Setting Up a Commercial Fuel Account: Step-by-Step

Setting up a commercial fuel account with a delivery provider is straightforward, but understanding the account types, pricing structures, and payment options available helps you negotiate the best terms and get the most value from your fuel partnership. This guide walks through the complete process from initial inquiry to first delivery.

Account Types

Fuel delivery companies typically offer several account tiers based on volume, frequency, and operational complexity.

Single-Site Accounts serve businesses with one delivery location — a single fleet yard, job site, or facility. These are the simplest accounts and work well for small to mid-size operations. You establish one delivery address, one billing contact, and one set of delivery preferences. Pricing is typically rack-plus with a per-gallon margin based on your expected monthly volume.

Multi-Site Accounts serve businesses with multiple delivery locations — a construction company with several active job sites, a company with fleet yards in multiple cities, or a property management firm with generators at various properties. Multi-site accounts consolidate invoicing across all locations while allowing different delivery schedules, fuel types, and contacts at each site. Volume is aggregated across sites to qualify for better per-gallon pricing.

Enterprise Accounts are custom arrangements for large-volume customers — typically consuming 50,000 or more gallons per month. Enterprise accounts include dedicated account management, custom pricing formulas, priority delivery scheduling, integrated reporting, and service-level agreements (SLAs) with performance guarantees.

On-Demand Accounts are no-commitment accounts for businesses that need occasional fuel delivery without a recurring schedule. Each order is quoted and invoiced individually. Per-gallon pricing is typically higher than recurring accounts, but there are no volume commitments or long-term obligations.

What You Need to Apply

To open a commercial fuel account, you typically need to provide business registration documentation (state filing, EIN), proof of insurance (general liability, property), delivery location addresses with site access instructions, estimated monthly fuel consumption by type and location, billing contact and accounts payable information, and tax exemption certificates (if applicable for off-road or agricultural use).

The application process usually takes 1 to 3 business days for standard accounts. Enterprise accounts with custom pricing may take 1 to 2 weeks for contract negotiation and credit review.

Some providers require a credit application for net-term billing. This typically involves a trade reference check and may include a personal guarantee for new businesses without established credit history.

Pricing Structures

Commercial fuel pricing falls into three common structures.

Rack-Plus Pricing: The most transparent model. You pay the terminal rack price on the day of delivery plus a fixed per-gallon margin. The margin typically ranges from $0.15 to $0.50 per gallon depending on volume, delivery distance, and frequency. This structure means your price fluctuates with the market but your margin stays constant — you always know exactly what the delivery provider earns per gallon.

Fixed-Price Contracts: Some providers offer locked pricing for a defined period (30, 60, or 90 days). This provides budget certainty but exposes the provider to market risk — if wholesale prices rise sharply during the contract period, they absorb the loss. Fixed-price contracts are less common and typically carry a small premium over rack-plus pricing to compensate for the risk.

Index-Based Pricing: Used primarily for large-volume enterprise accounts, index-based pricing ties your delivered price to a published price index (like the OPIS Gulf Coast rack average) plus a fixed differential. This structure provides pricing transparency and is easy to audit against public data.

At BettyJet Fueling, we use rack-plus pricing for all accounts because it is the most transparent and fair structure for both parties. You see exactly what the market charges for fuel and exactly what we charge for delivery — no hidden markups, no opaque formulas.

Payment Terms

Standard payment terms for commercial fuel accounts are:

Prepay: Payment before delivery. Common for new accounts without established credit or for one-time orders. Some providers offer a prepay discount.

Net-15: Payment due 15 days after invoice date. Common for established accounts with good credit history.

Net-30: Payment due 30 days after invoice date. Available to established customers with strong credit and consistent order volume. Net-30 is the most common term for mid-size and larger accounts.

COD (Cash on Delivery): Payment at time of delivery, typically by check or ACH. Used for on-demand accounts or customers who prefer to pay immediately.

Credit card payment is available at most providers but may carry a processing surcharge (typically 2 to 3 percent) that offsets the convenience.

The Onboarding Process

After your account is approved, the onboarding process typically follows these steps.

Site survey: For tank fill deliveries, the provider may visit your site to verify tank locations, access routes, and delivery logistics. For wet hosing, they assess parking layouts and vehicle access. Some providers handle this during the first delivery rather than as a separate visit.

Portal setup: You receive login credentials for the customer portal — an online platform where you can place orders, track deliveries, view invoices, download BOLs, and manage account settings. BettyJet Fueling's portal provides real-time access to all delivery documentation, invoice history, and account management tools.

Delivery preferences: You establish your preferred delivery windows, contact protocols (who to call on arrival, gate codes, special instructions), and communication preferences (email confirmations, text notifications, portal alerts).

First delivery: Your first order is typically handled with extra attention — the driver takes additional time to learn your site, confirm access procedures, and verify delivery points. After the first successful delivery, subsequent orders follow your established preferences.

Maximizing Your Account Value

To get the most from your commercial fuel account, consolidate volume where possible — higher volume qualifies you for lower per-gallon margins. Set up recurring delivery schedules rather than ordering ad-hoc to reduce per-delivery logistics costs. Use the customer portal actively to track spending, monitor consumption trends, and identify opportunities to optimize delivery frequency. Provide accurate consumption forecasts so your provider can plan efficient delivery routes. Communicate schedule changes (site closures, seasonal slowdowns, new sites) proactively to avoid wasted deliveries.

Build a relationship with your account representative. The best fuel partnerships go beyond transactions — your provider should understand your business, anticipate your needs, and proactively suggest ways to reduce costs and improve service.

Getting Started with BettyJet Fueling

Opening a commercial fuel account with BettyJet is simple. Contact us by phone at (813) 694-8898 or through our online quote form. Tell us your fuel type, estimated monthly volume, and delivery locations. We return a quote within 30 minutes and can have your account active within 24 to 48 hours.

There are no long-term contracts required. Start with a single delivery, test our service, and expand as you see the value. We serve businesses of all sizes across Florida — from 5-truck fleets to enterprise operations consuming 100,000+ gallons per month.