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How to Manage and Hide Fuel Invoices Efficiently

LOL - AI names these articles, and this is the funniest title I've ever seen it make! I'm not changing it - it's too funny - but of course, we're talking about Hyde Fuel, rather than hiding fuel invoices :)

By Tim Moody

In this guide, we'll learn how to manage and process fuel invoices, specifically those labeled as "Raven Invoice," which often arrive via email or physical mail. These invoices can be confusing due to their unusual naming, but they are legitimate and can be opened safely. We'll explore how to handle these invoices using QuickBooks, focusing on identifying the correct vendor and ensuring the invoice details are accurately recorded. This process includes verifying delivery dates, invoice numbers, and amounts to maintain accurate financial records.

Let's get started

I'll quickly show you how to hide a fuel invoice. (LOL!!!! Again - AI transcribes my recording into an article - way too funny to correct this!)

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Click here
Step #1: Click here

These often arrive via email and sometimes physically in the mail. The email will typically have a strange and indescribable invoice name. I have no idea why they call their invoices "Raven Invoice," but they do, and it's not a hack.

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Click here
Step #2: Click here

You can open this.

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Click here
Step #3: Click here

I typically print a copy.

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Click here
Step #4: Click here

While that's printing, I'll access their vendor accounts. First, open QuickBooks and then go to the Vendor Center.

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Click on "Ab"
Step #5: Click on "Ab"
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Click on "Vendors"
Step #6: Click on "Vendors"
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Type "h"

When you look at the invoice, you can determine if it's for propane or gas in several ways.

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An easy method is to check the account number here.
Step #8: An easy method is to check the account number here.

Notice that it is 2586U. In QuickBooks, there are two different vendors, and one of them is 2586U Propane.

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Click on "Hyde Fuel Acct 2586U ( Propane )"
Step #9: Click on "Hyde Fuel Acct 2586U ( Propane )"

I noticed this invoice is for Gardeners. I'll double-click on one of the recent Gardeners invoices and then click "Create a Copy."

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Double-click here
Step #10: Double-click here
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Click on "Create a Copy"
Step #11: Click on "Create a Copy"

It will notify me that a duplicate has been created, and I'll click OK.

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Click on "OK"
Step #12: Click on "OK"

I will know it worked correctly because the date will now default to the current date, which is 3/11.

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Click on "03/11/2025"
Step #13: Click on "03/11/2025"

Now, I'll review the invoice to see how it's marked as 3/10.

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Step #14:

This is the date the propane was delivered.

Date the invoice to match the delivery date, 3/10.

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Click here
Step #15: Click here
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Step #16:

Next, check the invoice number.

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Click on "18711"
Step #17: Click on "18711"

You can copy and paste it, which I often do because they don't know how to create an invoice properly. As a result, the numbers often get cut off.

I can tell that's a 1-8-7-1-1, but sometimes I genuinely can't see what it's trying to say. Anyway, just put that invoice number in front of "Gardeners" as the reference number on the bill.

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Step #18:

Remove the amount in QuickBooks. Then, check the invoice to see the total amount listed.

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Down here
Step #19: Down here

Copy it over to QB.

Then in the description, replace "number of gallons" with the actual number of gallons delivered.

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Click on "158.7 gallons"
Step #20: Click on "158.7 gallons"
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Click on "154.3"
Step #21: Click on "154.3"

Then, highlight the entire description, copy it, and paste it onto the check image above. Then, save and close.

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Drag here
Step #22: Drag here

That's how to hide your fuel invoices, folks!

How to Manage and Hide Fuel Invoices Efficiently