Petrol Station Management System
Reconcile every litre and every shilling, every shift
A fuel station system that compares pump readings with money collected and fuel in the tank, so losses are found on the day they happen.
If you run a fuel station, you know the margins are thin and the cash is heavy. A shift closes a few litres short, the attendant has an explanation, and by the time you sit down with the dip readings and the banking slips it is three shifts later. Small shortages, left alone, become a large loss by the end of the month.
You should know where every litre went on the day it was sold. We build station systems that record the meter readings for each pump and attendant, reconcile them against the money collected and track fuel from the delivery truck to the nozzle.
It suits single stations and dealer networks, including those with a shop, lubricant bay, gas sales or car wash on site.
Everything it covers
One system in place of the notebooks, spreadsheets and separate tools.
- Pump and nozzle meter readings
- Shifts per attendant
- Cash, M-Pesa and card reconciliation
- Shortage and excess tracking
- Tank dips and fuel stock
- Fuel deliveries and suppliers
- Price changes with history
- Credit customers and fleet accounts
- Invoices and statements
- Lubricant, gas and shop sales
- Expenses per shift
- Multiple stations on one system
- Banking and cash drops
- Daily and monthly reports
Shift reconciliation done properly
Opening and closing readings give the litres sold. The system works out what each attendant should hand in.
At the end of each shift you can:
- Enter opening and closing meters for each nozzle
- See the expected sales for each attendant
- Record what was collected in cash, M-Pesa, card and on credit
- See any shortage or excess straight away
- Record cash drops and banking
Fuel stock from delivery to nozzle
Track what was delivered, what was sold and what the tank dip says is left.
For each tank you can:
- Record deliveries by product and supplier
- Enter daily dip readings
- Compare book stock with physical stock
- Track variance and losses over time
- Know when to order the next delivery
Credit and fleet customers
Fuel sold on account is recorded per vehicle and invoiced without rebuilding it from a pile of dockets.
For each account customer you can:
- Set a credit limit
- Record every fill by vehicle and driver
- Send invoices and statements
- Receive payments and see what is outstanding
- Send reminders when an account is overdue
More than fuel
Lubricants, gas cylinders and shop items go through the same system and are counted in the same day-end.
From the shop and bay you can:
- Sell lubricants, gas and shop items
- Track their stock and reorder levels
- Include these sales in the shift reconciliation
- Record services such as car wash and tyre repair
Every shilling accounted for
Know what the station made today, after fuel cost and expenses, without waiting for the accountant.
You will always know:
- Sales and margin for each product
- Cash, M-Pesa and card totals for each shift
- Expenses paid out of the till
- What is owed by credit customers and to suppliers
- Profit for the day, the week and the month
All your stations on one screen
If you run more than one station, see them side by side and control prices and users from one place.
From head office you can:
- Change pump prices and keep a history of every change
- Compare stations by volume, margin and losses
- Give managers, supervisors and attendants their own access
- Spot a station or shift with unusual shortages
Built for everyone involved
Each person gets what they need from the same system, without waiting on someone else for it.
- Dealers and owners
- Daily certainty about litres, cash and profit at every station.
- Station managers
- A shift close that takes minutes and shows any problem while the attendant is still there.
- Attendants
- A fair, clear record of what they sold and handed in.
- Accounts
- Credit customers, suppliers and banking reconciled without a stack of paper.
Set up to fit the way you work
Stations differ in pumps, products and how shifts are run. These are set up to match yours.
Settings
- Tanks, pumps and nozzles
- Products and prices
- Shift patterns
- Payment methods
- Credit customers and limits
- Expense categories
- Staff roles and permissions
- Stations and shops
Reports that show how things are going
Ready when you need them, for a day, a month or a year.
Daily sales by product and pump
Attendant shortages and excesses
Tank stock and variance
Credit customer balances
Margin by product
Deliveries and supplier balances
Expenses by category
Station profit and loss
Tailored to the way you run things
No two businesses work the same way. We set the system up around your process, bring your existing records across and train your team on it.
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