A daily sheet that answers one question: did the money collected match what the register says was sold? It catches cash shortages, missing deposits and card gaps while they are still small enough to trace.
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Yellow cells are inputs and grey cells are formulas. You only type what is yellow.
Enter the first day of the month in the yellow date cell. Every date in the sheet fills in for you.
From the end-of-day report, enter fuel, store, car wash and other sales, lottery sales and payouts, sales tax collected and gift card sales.
Enter cash counted, card batch, fleet card, EBT and any other tender.
Add cash deposited and card deposits received from the bank.
Any over/short or deposit gap bigger than your tolerance turns red. Set the tolerance to suit your store.
Most days land within a few dollars of zero, with no pattern. Over and short days roughly cancel out across the month, and the card tie-out difference is close to your processor fees.
The same shift or register is short again and again, shortages grow week by week, cash deposits are always below cash counted, or the card tie-out gap keeps widening beyond fees and timing.
Card money arrives a day or more after the sale and net of fees, so a single day will rarely tie.
Do this insteadCompare the month of card batches with the month of deposits, then explain the difference with your processor statement.
Winning tickets paid from the till reduce cash but are not store sales, so leaving them out makes the store look short.
Do this insteadEnter lottery sales and payouts on every row, straight from the lottery report.
They sit in the sheet only so the collected total can tie. Tax is owed to the state, and a gift card sale is a liability.
Do this insteadKeep both in liability accounts in your books and out of your revenue.
A few dollars on one day is noise, but the same gap on the same register or shift is how real losses hide.
Do this insteadReview the whole month for patterns by register and shift, not just the red cells.
Reconcile your back-office system to your bank deposits every day, across cash, credit, debit, and fleet cards...
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Read more →A few dollars either way on a busy day is common. What matters is the pattern: the same register, the same shift, or gaps that keep growing.
Processors settle a day or more later and deduct fees. Compare the month, and match the difference to your processor statement.
Yes. You type in the totals from your POS end-of-day report, so it works with PDI, Modisoft, Verifone, Gilbarco, Petrosoft or any other system.
Yes. Upload the file to Google Drive and open it with Google Sheets. The formulas and highlighting carry over.
General guidance, not tax or accounting advice. Check figures against your own records.
If the numbers you type in do not tie to your POS and bank, no spreadsheet will give you a true picture. Send us your last month and we will tell you what is wrong.
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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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