Trusting the seller's gallons
Claimed volume is the biggest number in the model, and it is the easiest one to overstate.
Do this insteadConfirm it with jobber invoices and pump reports for two to three years before you rely on it.
Free CSV template
Gas Station Financial Projection Template
A simple model that shows whether a station can carry its costs and its loan. It starts with gallons and margin per gallon, adds store and other profit, subtracts operating costs and ends with a debt service coverage ratio.
Free download
CSV file
Works in Excel & Google Sheets
Any POS system
CSV
Download the template
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What you get
What this template tells you
- Monthly and annual operating profit from fuel, store and other streams.
- Net fuel profit per month after card fees, before rent and labor.
- Debt service coverage: how many times operating profit covers your loan payment.
Step by step
How to fill it in
Follow the steps in order. It takes only a few minutes the first time.
-
1
Replace the example numbers
Enter your gallons per day, margin per gallon and card fees. Use the seller's verified figures when buying.
-
2
Add store and other profit
Enter store sales and a margin, then car wash, food and other gross profit.
-
3
List operating costs
Enter payroll, rent, utilities, insurance, repairs and other costs.
-
4
Enter the loan payment
Add principal and interest per month to see debt service coverage.
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5
Test it
Lower gallons and margin to see how much room you have before coverage falls close to 1.0.
Reading the result
What good and bad look like
A healthy result
Coverage stays comfortably above 1.0 even when you lower gallons or margin. Lenders want to see that cash flow still pays the loan in a weaker month.
Warning signs
The loan is only covered when everything goes right. A small fall in gallons or margin pushes coverage below 1.0, which means the deal is too tight.
Avoid these
Common mistakes
Ignoring card fees
On a thin fuel margin, card fees can take a large share of what looks like profit per gallon.
Do this insteadSubtract card fees per gallon from margin, using your real processor statements.
Forgetting working capital
Fuel and store stock must be paid for before it is sold, so a purchase needs cash beyond the price.
Do this insteadAdd a working capital line to your budget and your loan request.
Treating loan principal as an expense
Principal is not an expense, but it is real cash leaving the business every month.
Do this insteadKeep it out of profit, and include the full payment when you test debt service coverage.
Keep going
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Questions
Frequently asked questions
Is this enough for a bank loan application?
It is a starting point. A lender will also want a full business plan, financial statements and projections for several years.
What is a good debt service coverage ratio?
Lenders want it comfortably above 1.0, and many want more. Ask your lender for their minimum.
Where do I find margin per gallon?
Subtract your delivered cost, including taxes, from the retail price. Our fuel margin calculator helps.
Does the file work in Excel?
Yes. It is a CSV with formulas that open in Excel or Google Sheets.
General guidance, not tax or accounting advice. Check figures against your own records.
A template cannot fix bad data
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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