There is a gap in fuel-delivery software. On one end are the enterprise suites — ADD Systems, Blue Cow now under PDI, Cargas — built for multi-branch distributors and priced per user, per truck, and per implementation consultant. On the other end is paper, spreadsheets, and a decades-old DOS program nobody wants to touch. The independent dealer with 100–800 customers and a few trucks sits in the middle, quoted enterprise prices for tools they will only half use. FillDesk Pro is built for that dealer.
What that dealer actually needs
Not a twenty-module ERP. A tool that forecasts who needs a delivery before the tank runs dry, keeps the driver legal, turns a day of tickets into invoices, and gets out of the way. FillDesk Pro does those things and does them carefully:
Degree-day forecasting
Automatic K-factor calibration from each delivery, US-government weather data (NWS/NOAA), and a daily fill report so you deliver before the tank runs dry.
Routes & delivery tickets
Build routes, enter meter readings, and turn a day of tickets into invoices — with temperature-corrected gallons (ASTM D1250) when you bill net.
Delivery & billing
Two-click invoicing, receivables aging, and basic HVAC work orders and dispatch — the everyday back office without the enterprise weight.
Compliance & DVIR
Driver vehicle inspection reports with route blocking per 49 CFR 396.11/396.13, per-cylinder DOT requalification tracking (49 CFR 180.209), and lien-deadline tracking.
Tank monitors
Ingest telemetry from Otodata, Smart Oil Gauge, and Tank Utility, and flag divergence between the live reading and the K-factor forecast — real detection, not a lite readout.
Offline driver app
A phone web app that works with no signal on rural routes and syncs every ticket, photo, and signature when service returns. No App Store fee.
Priced for a small dealer, not a distributor
A one-time license — $999 for delivery, $1,499 with basic HVAC — plus a flat $149/year for hosting and compliance updates. No per-user fees. When you add an office clerk or a seasonal driver, your bill does not change. That is the opposite of the per-seat model that punishes you for growing.
| 3 office/driver users | ADD Systems | Blue Cow / PDI | Cargas Energy | FillDesk Pro |
|---|---|---|---|---|
| Pricing model | Quote / enterprise | Quote / enterprise | Per-user + per-truck + implementation | One-time license |
| Year 1 (typical) | $4,000–$6,000+ | $4,000–$6,000+ | $4,000+ | $1,148 |
| Year 5 total | ~$25,000–$30,000+ | ~$25,000–$30,000+ | ~$18,000+ | $1,744 |
| Per-user fees | Yes | Yes | Yes | None |
Incumbent figures are typical reported ranges for small deployments; ADD, Blue Cow/PDI, and Cargas are quote-based, so your number will vary. FillDesk Pro 5-year total = one-time license + $149/yr hosting & compliance updates.
No IT department required
FillDesk Pro is hosted — there is nothing to install on your office computers and no server to maintain. Your drivers open a web link on their phone and add it to the home screen; no App Store, no Apple developer fee, no approvals. Setup is a CSV import of your customers, tanks, and K-factors, and your weather location and three years of degree-day history are provisioned automatically from your company address.
Honest about fit
If you are running thousands of customers across multiple branches with a dedicated operations team, FillDesk Pro is probably too focused for you, and we will say so during the pilot. But if you are the owner-operator doing the routing on a legal pad and the billing at the kitchen table, this is the tool that was missing. Start with a free three-month pilot: apply here, or read about will-call operations and the offline driver app.