Showing results for 
Search instead for 
Did you mean: 
Level 1

Track Bulk Fuel

We are a trucking company that purchases fuel in bulk.  Our trucks get fuel from our bulk tank every day.  We use class tracking for each truck.  We purchase the fuel in bulk, so we don't need to write a check or a bill since the fuel is already paid for.  How can we track the fuel for each truck? 

9 Comments 9
QuickBooks Team

Track Bulk Fuel

I appreciate you for sharing detailed information about your concern,JJCletus. 


I'm here to show you how you can track the fuel for each truck on QuickBooks Desktop. 


You'll have to create a check when customers purchase the fuel per truck.


Here's how: 


  1. Select Employees, then Pay Employees and select from the check types Scheduled PayrollUnscheduled Payroll, or Termination Check.
  2. Select the appropriate schedule in the Create Paychecks section, and select Start schedule Payroll.
  3. Verify the Pay Period Ends date, Check Date, and Bank Account the money we're drawn from.
  4. To see everyone's paycheck details, select Open Paycheck Detail.
  5. Select Save & Next to go to the next employee, or select Save & Close to go back to the Enter Payroll Information window.
  6. When the checks we're created, select Continue.
  7. Review the Check/Direct Deposit printing options.
  8. Verify the amounts for each employee, and select Create Paychecks.
  9. Print paychecks and print pay stubs now or later if desired.


I'd suggest consulting your accountant for guidance in recording this entry. This way, your account stays accurate.


I've added these article on how to record and work with QuickBooks inventory items:



Keep your post coming if you need more help. I'll be here!

Level 1

Track Bulk Fuel

I don't think you understood my question.  Customers do not purchase fuel from us.  Our trucks run deliveries all day to multiple customers.  At the end of the day our employees get fuel at our location.  We have already written a check for that fuel we bought in bulk.  I need to show a cost for the truck everyday.  We track our trucks by class.  It does not need to go through payroll.


Track Bulk Fuel

Thank you for reaching back out to the Community and clarifying some things. I will be happy to help! You have done the first step already by setting up a class for each truck that you have. The next step would be to create a noninventory item name fuel and link it to a fuel expense account. Here's how to create a noninventory item:

  1. Click Lists at the top menu and select Item List.
  2. Select the Item button and select New.
  3. Choose Non-inventory in the TYPE field and enter the Item Name/Number (Truck 1, 2, or etc).
  4. Enter the fuel usage account in the Account field.
  5. Hit OK.


Once that is completed, use that one item when you purchase fuel and select the class for the truck it is being put in. You can then enter the number of gallons as quantity and enter the total price. Luckily, QuickBooks will automatically calculate the per-gallon price.


When it is time to run a report, you can simply run a class report per vehicle. Please let me know if you have any questions. My team and I will be here ready to assist you! Take care for now!

Level 1

Track Bulk Fuel

I don't think that will work because I have already purchased the fuel.  When I purchase fuel it is in bulk (thousands of gallons).  When my trucks fuel up at the end of the day I need to show the fuel expense on each individual truck.  If I understand correctly your method requires me to write a check.  If I do that I am paying for the fuel twice. 

QuickBooks Team

Track Bulk Fuel

Thanks for the prompt reply and clarifications, @JJCletus.


I can share some insights on how to track those fuels in QuickBooks Desktop (QBDT). 


You can either crate a check once the fuel is allocated to the truck. This way, the check is assign to the truck for easy tracking. However, if you've recorded this as inventory, you'll want to make an adjustment. Let me show you how.


  1. Go to the Vendors menu and select Inventory Activities.
  2. Select Adjust Quantity/Value on Hand.
  3. Click Inventory and then select Adjust Quantity/Value on Hand
  4. Select the Adjustment Type drop- down, then select Quantity, Total Value, or Quantity and Total Value
  5. Click the Adjust Account drop-down, then select the adjustment account you set up.
  6. Add Reference No. You can also assign a customer, job, or class.
  7. Select Find & Select Items
  8. Click Add Selected items.
  9. Add a new quantity or new value (or both) for each item and click Save and Close.


You can also refer to this article for more details about the process: Adjust your inventory quantity or value in QuickBooks Desktop.


Moreover, I recommend working with your accountant for additional guidance in recording this. They can share some insights on others ways to track those fuels. If you’re not affiliated with one, you visit our ProAdvisor page and we’ll help you find one from there.


I’m also adding these links that you can use for reference in reconciling your accounts and tracking your inventory seamlessly. 


Keep me updated if you have other questions about tracking those fuels. I’ll be around ready to assist you. Have a good one and stay safe!

Level 1

Track Bulk Fuel

But I don't need to write a check.  I already wrote a check for the fuel.  I need to allocate the expense to each individual truck.  PLEASE READ EVERYTHING

Level 1

Track Bulk Fuel

I'll just make journal entries everyday.  I can upload a spreadsheet to it.  I created a Bulk Fuel account for my debit and a Fuel to Truck account for my credit along with the truck in their own class.  Was hoping for an easier way.

Level 1

Track Bulk Fuel

Same basic can I "invoice" fuel from MY bulk tank to MY individual vehicles as they use from inventory?


Track Bulk Fuel

Thanks for joining this thread, Joe. I’m here to share information so you can accurately track your fuel in QuickBooks.

The recommended solutions, which are creating a check and making an adjustment, are our ways to record the amount of your fuel. The previous customer also shared a method (journal entry) to track the said item for each truck.

You can contact your accountant for further assistance. They can share the best ways how to invoice the fuel from the bulk tank to individual vehicles. If you don’t have one yet, you can visit our ProAdvisor page to find an expert. Simply enter your city or ZIP code.


You can bookmark this page to help manage your inventories in the program: Manage your inventory, products and services in QuickBooks. It contains tips and instructions to ensure each item is handled correctly.

We’re always here to help if you have any other questions or concerns besides invoicing fuel from your bulk tank. Just add them to your reply below. Have a good one!

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up