Setting up Fuel Surcharges
Setting up your Fuel Surcharges
Setting up fuel surcharges can be done as an add-on or included in vehicle pricing, affecting how it is displayed to customers. The process involves setting up the surcharge in the vehicle settings or as an add-on type in the company setup.
Overview
This module walks through two ways to configure fuel surcharges in TBN:
As a visible add-on that appears on the customer’s quote
As a built-in surcharge that is embedded in your vehicle pricing
Both methods help you recover fuel costs while either highlighting or hiding the fee depending on your preference.
1. Option 1: Fuel Surcharge as a Vehicle-Based Pricing Rule
This approach rolls the surcharge into your vehicle pricing, making it invisible to the customer.
Steps:
Go to Company Setup
Click Vehicles > Vehicle Types
Select the vehicle you want to configure (e.g., Mini Coach)
Scroll to the Pricing section
Under Fees and Surcharges, set:
Fuel Surcharge Type: Per Mile
Rate: (e.g., $1.00 per mile)
This surcharge is calculated behind the scenes and reflected in the quote total.
2. Option 2: Fuel Surcharge as a Visible Add-On
This method adds a line item to the customer’s quote for fuel.
Steps:
Go to Company Setup
Select Add-Ons
Click Create New Add-On
Set the following:
Name: Fuel Surcharge
Price Type: Per Mile or Flat Fee
Visibility: Leave visible to the customer
(Optional) Include a description to clarify the purpose of the fee
This method increases pricing transparency and is useful for markets that expect detailed breakdowns.
3. Viewing Fuel Surcharge in Quotes
If you’ve used the vehicle surcharge:
The surcharge is embedded in the base rate
It is not visible as a separate line item
If you’ve used the add-on method:
The surcharge appears in the add-on section of the quote
Customers can see how the fee is calculated
4. Which Method Should You Use?
Use vehicle pricing if:
You want cleaner quotes without line-item surcharges
You don’t want to call out rising fuel costs
Use a visible add-on if:
You want to be transparent with customers
You adjust the rate often based on fuel market trends
Best Practices
Apply consistent surcharge rules across similar vehicle types
Review fuel surcharge rates quarterly or during pricing updates
Clearly communicate surcharge logic in your Terms & Conditions or Quote Templates
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