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How to Set Up and Apply Fuel Surcharge Tables in Truckpedia

Fuel surcharge allows you to adjust customer rates based on weekly diesel prices without renegotiating every time fuel costs fluctuate. In Truckpedia, you can now import fuel surcharge tables and assign them to specific customers, so charges are automatically applied based on real fuel data from the EIA (U.S. Department of Energy).

What is a Fuel Surcharge?

Think of it this way: if you normally get paid $2/mile by a customer like Costco to haul from Arizona to Wisconsin, that rate might not be profitable during weeks of high diesel costs. Instead of manually renegotiating, you can agree in advance on a fuel surcharge table that adjusts your rate based on national or regional diesel prices.

These tables are typically based on the U.S. On-Highway Diesel Fuel Prices, published weekly on eia.gov.

Important Notes Before Setup

  • Truckpedia does not supply fuel surcharge tables — you’ll need to upload the tables you plan to use with your customers.

  • You can use different tables for different customers (based on region, lane, or service type)

  • You can manage multiple tables within Truckpedia

  • You choose whether to use national or regional (e.g., New England) EIA data

Step 1: Import a Fuel Surcharge Table

  1. Go to Settings > Admin > Fuel Surcharge Lookup Tables

  2. Click Import (blue button, top-right)


  3. Give the table a name
  4. Upload the CSV file provided by your customer
  5. Map the required fields:

    • Start Source Rate

    • End Source Rate

    • Final Rate



  1. Click Import Lookup Table

Your table is now saved in Truckpedia.

Step 2: Apply the Table to a Customer

  1. Go to Customers and open the desired customer by clicking Edit

  2. Go to the Rate Sheets tab (4th tab on top)
  3. Click New Rate Sheet (top-right)

  4. Name the rate sheet (e.g., Costco FTL Surcharge)


    We don’t advise using generic names like “Fuel Surcharge” unless that’s all it contains


  5. Set the Start Date and End Date

  6. Click Save


Step 3: Add Fuel Surcharge and Other Charges

  • In the same rate sheet, click Add Item



  • Under Account Items, you can add:

    • Fuel Surcharge

    • Hauling Fee

    • Lumper

    • Detention
    • Other


  • To set up Fuel Surcharge:

    • Set Mode to Fuel Surcharge by EIA Rate
    • Set Variable to Load Mile

    • Choose your Fuel Surcharge Lookup Table

    • Choose the EIA Rate Source (e.g., U.S. National or New England)

    • Set Apply Rule to Always Apply



  • Click Save

  • If you want this rate sheet to apply to other customers, select them under the Customers section.

Step 4: View Rate Sheets in Accounting

To manage or view all customer rate sheets:

  • Go to Accounting > Customer Rate Sheets

Step 5: Use the Rate Sheet on a Load

  1. Go to the Dispatch module

  2. Create a new load for the customer with an assigned rate sheet
  3. In Step 3: Load Charges, the Customer Rate Sheet dropdown will show only the rate sheets assigned to that customer

  4. Select the rate sheet — all charges will auto-fill, including the fuel surcharge

For example: based on mileage and fuel price on 06/09/25, Truckpedia may apply $0.31/mile automatically.

You can still edit or delete the fuel surcharge if needed.

With fuel surcharge tables in Truckpedia, you can:

  • Avoid constant rate renegotiation

  • Customize surcharges for each customer

  • Adjust based on region, distance, or time period

This ensures you're protected from price spikes while maintaining clear billing terms with your clients.

For any further assistance, contact our support team at help@truckpedia.io.