From Pump to Invoice: 13 Frequently Asked Questions about the DigiTax Fuel Management Solution (FMS) (eTIMS integrated)

1. Why do Fuel Stations need eTIMS?

Recent developments have introduced industry-specific eTIMS compliance regulations tailored for oil marketers. As mandated by the Kenya Revenue Authority (KRA), all petrol stations are now required to submit eTIMS invoices for every fuel pump transaction. To comply, fuel dispensing systems must interface directly with eTIMS platforms, ensuring accurate and real-time submission of all transactions to KRA. This is by ensuring:

• A tax invoice is generated in real-time for every transaction, regardless of payment method.

• The invoice includes mandatory details such as buyer PIN (where applicable), quantity dispensed, and VAT breakdown.

• Transaction data is automatically transmitted for compliance monitoring.

  To meet these new requirements, oil marketers are encouraged to upgrade their systems or adopt approved eTIMS solutions that integrate seamlessly with pump controllers and sales terminals and this is where the DigiTax Fuel Management Solution comes in.

2. What is the DigiTax Fuel Management Solution (FMS), and how does it work?

The DigiTax Fuel Management Solution (FMS) is an intelligent automation system that bridges fuel dispensing and real-time eTIMS invoicing giving fuel stations full compliance and operational control, from the pump to the invoice.

While many stations stop at generating eTIMS-compliant invoices at the point of sale, the DigiTax FMS goes further by integrating directly with fuel pumps to capture every litre dispensed and generate a digital tax invoice in real-time.

How it works:

1. Vehicle Verification at the Pump

The system integrates with solutions like EasyFuel Plus, which uses RF-enabled vehicle tags and smart nozzle readers to verify and authorize fueling. When a vehicle arrives at the pump, the Radio Frequency Nozzle (RFN) reads the vehicle's tag and communicates directly with the Vehicle Identification System (VIS) Site Controller. If the tag is valid, the VIS Site Controller authorizes the pump controller to initiate fueling.

For vehicles without an Automatic Vehicle Identification (AVI) tag, fueling can still be authorized either through an override tag on the RFN or manually by the pump attendant. This automated verification process eliminates fuel fraud and misuse by ensuring only authorized vehicles receive fuel.

2. Automated Fuel Authorization

A VIS Site Controller and Forecourt Controller (FCC) communicate wirelessly to allow fuel to flow only when the vehicle and nozzle are correctly matched, based on your preset business rules (volume, time, vehicle type, etc.). Some of the supported Forecourt Controllers (FCC) include: TokheimFuelPOS &Dialog, Wayne Fueling Stations Fusion, DOMSPSS5000, POSTEC PCC, ITL Enabler and Net POS.

3. No Infrastructure Disruption

The system is wireless, civil-works-free, and installs in under a day making it suitable for both new and existing fuel stations.

4. Universal Integration

The DigiTax Fuel Management Solution connects seamlessly with leading forecourt controllers like DFS Wayne Fusion, DOMS PSS5000, and PTS2 using a Universal Integration Approach. This setup is designed to work with existing station infrastructure and equipment.

RF nozzles are retrofitted onto the station’s current fuel nozzles, minimizing disruption and reducing the need for costly replacements.

5. Instant eTIMS Invoicing

As fuel is dispensed, each transaction automatically triggers an eTIMS-compliant invoice, eliminating manual entry and delays ensuring full compliance. This is key given the latest regulations.

3. What does the DigiTax FMS do?

The DigiTax FMS connects your fuel pumps, POS, and back office into one seamless system. It automates sales reporting, monitors inventory levels, and generates eTIMS-compliant receipts ensuring your station runs efficiently and stays compliant.

4. What are the Benefits of the DigiTax Fuel Management Solution (FMS)?

The DigiTax Fuel Management Solution offers fuel stations immense benefits such as;

• Minimal Disruption & Quick Setup
  Many fuel management systems often demand extensive civil works and cabling, taking weeks and disrupting daily operations. The DigiTax FMS, however, is designed to avoid such disruptions offering a fast, smooth implementation with minimal disruption, so your fuel station stays fully operational. Its lightweight, infrastructure-friendly setup means most stations can be up and running within a day, without interrupting operations.

• Seamless Integration with Existing Infrastructure
  One of the common hurdles in adopting new technology is compatibility. Built with flexibility in mind, the DigiTax FMS is designed to connect seamlessly with the infrastructure already in place at most fuel stations. Its APIs adapt to your infrastructure, making integration straightforward and hassle-free.

• Comprehensive and Scalable Insights

The DigiTax FMS, powered by OTIPetrosmart Easy Fuel, an industry-trusted fuel automation solution with over 20 years of experience delivers real-time insights into sales, payments, inventory levels, and fuel flow. The system empowers you with full transparency and control, whether you're managing a single forecourt or a network of stations. Its flexible software design and advanced hardware platform make it forecourt controller agnostic, meaning it seamlessly integrates with any FCC on-site—including PTS-2, DOMS PSS5000, Wayne Fusion, POSTEC, COMFORTER 12T, and more. With its Universal Integration Approach, the system also supports future FCC additions, ensuring your operations stay scalable, smart, and future-ready.

• High System Uptime with Offline Capability

Connectivity issues can happen but your operations shouldn’t have to pause because of them. The DigiTax Fuel Management Solution maintains high system availability, with 99% uptime and an offline mode that ensures transactions are captured and synced once connectivity resumes. It's a safeguard that keeps your station running smoothly even when the network doesn’t cooperate.

• Simplified Automation

Manual tracking and reporting processes often leave room for delays and error. With the DigiTax FMS, routine activities like fuel dispensing, sales reporting, and compliance updates are automated, reducing the administrative burden on staff and ensuring more accurate records.

• Enhanced Transparency

Knowing what’s happening at every pump in real-time and being able to trace each transaction back to the nozzle is critical. The DigiTax fuel management solution helps provide that clarity, offering detailed reports that link every litre dispensed with its corresponding invoice. It’s a level of transparency that supports better reconciliation, fewer losses, and increased accountability.

• Advanced Dashboard & Reconciled Reporting

Unlike other systems that stop at invoicing, the DigiTax FMS provides a powerful dashboard that shows a clear picture of sales invoices in one place. You can track every transaction, match dispensed volumes with invoices, and reconcile daily operations effortlessly giving you total control and transparency across your entire fuel station.

5. Does the DigiTax FMS support automated eTIMS invoicing at the pump?

Yes. The fuel management solution integrates directly with the fuel dispensing system so that every litre or fractional litre dispensed automatically generates a KRA-compliant eTIMS invoice in real-time, with no manual input needed.

6. What makes the DigiTax FMS different from traditional invoicing systems?

Traditional invoicing typically ends at the point of sale, leaving room for gaps in transaction reporting. The DigiTax Fuel Management Solution goes a step further by connecting the fuel pump directly to eTIMS, ensuring full transparency and compliance from the nozzle to the invoice.

Additionally, the DigiTax FMS is compatible with existing fuel card management systems. It supports the switching protocol used by the issuer’s card management system, enabling seamless processing of fuel card transactions without disrupting the station’s existing card management or funding processes.

7. Can the DigiTax FMS prevent fuel misuse or fraud?

Yes. Integrated with contactless automation tools like EasyFuel Plus,the DigiTax FMS verifies the vehicle before dispensing fuel using RFID tags and nozzle readers. Fuel only flows when the right vehicle is detected, helping eliminate unauthorized fueling.

8. Do I need to change my current infrastructure to install the DigiTax FMS?

Not at all. The DigiTax FMS is designed to work with your existing fuel station infrastructure, using a universal integration approach that’s compatible with major controllers like DFS Wayne Fusion, DOMS PSS5000, and PTS2.

9. How long does it take to install the DigiTax FMS solution?

The system can be fully installed and operational within a day. It’s wireless, requires no civil works, and causes minimal disruption to your operations.

10. Is the DigiTax FMS scalable for multiple stations?

Absolutely. DigiTax FMS supports single-site and multi-site operations with centralized data visibility, making it suitable for both independent dealers and large fuel networks.

11. How does the DigiTax Fuel Management Solution ensure system uptime and reliability?

The DigiTax FMS boasts 99% uptime and has both online and offline capabilities. Even during network issues, transactions are captured and synced once connectivity is restored.

12. Can I use the DigiTax FMS to set fueling rules for fleets?

Yes. When integrated with solutions like EasyFuel Plus,the DigiTax FMS allows you to define fueling rules based on vehicle, volume, time, or location—giving fleet managers full control and accountability. The system also supports odometer readings, engine hours, and GPS tracking, and can be integrated with third-party fleet tracking services for enhanced visibility and data-driven decision-making.

13. How do I get started with the DigiTax Fuel Management Solution?

Simply reach out to our team via info@namiri.tech or call/whatsapp 0112685368, and we’ll walk you through setup, onboarding, and training. We also offer demos to help you see the system in action.

Found this helpful? Let’s power your fuel station’s eTIMS compliance journey!