Chasing records. Fixing mismatches. Another state deadline.
We handle source-data cleanup, reconciliations, filings, and ongoing compliance for motor-fuel wholesalers and distributors—so your team can focus on the rest of the business.
Discuss your excise workload See what we take on
01 / The responsibility
Fuel tax starts with the transaction, the product, the movement and the customer. We take responsibility for the work that connects them.
Keep your accounting team.
Add dedicated excise attention.
Send native accounting-system and source exports. We clean, map and translate them into the required jurisdiction formats, reconcile invoices and fuel movements to available third-party records such as DTN, and tie excise-tax payable balances to returns and payment records.
Differences get explained and corrected, with a record of what changed.
Review outgoing invoice tax treatment and taxes charged by suppliers. Monitor rates, rules and effective dates in covered jurisdictions; maintain customer license and exemption documentation; and provide valid, authorized certificates to suppliers.
Handle applicable state returns and, when included, federal Form 720 and required semimonthly deposits. We coordinate approvals, authorized filing and payment requirements, then maintain the supporting records.
Track client licenses, bonds and renewal obligations. For an additional filing state, determine the fuel-tax registration and bond requirements, prepare and coordinate applications, work with the surety, and set up tax treatment, reporting and the filing calendar.
Organize the source records, reconciliation history and filing documentation needed to address notices and support an audit response. When a matter needs formal representation, we coordinate with your authorized tax representative.
02 / A workable handoff
You don’t need to clean everything into state-ready files before we can help. We agree on the source records and a dependable exchange, then own the processing.
Confirm entities, products, states, systems and obligations. Establish access, authorizations, responsibilities and the filing calendar.
Clean and map the records, reconcile the movements and tax balances, and establish invoice checks and documentation workflows.
Prepare and review returns, coordinate approvals and payments, monitor changes, and keep licenses and supporting records current.
Timely, complete source records, factual answers, approvals and tax funding. The engagement defines the invoice population, check frequency, supported systems and covered obligations.
03 / Refund Recovery
Included at onboarding
A review of the prior three years
Identify and pursue eligible overpaid fuel taxes.
We look through the prior three years of records for potential overpayments, reconcile the supporting evidence, and work through eligible claims with you.
What can be recovered depends on the facts, available records and applicable claim deadlines. Some reviews find no eligible recovery.
Routine credits and refunds arising from ongoing compliance are included in the monthly retainer. Historical Refund Recovery fees are agreed separately before claims proceed.
$347K+
Across client work and prior in-house fuel-industry experience.
04 / The engagement
Start with the state you file in. Add the filing states and federal obligations your operation needs.
Pricing assumes one legal entity and an agreed filing and transaction scope. We confirm the final monthly fee on the introductory call.
$1,500 / month
Includes your first filing stateOnboarding is on us. The $2,000 onboarding fee is completely waived for the first five ongoing-service clients.
Monthly service fees apply.Standard setup in an additional state is included in that state’s recurring fee. Government fees, bond premiums and required collateral are paid by the client. Historical delinquency and related remediation are separately scoped.
Talk through your scope05 / The experience behind the work
This work sits where fuel operations, accounting and systems meet. That is where our experience comes from.
years of motor fuel tax experience
across in-house roles and client work
Our founder’s experience includes serving as Financial Controller for a motor-fuel wholesaler and distributor, building that company’s accounting systems, and helping clients today with motor fuel tax compliance and financial operations.
That background informs how Refyned approaches the records, the processes and the people behind each return.
A few practical questions
We work alongside your existing accounting team, with dedicated responsibility for the agreed excise work. Your team can keep the broader books and billing process while we handle the fuel-tax records, checks, reconciliations, filings and documentation in scope.
We start with your existing systems and native exports. We agree on the records needed and handle cleaning, mapping and jurisdiction-specific formatting. Any necessary integration or substantial systems change is identified and scoped before work begins.
Standard new-state fuel-tax setup is included in that additional state’s $500 monthly fee: requirements, application coordination, surety coordination, tax treatment, reporting and the filing calendar. The client pays government fees, bond premiums and any required collateral. Approvals and bond issuance remain with the agency and surety.
You provide required taxpayer authorization, factual confirmations, approvals and tax funding. We prepare and review the work, coordinate the approval and payment process, and file as authorized. The underlying tax remains your obligation.
Tell us during the introductory conversation. We identify the historical work needed and quote delinquency, cleanup or remediation separately from the recurring service. We can begin with native records; you do not need to turn them into filing-ready schedules first.
Other ways we help
We also run the broader financial back office for independent fuel companies: invoicing, receivables and payables, reconciliations, monthly close, cash visibility and financial reporting.
Systems and workflow improvements support that work. We agree on the responsibilities we own, the team involved and the approvals you retain.
Discuss financial operationsLet’s start with your operation
Tell us where you operate, how you handle excise today, and what needs to work better.