Gas Station Software for Independent Owners
MyFuelHQ is fuel-side software for owners running one station or ten. It reads your supplier email, your tank gauge, and your POS, and works out what you actually made on a gallon yesterday.
Independent operators across the Mid-Atlantic have tracked more than $25M in fuel purchases through it. If you want the short version of how it fits together first, read how it works.
What it replaces
Most independent owners we work with run the fuel side out of a spreadsheet and a month-end statement. Somebody keys gallons and rack prices off the BOL into a tab, the statement lands three weeks after the month closes, and in between the cost you are pricing against is the number you carry around in your head.
MyFuelHQ takes the keying out and shortens the wait. BOLs, invoices, and EFT drafts arrive as email attachments, get read automatically, and land on the same line as the drop your tank gauge recorded. Your cost per gallon comes off the rack you were actually invoiced, so the month-end statement turns into a receipt for something you already knew.
- No keying gallon counts, rack prices, or draft amounts
- The month-end statement confirms your numbers instead of setting them
- You keep the same supplier, the same POS, and the same gauge
Profit per gallon, by grade, every morning
Open the dashboard and yesterday is already worked out. Sales come from your POS, cost comes from the invoiced rack on the load in your tank, and the two get put together per grade. Regular, midgrade, and premium each carry their own number, with midgrade figured at your station's own blend ratio rather than an industry average.
That is the difference between knowing your margin and estimating it. When you are deciding whether to hold the street price another day, the spread you are working from is the real one.
- Per-grade profit for regular, midgrade, and premium
- Midgrade blended at the ratio you set for that station
- Cost anchored to the invoice, and marked as an estimate when the invoice has not arrived yet
Every load matched to its invoice and to the draft that paid it
A load of fuel generates three pieces of paper. The BOL says what the driver dropped. The invoice says what you were billed for it. The EFT draft says what came out of the bank. MyFuelHQ lines all three up on one row and keeps them there until the row is complete.
Across the stations running today, 98% of loads are matched to their invoice and 94% are settled the whole way through to payment. The rest sit on a short list with the reason they are stuck, so an invoice that never arrived is something you find this week rather than at year end.
- BOL to invoice to EFT draft on a single line per load
- A load missing its invoice stays on the list until one arrives
- Two drops on one BOL still add up to one delivery
Tank levels and deliveries without walking outside
MyFuelHQ reads your Veeder-Root gauge, either straight over the network or through the Station Hub, and keeps levels, deliveries, and alarms on one screen, updated through the day. Readings are polled on a schedule rather than streamed, and the integration is read-only, so nothing we do touches the gauge itself.
The useful part is the comparison. When the gallons the gauge recorded do not agree with the gallons on the invoice, that shows up the same day, while the paperwork is still on the counter and the driver is still reachable.
- Levels, delivery history, and alarm events in one place
- Short drops flagged against the BOL the day they happen
- The same tanks on the iOS app as on the dashboard
What it connects to
The point of the connections is that you already own the equipment. Gilbarco Passport sends its sales through the MyFuelHQ Station Hub, a small device on the station network, and price changes can be pushed back out to Passport from the dashboard. Verifone Commander and Ruby CI send sales the same way, though price push is not available on that family.
Veeder-Root TLS gauges connect by direct IP where the network allows it and through the hub where it does not. Supplier documents arrive by email forwarding, which covers whoever you buy from, including Motiva, Sunoco LP, BP and Amoco, Marathon, Phillips 66, and Valero. Owners running Liberty, Exxon, Shell, BP, and Mobil sites are on it today.
- Gilbarco Passport through the Station Hub, with price push back to the POS
- Verifone Commander and Ruby CI for sales sync
- Veeder-Root TLS gauges by direct IP or through the hub
- Supplier BOLs, invoices, and EFT drafts read straight out of forwarded email
Running more than one station
One login covers every station you own, and you switch between them from the same menu. Each site keeps its own supplier setup, tank configuration, blend ratio, and cost history, because a station on the other side of the county is not buying the same fuel at the same rack on the same terms.
There is also a consolidated view for the question you can only ask across sites. When one store runs two cents better than another on premium, the per-grade numbers sit next to each other and you can see whether it is the buy or the street price doing it.
- One account, every station, side by side
- Per-station supplier, tank, and blend settings
- A portfolio view for comparing margin across sites
What it costs
MyFuelHQ is billed per station per month, and the rate comes down as you add stations. There is also a one-time activation fee per station that covers on-site hardware and deployment. Every station gets every feature, so what your station count changes is the rate and nothing else.
Book a demo and we will quote your rateWho it is for
Independent owners running roughly one to ten locations, buying wholesale from a supplier, selling through Passport or Commander, and gauging tanks with a Veeder-Root. If fuel margin is the number that decides your month and nobody on staff is producing it for you daily, this was built for your situation.
Wholesale distributors watching tanks at customer sites have their own product. That one is tank monitoring for distributors.
Questions owners ask before they start
- What does gas station software actually do for a fuel retailer?
- It answers the fuel questions your POS was never built to answer. Your POS knows what you sold. MyFuelHQ adds what the fuel cost you, which load it came from, and whether the invoice for that load has been paid yet. The result is a profit-per-gallon figure by grade for yesterday, ready before you get to the station.
- Do I have to replace my POS or my tank gauge?
- No. MyFuelHQ reads the Gilbarco Passport or Verifone Commander you already run and the Veeder-Root gauge already on the wall. Passport connects through the MyFuelHQ Station Hub, a small device that sits on the station network. Commander sends its sales the same way. Nothing about how you ring a sale or gauge a tank changes.
- How much work is the setup?
- Most single-station owners are live within a few days. You set your supplier email to forward to a MyFuelHQ address, we connect the hub and the gauge, and after that it runs on its own. Forwarding the supplier mail is the only real step on your end, and you only do it once.
- Does it handle merchandise, lottery, and payroll too?
- No, and we are direct about that. MyFuelHQ is fuel-side software. Inside sales, lottery, payroll, and your general ledger stay where they are today. It sits beside your POS back office rather than replacing it.
- How is it priced?
- We price per station per month, and the rate drops as you add stations. There is a one-time activation fee per station that covers on-site hardware and deployment. Every station gets every feature no matter how many you run, and we go over the rate for your station count on the demo call.
More on the fuel-side scope in back office software for the fuel side, and on the gauge integration in tank monitoring. A walkthrough of the dashboard itself is on the MyFuelHQ home page.
See it on your own station
We’ll load your own deliveries and invoices, then walk you through what the numbers say.
14-day free software evaluation, by invitation. No credit card to start.