This playbook sets out what we find in most energy and petrol stations businesses before they move to a single system, what we set up, and the reports owners use once it is running.
Where the money leaks
- Dips, meters and sales never agree and nobody knows why
- Credit customers fuel without limits
- Each station sends its own spreadsheet
What we set up
- Shift reconciliation
- Meter readings, dips and cash balanced per shift and attendant.
- Tank stock
- Deliveries, sales and variance per tank.
- Credit customers
- Fleet accounts with limits, statements and vehicle-level detail.
- Forecourt shop
- Point of sale for the shop, lubricants and gas.
- Multi-station
- All stations in one system with one set of books.
- Price changes
- Pump prices updated with the regulator and applied by date.
How a normal day runs
- Shift opens with meter readings
- Fuel and shop sales recorded
- Shift closes and cash is counted
- Tank variance and profit reported
Reports owners use
- Variance per tank and attendant
- Sales per pump and product
- Credit customer balances
- Station profit
Modules involved
Point of Sale, Stock, Accounting, Sales, Assets. They share one database, so every entry updates the accounts and the reports together.
Where to start
Most energy and petrol stations businesses start with point of sale, stock, accounting, then add the rest once the first phase is stable.
Questions we are often asked
- Can it reconcile meter readings with tank dips?
- Yes. Each shift compares meter sales, tank dips and money collected, and reports the variance.
- Can we manage several stations?
- Yes. Each station has its own stock and shifts, and head office sees them all together.