Everything for stores that run Gilbarco
Gilbarco runs the forecourt and the counter. It does not keep your books. This hub covers the guides, the fixes and the done-for-you help for stores that run Gilbarco dispensers or the Passport register, from the daily close to QuickBooks sync and buying or replacing a site. We do not sell Gilbarco and we never need your login.
Gilbarco Veeder-Root makes fuel dispensers and the Passport point-of-sale platform, and describes Passport as built on an open architecture that connects to back-office, loyalty, price sign, car wash and tank-monitoring systems. The dispensers and register record the sale. The ledger lives in QuickBooks Online. See Gilbarco Passport POS.
Because Passport can connect to other systems, your reports may come from Passport, a separate back office or both. A bookkeeper needs to know which one is official, or the same day is posted twice. Gilbarco accounting starts there, and the Gilbarco end of day report covers the nightly close.
A store changing hands, or an owner weighing equipment, needs the numbers tied to the bank first. See taking over a Gilbarco store, moving off Gilbarco Passport, PDI vs Gilbarco and Verifone vs Gilbarco.
After month end you send the daily reports from Passport or your back office and the bank and card statements. We agree which report is official, confirm every day closed, post each total to its own QuickBooks account, match deposits and card settlements to the bank, record card fees, and tie lottery and sales tax to their statements. You get closed books and a short note. Nothing changes at the site, and we never ask for your login.
Passport and a separate back office both reporting the day, with nobody deciding which one the books follow. A close that did not finish and changed after posting. A back office changed and report names with it, so a line lands in the wrong account. Pass-through money such as tax and lottery counted as sales. Card fees never recorded.
We post the totals, match the bank, handle tax and lottery as liabilities, close the month and report. You keep running the site and answer our questions about unusual days. Pump faults, Passport settings and back-office problems go to Gilbarco, your installer or your back-office vendor, and we say so when we find one.
Start with the section that matches your question. If you want the books done, go to Work with us. If a sync has stopped, go to Fix the numbers. If you are weighing a change, go to Buy, move, compare. What your own setup includes is something to confirm with Gilbarco, your installer or your back-office vendor.
Done-for-you accounting and cleanup for this system.
Every Gilbarco and QuickBooks guide, in one place.
What the system does, what it leaves to the books, and how to read its reports.
Lottery, inventory, cards and the other items that need their own treatment in the books.
Gilbarco lottery for gas stations and convenience stores: how draw sales, scratch-offs and payouts show up in your reports, and how they belong in QuickBooks Online.
Read more →Gilbarco sales tax for gas stations: recording tax by category as a liability, checking it against the filing, and keeping it out of income in QuickBooks Online.
Read more →Gilbarco inventory for gas stations: count cycles, vendor invoices, shrink and fuel stock, and how each reaches cost of goods in QuickBooks Online.
Read more →The reports to check each day and the checklists for closing the month.
What to ask a seller, how to leave or switch without a gap, and how systems compare.
Buying a gas station with Gilbarco equipment: which Passport and back-office records to ask the seller for, what to tie to the bank, and what to check after closing.
Read more →Moving off Gilbarco Passport: what to export, how to pick a cutover date and how to close out the old system without losing a day in your books.
Read more →Verifone vs Gilbarco for gas stations: dispensers, register and site controller explained, mixed-vendor sites, and a cutover plan for your books.
Read more →These are the guides most owners start with.
FAQ
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.
"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.