Practical spreadsheets from a firm that works only with gas stations and c-stores. Download a template, follow its guide, and get numbers you can trust.
Every template has its own guide that explains what the numbers mean, how to fill it in and the mistakes to avoid. Prefer to work in your browser? Try our free calculators and checklist.
GUIDE
How to tie tank readings, deliveries and sales together to catch leaks and theft.
Read the guide →
GUIDE
The gap between the P&L and the bank balance, and how to find where the cash went.
Read the guide →
GUIDE
Multi-category sales tax rules and how to record tax payable correctly.
Read the guide →Good books come from a routine you repeat, not from a single report.
Tie POS sales to cash, cards and deposits. A few minutes catches gaps while they are small enough to trace.
Daily reconciliation →Work through every task in order, from POS and fuel to tax, and keep a record when the month is locked.
Month-end checklist →Model a purchase, a loan or a weak month before you commit, and see how much room you have.
Projection template →A general business template assumes one income line and one cost of goods. A gas station has fuel on thin margins, a store, lottery and sales tax that belong to someone else, and card money that arrives days late.
Fuel, store, car wash, lottery and gift cards each get their own line, so margins never blend into one number.
Sales tax and lottery are owed to someone else, so they stay out of income instead of flattering your profit.
Card batches are compared with deposits over the month, because processors settle a day or more late.
A template is only as good as the data typed into it. We tell you where it stops, and when a review is the better step.
Pick the question closest to yours.
Yes. Enter your name and email on a template page and the file downloads straight away. There is nothing to buy.
If you only do one thing, reconcile your POS to cash, cards and deposits every day. The daily reconciliation template is the most useful first step, and the month-end checklist builds on it.
They work alongside any accounting software. You fill them in from your POS and bank reports, then use them to check what is posted in QuickBooks.
No. The files open in Microsoft Excel and in Google Sheets, where the formulas and highlighting carry over.
Yes. You enter totals from your reports, so it works with PDI, Modisoft, Verifone, Gilbarco, Petrosoft or any other system.
We can. Our bookkeeping team does these reconciliations and closes for station owners every month. Ask for a free books review to see what that looks like.
Want to go deeper? Read our guides on wet stock reconciliation, your chart of accounts and why a station can show profit but have no cash.
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.
Get your free books reviewFinTruction · 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.
"They didn't just record transactions and call it a day. They built a custom chart of accounts around how a remodeling company actually runs, did a full catch-up on years of bookkeeping inside QuickBooks Online, and now stay on top of my monthly bookkeeping and payroll."
Oniel Campbell
"Sahil and his team have been handling the bookkeeping and job costing for my painting business. They've done a great job cleaning up my books, using integrations to give me accurate, timely job costing and solid weekly data. Reliable, and the team is very detailed."
Dalton Mayberry
"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.