Setting Up Customer Accounts

Modified on: Thu, 18 Sep, 2025 at 2:25 PM

By Harrison Court

SmartFill offers tools to track fuel usage on an account-by-account basis, allowing you to reconcile and manage assets under a defined and easy-to-understand grouping system called Customer Accounts.

If you do not see the Accounts option on your module list, you can add the appropriate module by following this article.

Accounts Home Page

The Accounts web page lets you see whether your customer will have a discount, markup, or the balance owed.

The Columns are (from left to right);

Account Name: The name of the account/company.
Custom Pricing: Whether a Discount or Markup should be applied to this company.
Pricing Options: Can be set to Percentage or Cents per Volumetric Unit.
Discount/Markup: The discount or markup applied to fuel when the transaction ends.
Account Limit Type: Whether the account is limited by Volume, Price, or not limited.

Account Limits

SmartFill also offers the ability to restrict accounts to only dispense a certain amount of fuel.

Account Limit: The maximum limit that the account can dispense.
Balance: The amount that the account has dispensed, which increases per transaction. This cannot be directly changed within the table.

The Add Payment Button (Seen in the top right, next to Add New Account) allows administrators or users with Account permissions to add payments to an account, which decreases the balance.

Payments Page

The Payments page will show recent payments that were added onto the system. Deleting a payment will add that payment back onto the balance.

Account Alerts Page

The Account Alerts page allows you to create an alert to be sent out to any email address you define. Once the limit defined in the High Alarm column has been defined, it will send an email to the emails stating that the balance must be piad.

When the balance owed is equal or more than the percentage defined, it will send a one-time alert. This alert will not send again unless the balance goes under the percentage defined, and then over again.