Fuel invoices, compared properly.

• Lift time vs delivery time vs effective-price time

  A price can change between the moment fuel is lifted at the terminal, the moment it is delivered, and the effective time on the pricing notice. We identify which timestamp each document supports and flag when they disagree.

• Rack price and pricing notices

  Posted rack and supplier pricing notices are treated as evidence with an effective date and time, not as a single number.

• Taxes

  Federal, state and local fuel taxes are separated from the product price so a tax change is never reported as a price discrepancy.

• Freight and differentials

  Freight, terminal differentials and contracted margins are called out as possible explanations for a per-gallon difference rather than assumed to be errors.

• Net vs gross gallons

  Temperature-corrected net gallons and gross gallons are compared explicitly, because billing on the wrong basis changes the total.

• BOL matching

  Bill of lading quantities are matched against invoiced quantities per load, so short or over deliveries surface with the document reference.

• The fuel invoice
• Supplier pricing notice for the relevant date and time
• Rack posting or index reference, if your contract uses one
• Bill of lading for each load
• Delivery receipt
• Supply contract or pricing agreement
• Applicable tax schedule
• A prior invoice from the same supplier

The pricing notice and the bill of lading do the most work. Without at least one document stating the price basis, a per-gallon comparison cannot be made and the finding will say so.