Software for the yard running fuel and lube trucks.

A fuel and lube truck is the unit that brings the shop to the iron. Instead of dragging a dozer or an excavator back for service, the truck rolls to the lease, tops the diesel, changes the oil and filters, pumps grease, and pulls the used oil back into a recovery tank — all from one chassis at the work face. On a frac spread or a drilling rig it keeps the fleet fueled so the iron never goes cold. That role is exactly why these trucks are hard to run as rentals: they are mobile, product-laden, and pump-driven, so the things that go wrong are not dents and bent forks but cross-contaminated tanks, drifting meters, and overfull used-oil. EquipFlow runs fuel and lube trucks the way the yard that built it runs them — dispatch, billing, maintenance, and return inspection on one record per unit.

Built inside Rental King, right now.

Rental King is a heavy-equipment rental yard in Odessa and Midland, TX. They run fuel and lube trucks, manlifts, forklifts, light towers, generators, compressors, and water trucks on MSA contracts through the Permian Basin — 24/7, oilfield pace. EquipFlow was designed and first deployed inside that yard. Every feature was tested against their live operation before it shipped. The product runs there today.

Fuel and lube trucks earn their keep by staying out on a circuit, and that high utilization is where revenue leaks if the back office cannot keep up. A truck staged on a pad between service windows earns nothing extra unless the standby hours reach the invoice, and it loses money when a return goes out the gate with a contaminated product tank or a full used-oil tank nobody charged for. The hour meter anchors both the PM clock and the billing, so it has to be captured the same way every time — at return, on the inspection, against the rental record. When dispatch, billing, maintenance, and inspection all read from one unit record, the dispatcher quotes the right rate, the mechanic services the pumps and the engine against real hours, and the bookkeeper closes the month without reconstructing where each truck went. That single-record discipline is what keeps a fleet of these trucks from running on memory.

Fuel & Lube Truck specs the rental record tracks.

Every number below is a sourced specification range. The render layer is the only path these values reach the page — they live on the unit record, not in a dispatcher's head.

Fuel (diesel) tank capacity

1000-2500gal

Fresh-oil product tank capacity (total)

240-400gal

Used/waste-oil recovery capacity

90-250gal

Grease station capacity

120-400lb

Onboard air compressor output

29-40cfm

Chassis GVWR (Class 7/8)

33000lb

Spring-retractable hose reel length

50ft

How EquipFlow handles fuel and lube trucks on the dispatch board.

A fuel and lube truck is a route, not a parked asset, so the dispatch board treats each unit as a line on the driver-by-hour view and shows which trucks are loaded out, which are running a service circuit, and which are due back. The trap with these units is product state: a truck dispatched with the wrong oil grades loaded, the used-oil tank already full, or the diesel tank near empty is a wasted trip, so the dispatcher confirms the product loadout and tank condition on the rental record before the truck rolls. Because demand spikes when a customer's whole fleet comes due for service at once, the board surfaces double-booking at the point of assignment rather than at the gate. Delivery to a remote lease and the return leg both ride the same record.

Billing fuel and lube trucks — MSA, standby, and site-level tax.

Most fuel and lube truck demand in the oilfield runs on an MSA, so the rate override lives on the customer record per equipment class rather than in a sheet the dispatcher keeps in their head, and any rental created for that account applies the negotiated rate automatically. These trucks sit idle billable more than most gear — staged on a pad waiting for the next service window or held on standby through a rig delay — so standby is billed at a rate separate from active hours, the dispatcher marks it, and the invoice carries both lines without a month-end rebuild. Delivery and pickup charges ride the same invoice. Product consumed and disposal of recovered used oil are handled per the contract terms on the account. Tax jurisdiction is set on the delivery-site record, so a truck that worked across more than one county still bills the right rate per site, and invoices post to QuickBooks Online on close.

Maintenance on fuel and lube trucks.

PM on a fuel and lube truck is hour-meter driven, not calendar driven, because a unit running a daily service circuit on a busy spread stacks hours fast while a yard spare can sit for a season. The hour reading posts when the return inspection records it, and the maintenance module advances the PM clock from that reading so the next service lands on real usage. These units are maintenance-dense in their own right: the chassis engine and transmission, the onboard air compressor, the product pumps and meters, the hose reels, and the grease system all wear and all need service. Pumps and meters in particular drift out of calibration and clog, so they belong on the work-order history alongside the engine. Work orders, parts, and meter readings live on the unit record, which is also where a damage charge off a return inspection becomes a repair ticket.

Fuel & Lube Truck return inspections.

Two inspection rhythms apply. The operator runs a pre-trip check daily while the truck is on rent — a requirement for a commercial chassis hauling product — and that is the customer's responsibility in the field. The yard's own control is the return inspection: before the truck comes off rent, the driver runs a mobile-web checklist on a phone with no app to install, records the hour-meter reading, and attaches required photos that cannot be skipped. The checks that matter here are specific to these units — diesel and product tank levels and for contamination, the state of the used-oil recovery tank, pump and meter function, hose reel and nozzle condition, grease system charge, and any product weeping at fittings or valves. Tying the inspection to the rental record before the truck leaves the customer site means a dispute over a cross-contaminated product tank or a leaking reel has photos and a timestamp behind it.

Common fuel & lube truck classes in the field.

The product, the same way it runs for fuel and lube trucks.

The sections below are the EquipFlow modules that matter most when running fuel and lube trucks — each links to the full feature detail.

Operator guides for running fuel and lube trucks.

Field-tested playbooks that go deeper on pricing, dispatch, billing, and maintenance for fleets like this.

• Coordinating Drivers and Haul Trucks →
• DOT Compliance for Equipment Hauling →
• Managing Rentals on Remote Job Sites →
• Adding a New Equipment Category to Your Yard →

What you give up running fuel and lube trucks in EquipFlow.

EquipFlow is a web app, so the return inspection needs a signal to load. On a remote lease with no coverage, the driver cannot finish the mobile inspection at the customer site, so most yards run it back at the yard, which means the photos and hour reading land later than ideal. There is no built-in telematics tie-in today, so chassis-hour and fault data from a manufacturer portal is not pulled automatically — the hour meter is captured at the return inspection instead. EquipFlow also does not meter product volume or track fuel and oil inventory as a fluids system; product handling rides the contract terms on the account. A yard with unusual billing should bring it to the demo to be scoped honestly.