank should hold with what it does hold over a month. If the numbers don't match, a system that controls the pump and logs each driver will pay attention to the gap in a way a spreadsheet never will.
If most of your fuel is bought on the road, start with fuel card data linked to vehicles instead. My piece on sustainability upgrades for businesses has ideas for using less fuel in the first place.
Frequently asked questions
What is fuel management software?
It's software, often paired with pump or tank hardware, that records who fuelled which vehicle, how much and when, and tracks the fuel left in your tanks.
How does fuel management software stop fuel theft?
Most systems need a driver or vehicle to be identified before fuel flows, then log every transaction, so missing fuel shows up quickly.
Do I need special hardware?
If you run your own tanks, usually yes: a pump controller or fuel management unit. If you buy fuel on the road, software that reads fuel card data may be enough.
What are the UK oil storage rules for businesses?
GOV.UK's guidance for England says businesses storing oil, including fuel for vehicles, must follow rules such as secondary containment, and can be served a works notice if a store falls short.
Can fuel management link to fleet maintenance?
Yes. Several tools combine fuel, maintenance and telematics, so fuel use sits next to mileage and service history.
Is fuel management software only for big fleets?
No. Cloud systems for a single bulk tank are common for farms, builders and small fleets.
