Accounting built for stores that run CStoreOffice
CStoreOffice totals the day, the price book and the inventory. It does not close your books. This page explains how we take the reports it already produces, post each total to its own account in QuickBooks Online, match the bank and close the month. We never need your login, and we are not Petrosoft.
Works with your POS, back-office & accounting stack
Yes. We work from the reports your store already exports from CStoreOffice, plus your bank and card statements and your QuickBooks Online file. We post each total to its own account, tie deposits to the days behind them, record card fees and close the month, without logging in to CStoreOffice or changing anything in it.
By the FuelCFO team. Where this page describes a vendor's product, the details come from the vendor's own public descriptions and can change, so confirm them with the vendor. Figures in diagrams are illustrative.
Petrosoft describes CStoreOffice as a cloud-based back-office platform covering item-level inventory, price book management, fuel sales, shift reconciliation and profit-and-loss reporting. That makes it a strong record of what happened in the store. It is not a general ledger, and it does not match your deposits to your bank or record your card fees. We are an independent accounting firm and are not affiliated with Petrosoft. What your own plan includes is something to confirm with Petrosoft.
Daily sales by department, fuel and lottery figures, vendor invoices, inventory and a long list of reports. Petrosoft says it offers more than 200 reports, so the first job is agreeing which ones the books will follow.
QuickBooks Online is where the ledger lives: the account your bank, your CPA and your lender rely on. Each CStoreOffice total has to land there once, in the right account, and tie to the bank. That hand-off is where numbers go missing.
A bookkeeper who sees one sales total throws away the detail the system keeps. Fuel, store, lottery and tax need separate places, card fees need recording, and every deposit needs tying to the days behind it.
Sales by department and fuel grade, lottery as a liability, sales tax as a liability, tender totals, vendor payments and card fees, each to its own QuickBooks account, with the bank match completed before we close.
You keep running the store and answer our questions about unusual days. Reports, settings, the mobile app and POS connections go to Petrosoft or your reseller, and we tell you when we find one.
To see how a month runs, go to our monthly process. For what we ask you to send, go to the report list. To connect the two systems, see how to sync CStoreOffice to QuickBooks, and for the wider picture see the Petrosoft hub.
You send the CStoreOffice reports and statements for the month.
Each total goes to its own account, once.
Deposits and card settlements are matched to the days behind them.
Card fees, pass-through tax and lottery are recorded correctly.
The month is locked and you get a short note.
Daily and monthly reports for each store.
We agree once which CStoreOffice reports the books follow, then use the same set every month.
You send the same list each month, so nothing is missed.
No gaps and no doubled days.
We count the days in the reports against the days the store was open.
A missing or repeated day is found now, not at year end.
Fuel, store, lottery and tax to separate accounts.
Departments map to a written account list, so a renamed department does not land in the wrong place.
The map is kept up to date as the price book changes.
Deposits and card settlements tied to days.
We compare what CStoreOffice expected with what reached the bank and record card fees as expense.
Timing differences are separated from real ones.
Books locked, note sent.
You get closed books and a short note on anything we changed or could not place.
A closed month is not edited without telling you.
Report names depend on your CStoreOffice setup and plan. Ask Petrosoft or your reseller what each is called, and we will agree the set with you.
Fuel, store and lottery cannot be told apart.
Revenue looks higher than it is.
A file or entry ran twice, or was missed.
The line lands in the wrong account.
The deposit is short and nobody knows why.
Reports given to a lender no longer match the books.
You want the books to match the store.
You want every store closed and comparable.
You want a clean restart you can show a lender.
Not sure which reports you have? Send what you can export and we will tell you what is missing.
A 30-minute call and about 48 hours of review, free, covering your CStoreOffice reports and your QuickBooks file.
We write down which CStoreOffice reports we use, what we post to QuickBooks and the date each month closes.
The first month is tied to the bank before we carry on monthly.
Fuel sales by grade from your CStoreOffice reports, tied to deliveries and the bank.
5 services →Store, lottery and vendor totals posted to their own accounts every month.
9 services →Sales tax and fuel tax held as liabilities, not income.
4 services →Every store closed separately, with a clear roll-up for lenders.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
A safe order for setting up the sync, what to map, and how to prove it is right.
Read more →What Petrosoft says, what to ask, and what to check whichever route your totals take.
Read more →Monthly bookkeeping for stores that run PDI: daily reconciliation, month-end close and PDI totals posted into QuickBooks Online.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Petrosoft guides →| Every gas station software guide →
FinTruction · Construction Clients
Real US-based contractors. Same team, same operational discipline that we now bring to gas stations. Construction is a different vertical - but the muscle (multi-stream books, cost reconciliation, niche specialization) is the same one stations need.
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"They rebuilt the whole thing from the ground up, with real job costing, WIP, and retainage."
Carl Moore
Owner, Hearth & Haus
"They set the accounts up properly first, then cleaned up everything I never entered."
Rolian
"When I came to them I had no financial structure in place at all. No job costing, no WIP tracking, books were behind, no real way to tell if any job was actually making money. They came in, did a full cleanup, and set up job costing and WIP tracking inside QuickBooks."
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Gas station & c-store accounting questions, answered.