Mobile Fleet Fueling Quote Form: Fields That Matter

Overview

A strong fleet-fueling form should help the sales or account team answer:

Current operators already use this model because one-size-fits-all pricing rarely fits mobile fueling.

• how many units need fuel;
• where they are;
• which fuel products are needed;
• how much fuel the account burns;
• how often service is needed;
• when the equipment is accessible.

Field 1: Company and requester

Collect:

Useful roles can include:

• company;
• name;
• role;
• phone;
• email.
• fleet manager;
• operations manager;
• construction PM;
• facilities manager;
• procurement;
• municipal fleet manager;
• transportation manager.

Field 2: Delivery ZIP / service geography

Current quote flows often ask for a delivery ZIP early.

For multi-site customers, allow:

Geography is a pricing and feasibility input.

• one site;
• multiple yards;
• changing jobsites;
• regional program;
• multiple states/regions.

Field 3: Number of locations

Ask:

Multiple locations can change route and cadence requirements.

• one yard/site;
• 2–5 locations;
• 6+ locations;
• changing jobsites;
• not sure.

Field 4: Fleet size

Current Mobile Fuel Services intake explicitly asks for fleet size.

Options can include:

Use free text when it better matches the business.

• 1–10;
• 11–25;
• 26–50;
• 51–100;
• 100+;
• mixed equipment / not sure.

Field 5: Equipment mix

Examples:

The equipment mix can affect access and fueling method.

• tractors/trucks;
• vans;
• construction equipment;
• generators;
• forklifts;
• buses;
• municipal vehicles;
• rail/locomotive;
• mixed fleet.

Field 6: Fuel types

Options can include, where supplied:

Publish only products actually sold.

• on-road diesel;
• off-road/dyed diesel;
• gasoline;
• DEF;
• renewable diesel;
• other.

Field 7: Rough volume

Current quote pages explicitly treat volume as a major pricing input.

Ask for:

Do not block the form when a prospect only knows:

about 40 trucks fueled twice a week.

• weekly gallons;
• monthly gallons;
• range;
• not sure.

Field 8: Current fueling method

Options:

This helps the account team understand the operating change.

• retail fuel stations;
• cardlock;
• on-site tank;
• another mobile fueling provider;
• mixed;
• new program.

Field 9: Service needed

Options can include:

• wet hosing / direct-to-equipment;
• bulk tank refill;
• jobsite fueling;
• generator fueling;
• DEF;
• emergency fueling;
• cardlock;
• not sure.

Field 10: Desired cadence

Current operators commonly scope the schedule before quoting.

Options:

• daily;
• several times per week;
• weekly;
• on demand;
• overnight;
• fixed days;
• seasonal;
• not sure.

Field 11: Preferred delivery window

Ask:

The actual route plan belongs to dispatch.

• overnight;
• daytime;
• shift change;
• weekends;
• flexible.

Field 12: Access conditions

Useful questions:

Do not collect access codes in a general public form.

• fenced yard;
• gate/security;
• keys/access process;
• active jobsite;
• off-road access;
• indoor restrictions;
• remote equipment;
• changing locations.

Field 13: On-site storage

If the company provides tanks or drop-tank programs, ask:

Do not make the website perform tank-compliance review.

• existing tank;
• tank needed;
• temporary jobsite tank;
• direct-to-equipment only;
• not sure.

Field 14: Emergency vs recurring

Separate:

For an active emergency, direct the user to the verified dispatch phone number.

• recurring program;
• project/jobsite;
• one-time bulk delivery;
• emergency now.

Field 15: Desired start date

Ask when service should begin.

Do not promise activation until account/coverage review is complete.

Field 16: Reporting needs

At a high level:

Operational software should own the actual reporting configuration.

• invoice only;
• per-unit reporting;
• per-site reporting;
• job/cost-code reporting;
• not sure.

Field 17: Notes

Prompt:

Tell us about your locations, fleet/equipment, fuel products, rough volume and preferred schedule.

What the form should not decide

Do not ask the public form to calculate:

Those belong to commercial review and operations.

• optimized routes;
• driver assignments;
• delivery sequence;
• truck load;
• tank reorder point;
• tax treatment;
• final per-gallon price;
• regulatory compliance.

Should every quote become a delivery order?

No.

Use:

quote request → coverage/account review → pricing → service agreement → delivery account/order setup

That keeps sales qualification separate from dispatch.

Confirmation message

Use:

Thanks. We received your fleet-fueling request. Our team will review your locations, fleet/equipment, fuel products, rough volume and schedule and contact you with the next step.

Avoid promising a delivery until operations confirms it.

Collect enough to build a quote, not a dispatch route

A useful form gives the fuel company a much sharper commercial brief without moving field operations into the website.

Explore OneStudio features, compare plans, or review the turnkey website service.

Questions businesses ask