Overview
Weighsoft doesn't have the explicit functionality to add a Fuel Surcharge, so adding it to order or jobs is a manual process.
There are a few options to apply fuel surcharges.
Option 1: Add an Account-Level "discount"
Weighsoft has the ability to apply a percentage discount at the account level. This percentage discount is applied to each line of the final invoice (so it does not appear against the jobs or Transactions).
Pros & Cons
✅ Covers all modules (Skips, Materials, Trade, RMC, Hazardous, and Weighbridge)
✅ Quick to set up and fully automated at invoice generation
✅ Can be applied per account, giving you flexibility across your customer base
❌ Applies as a percentage of the invoice value — not suitable if you need a fixed flat charge
❌ The negative value entry may be counterintuitive for your team — worth noting internally
Important: This needs to be applied to each account that will be subject to the surcharge.
There is no way to apply this en masse so if you need it applying to all your accounts please contact the Support Team or your Account manager so the process can be assessed further. The Professional Services are available to carry out the implantation of the surcharge including applying the value to all accounts, ensuring it syncs through the entire system and also making any required amendments to invoice templates as required.
Enable the Setting
Navigate to Administration>Settings>Finance
Enable the "Enable Invoice Discount %" setting
Click on Save
Apply the surcharge percentage to an Account
Navigate to the account
Click on Modify
Click on the Invoice tab
Enter the required value into the "Invoice Discount %" field
Click Save
Note: This field is intended to apply a discount but can be used to apply a surcharge if you enter a negative value.
The below example will apply a 5% surcharge to all invoices for the account
How is the Surcharge Applied
The surcharge will be applied at the point of invoicing before VAT is applied to the item.
So for an item with a unit price of £300 and a 5% surcharge the final value for the item with be £378.00
Base Value | £300.00 |
Surcharge % | 5.00% |
Surcharge £ | £15.00 |
Total | £315.00 |
VAT | £63.00 |
Grand Total | £378.00 |
Important: This will require some work to be carried out on your invoice template as the default templates will not cater for the discount, which can result in the figure appearing to not add up.
Option 2: Product Charges on Skip Orders (Skips Module Only)
This option allows you to attach a fuel surcharge directly to a skip product, so it is automatically added as an additional charge line every time that product is selected on a skip order.
Pros & Cons
✅ Automatically added at order creation — no manual intervention required
✅ Appears as a clear, separate line on the order and invoice
✅ Can be a fixed amount or price-matrix driven
✅ Gives full transparency to your customers on the charge
❌ Applies to Skips only — does not extend to Materials or Weighbridge jobs
❌ Requires setup against each individual skip product
Preparation
This process requires you to have a "Fuel Surcharge" product available to use.
To create the "Fuel Surcharge" product:
Navigate to Lookups>Products
Click on "Add a New item" in the top-right corner
Set a Code and Description (for example "Fuel Surcharge")
Select the VAT code for the surcharge
Click Create
How it works:
Note: The below steps will need to be carried out for each separate Skip product which will be subject to the surcharge
Navigate to Administration>Lookups>Products and view (not edit) the required product
In the 3-line menu in the top-right corner select Add New Charge
Select the product that will be used for the charge (in this example the "Fuel Surcharge" product you have created)
Tick 'Is Default Selected' so it pre-ticks on each new order
Tick "Used in Skips"
Either set a fixed "PPU" price or select "Do Price Lookup"
The "PPU" means the charge will always be applied with that price.
The "Do Price Lookup" option will make the system check for a saved background price each time this charge is applied (if no price exists then a PPU of £0 will be applied)
Click on Save
Option 3: Manual Charge Line (Materials, RMC, Trade Contracts & Weighbridge)
Unfortunately, there is no equivalent automatic product charge mechanism available for Materials or Weighbridge jobs at this time. For these modules, a fuel surcharge line would need to be added manually to each job at the point of processing.
Pros & Cons
✅ Flexible — can be applied selectively where required
❌ Requires manual entry on each job — increases operator workload
❌ Not suitable as a long-term solution if volumes are high
Preparation
This process requires you to have a "Fuel Surcharge" product available to use.
To create the "Fuel Surcharge" product:
Navigate to Lookups>Products
Click on "Add a New item" in the top-right corner
Set a Code and Description (for example "Fuel Surcharge")
Select the VAT code for the surcharge
Click Create
Create a generic price for the Product
Then create a generic price for it in Lookups>Prices similar to the below. A price this generic will mean it will pull through automatically in most instances.
In the below example a price of £10 will be pulled through any time the "Fuel Surcharge" product is used and the EACH unit is selected. By keeping the other fields (outlet, zone, account, address) blank we ensure this price can be used anywhere.
Adding the charge to a Material order
Add the Fuel Surcharge product as a new item on the material order.
Set the Qty to 1
Click the + icon against the item to open the additional options.
Click the "lock Quantity" option (this means that every time you create a dispatch from the order this item will be automatically set with this value)
Note: Adding the Fuel Surcharge as an Order Item and selecting this when creating a Dispatch will result in a separate ticket for the Fuel Surcharge.
e.g: if you create a dispatch for 5 loads and select 1 for the Fuel Surcharge item, the system will create 6 tickets.
Adding the charge to a Material Job
This option allows you to add the Fuel Surcharge to each job individually.
Go to Material Outstanding Tickets
Search for the Job to which you want to add the Fuel Surcharge
Right-click on the job
Click Add Extra Items
Enter the Quantity and Price for the Fuel Surcharge Item
Click Add Items
Adding the charge to an RMC order
To add the charge to an RMC order, simply add it as an extra item on the order as below:
if you have created a price for the item then once you populate the product and the unit the price will pull through.
That item will then appear as an option every time you create a job or dispatch from that order
Adding the charge to a Trade Contract
To add the fuel surcharge to Trade contracts the most effective method is to set it up on the contract as a Periodic Charge.
The below is a basic example of setting it up:
Add an item to the contract as normal and select the relevant Fuel Surcharge product.
Set the price for each time the charge will be applied
Set the Qty and Freq Per Visit field to 1
Set the Frequency to how often you will be applying the charge (weekly or monthly for example)
Tick "Create Invoice Data"
Untick "Add Action Events After Created Item"
Untick "Create Bins For Address"
Tick "Self-Contained Charge"
Set the Charge Up to Date to the day from which you wish to start charging.
Note: This will need to be setup separately on each trade contract, there is not way to apply these en masse.
In this example we have set an item to charge £10 per week, starting from 01/01/26
Generating the Charge
Once the item is in place you can follow the below steps
Go to Modules>Trade
Select Self-Contained Charges
Click on Run Self-Contained Charges
Set the date up to which you want to generate charges
In the above example we wanted to start charging monthly from 01/01/26 so we would have a run charge up to 31/01/26).
Click on Start
The system will generate charges for all items tagged as "Self-contained charges" from that "Charge Up to Date" on the item to the "Run up to date" set on the run (in our example this is 01/01/226 to 31/01/26.
In our example it has generate a single charge of £44.33 (due to there being 4.43 weeks between 01/01/26 and 31/01/26).
The "Qty" field shows the number of days the period covers (in this cases, 31).
The resulting transactions are then picked up in any standard invoice run to be sent out to customers.
Adding the charge to a Weighbridge Job
Note: As above, you will need a Product in place to use. But it will have to have the "Additional Weighbridge Item" option enabled (see below)
Create your Weighbridge job as normal
Weight the items in and click Complete as normal
You will be prompted to set a Qty for the Fuel Surcharge which will then be added to the job.
Option 4: System-wide price increase
A final, more wide-sweeping option is to carry out a price increase across the entire system to increase all prices by the percentage you want to charge for a fuel surcharge (for example increase all prices by 5%).
This can be carried out using either price increase method ("UI" or "Export/Import).
There would be no note on the jobs or invoices themselves unless you specifically requested the addition of a note for example on your invoice template reading "all prices include a 5% fuel surcharge"
Posting the Fuel Surcharges
With the exception of options 1 and 4, all the above options will create a separate item on invoices which will then be included in posting runs.
If you intend for the surcharges to be posted to a separate nominal code then we would advise creating a new line for that product at the top of your nominal grid to ensure it is correctly picked up.
For more details on the nominal grid please refer the knowledge articles