Back office software for the fuel side of the business

• What back office means on the fuel side

  For fuel, the back office comes down to three questions. What did the fuel currently in the tank cost you, load by load. Does the paperwork behind each of those loads agree with itself. And which of those loads has actually cleared the bank.

  Those questions are harder than they sound because the answers arrive separately and in the wrong order. The gauge records the drop tonight. The invoice with the real rack shows up a day or two later. The EFT draft hits the account later still, often bundled with items that have nothing to do with fuel. Until all three are lined up, the cost you are quoting yourself is provisional.

  MyFuelHQ does that lining up on its own and keeps a record of which loads are complete. When a number on the dashboard is still an estimate, it says so, because a cost figure you cannot trace is worse than no figure.

  • Cost per gallon traced to the invoice for the load in your tank
  • The three documents behind every load kept together on one row
  • Estimates labelled as estimates until the invoice lands

• What MyFuelHQ covers

  Everything downstream of buying a load of fuel and selling it. Supplier BOLs, invoices, and EFT drafts come in by forwarded email and are read automatically, so nobody retypes gallons or rack prices. Those documents get matched to each other and to the drop your Veeder-Root gauge recorded, and the result becomes your cost basis by grade.

  On the sales side, your POS reports the gallons and dollars. Put together, that is a daily profit-per-gallon number by grade, plus a fuel ledger that shows which loads are settled and which are still open, plus tank levels and alarms, plus competitor pricing and per-pump performance for the stations that want it.

  • Supplier document parsing for BOLs, invoices, and EFT drafts
  • Daily fuel profit by grade, with midgrade at your own blend ratio
  • A fuel ledger showing what is settled and what is still open
  • Tank levels, delivery history, and alarms from the Veeder-Root gauge
  • Excel and CSV exports on every one of those for your bookkeeper

• What it deliberately does not cover

  Merchandise inventory, lottery reconciliation, payroll, and general-ledger accounting are outside what MyFuelHQ does. Coffee, cigarettes, scratch-offs, and hours worked stay in the systems you already use for them, and your accountant keeps their books the way they keep them.

  That is a deliberate line rather than a roadmap gap. Fuel is where the money is decided at an independent station, and it is also the part with the messiest paperwork trail, so it is the part worth doing properly instead of half-covering alongside eight other modules. Being fuel-side also means the setup is small, because we are reading equipment and email you already have.

  • Inside sales and merchandise inventory stay in your POS back office
  • Lottery and payroll stay where they are today
  • Your general ledger and your accountant are untouched

• How it sits beside Passport or Commander

  Gilbarco Passport connects through the MyFuelHQ Station Hub, a small device on the station network, which reads sales and can push price changes back out to the POS. Verifone Commander and Ruby CI connect the same way for sales, though price push is not offered on that family.

  In practice you keep using the Passport or Commander back office exactly as you do now. Nothing about closing a shift, running a report on the register, or maintaining the price book changes. MyFuelHQ reads what those systems produce and adds the cost side they do not have, which is why owners describe it as the second screen rather than a migration.

  • Gilbarco Passport through the Station Hub, including price push
  • Verifone Commander and Ruby CI for sales sync
  • Veeder-Root TLS gauges by direct IP or through the same hub
  • No change to how you close a shift or run the register

• The morning routine it replaces

  The routine we hear described most often goes like this. Open the supplier email, find last night's BOL, key the gallons into a tab, look up the rack, guess at the surcharge, compare it to what the pumps did, and then set the street price on the strength of all that. Somewhere in the same hour, check whether the draft that hit the account on Tuesday was for the load from the week before.

  With MyFuelHQ that hour is already done when you open the laptop. Yesterday's per-grade margin is worked out, the loads that are missing paperwork are on a short list with the reason, and anything the gauge disagreed with the invoice about is flagged. The time you spend is on the pricing decision itself rather than on assembling the inputs for it.

  The same numbers are on the iOS app, so the check you used to do at the desk can happen before you leave the house.

  • Yesterday's per-grade margin ready before you arrive
  • Open loads listed with why they are open
  • Gauge-versus-invoice gallon differences flagged the day they happen

• Several stations in one back office

  One login covers every station, and each one keeps its own supplier configuration, tank setup, blend ratio, and cost history. That separation matters because two stations rarely buy on the same terms, and averaging them together hides the thing you wanted to see.

  The consolidated view is for the cross-site question. When one store is running better on premium than another, the per-grade numbers are already beside each other, so you can tell whether the difference came from the buy or from the street price.

  • One account covering every station you run
  • Per-station supplier, tank, and blend settings kept separate
  • A portfolio view for comparing margin across sites

Tank readings are polled on a schedule and the gauge integration is read-only. MyFuelHQ reads levels, deliveries, and alarms from your Veeder-Root unit and does not control it. There is more on that in tank monitoring.