Quote tanks and delivery plans before the first cold snap
Heating oil dealers juggle tank surveys, will-call customers, automatic delivery enrollment, and tank swap quotes — mostly in the eight weeks before winter. Smart Scope turns a driveway visit into a priced proposal: photograph the tank, talk through the plan, and text the contract before you pull away.
Made for the driveway, not the desk
A photo is a tank survey
Shoot the tank, the legs, the fill and vent pipes, the gauge. The AI logs size, age indicators, and condition flags into the scope so nothing rides on memory.
Your zone rates, your margins
Per-gallon pricing by zone, budget-plan rates, tank swap labor, service contract tiers — all from your own price book, tuned to your terminal costs.
Speak the plan, get the paperwork
“275 vertical in decent shape, put them on automatic, budget plan over ten months, add the standard service contract.” That sentence becomes a customer-ready proposal.
Beat the other dealer's callback
New-homeowner calls go to whoever answers with a real offer. Text a delivery plan with contract pricing while you're still at the curb.
Deposits before the first drop
Collect the budget-plan enrollment or the tank swap deposit at signing, card or bank on file, so the season starts funded instead of invoiced.
See margin per account
Track margin by customer across the season — will-call cherry-pickers versus automatic accounts — and know who's actually earned the loyalty discount.
Three steps from driveway to contract
Survey the tank
Photos of the tank, lines, and burner area plus a quick voice note capture the whole install.
AI prices the plan
Delivery plan, service contract tier, and any tank work become line items at your zone rates.
Send and sign
The homeowner signs on their phone and the account drops into your delivery schedule.
Three surveys, three signed accounts
New automatic delivery account
“275-gallon horizontal in the basement, good condition, automatic delivery, budget plan over ten months, add the standard service contract.”
An enrollment proposal with the per-gallon zone rate, monthly budget amount, and service contract terms — signed before the truck rolls.
Tank swap quote
“Original 1985 tank, legs rusting, seam starting to weep. Swap to a double-wall, same-day pump-over, haul the old one away.”
A tank replacement quote with unit, labor, permit, and disposal lines, plus a good-better-best spread across tank models.
Off-road diesel for a contractor yard
“Six machines on this yard, off-road diesel, top them off every Monday through the season, and put it all on one invoice at month end.”
A commercial fuel agreement with the per-gallon rate, a standing weekly delivery window, and consolidated monthly billing terms — signed at the yard.
The heating season, quoted end to end
Tune-ups and renewals
Quote spring cleanings and roll service contract renewals while last winter's burner performance is fresh — photos of soot and wear go straight into the account file.
Tank swap season
Summer is when swaps happen. Photo surveys turn rusty legs and weeping seams into good-better-best replacement quotes a homeowner can sign in the kitchen.
Enrollment push
Fall is budget-plan and automatic-delivery enrollment. Same-day contracts from the driveway lock accounts in before the other dealer's postcard lands.
Peak season pricing
In winter every stop counts. Price emergency deliveries, prime-and-starts, and runout calls consistently from your book even when dispatch is slammed.
Practice on sample deliveries before the first real ticket.
Open Settings, tap Add Sample Data, choose fuel oil delivery, and 100 realistic sample scopes fill your board — automatic delivery fills, will-call orders, 275-gallon tank replacements, burner tune-ups, protection-plan signups, off-road diesel drops. Each scope carries tagged line items, an activity trail, scope-of-work notes, and a financial breakdown with margin. Work the whole season in miniature — they're all samples, so nothing real can break.
Tank, lines, and access on record
Site Walk
Documented at the fill pipe
Narrate tank size, line condition, and fill access as you snap timestamped, geotagged photos. Scan the tank nameplate, and AI suggests priced line items after.
See Site Walk →
EyesOn
The office sees the tank first
Stream a questionable tank live so the office rules on it before the truck rolls. They follow on Command OPS, and the visit records to the job.
See EyesOn →
Fuel oil dealer questions
Can it handle will-call and automatic delivery pricing differently?
Yes. Keep separate rate lines for will-call, automatic, and budget-plan customers in your price book, plus caps and price-protection add-ons. Each proposal pulls the right structure automatically, so nobody gets quoted the wrong program.
Does it work for tank swaps and service contracts, not just oil?
That's where it shines. Tank replacements quote with unit, labor, permit, and disposal lines plus good-better-best options across tank models. Service contracts sell as tiered line items on the same proposal as the delivery plan.
What about per-gallon pricing that changes with the market?
Update the per-gallon rates in your price book and every new quote uses them immediately. Signed contracts keep their agreed terms, so you always know which accounts are on which pricing when the market moves.
What does Smart Scope cost?
One subscription with everything included. See current plans on the pricing section of our home page, or download the app and take a look for yourself.
Does it work where there's no signal?
Capture doesn't need one. Site Walk notes, photos, form filling, and nameplate scanning all work offline — basements, crawlspaces, and dead zones included — and sync when you're back in coverage. AI drafting runs when you have a connection, so walk the job dark and let the estimate build on the drive out.
Is there an Android version?
Smart Scope runs on iPhone and iPad today; Android is on the roadmap. Your customers don't need the app at all — estimates, forms, and the portal open as web links on any device.
Does it replace my dispatch or routing software?
No — and it doesn't try. Smart Scope is the estimating layer: it wins the job, then syncs the scope straight to Smart Service, with webhooks to push your data anywhere else. Your dispatch board and routing stack stay right where they are.
Can my crew use it too?
It's built for the person doing the estimating, but it doesn't stop there — dispatch scopes to other users, put EyesOn live video in every tech's hand, and let the office follow along on Command OPS.
What does it cost to try?
Nothing — 45 days, full app, no credit card. When the trial ends you're never auto-charged; the app goes view-only until you decide, and your data stays yours to export.
Can it handle delivery tickets and tank paperwork?
Delivery tickets and tank inspection forms run as digital forms — filled at the fill pipe, offline included — and flatten into PDFs for the customer and the file.
Be the dealer with the contract ready
Get Smart Scope on the App Store or text SCOPE to 59232 — before enrollment season, not after it.