Accounting built for stores that run Gilbarco
A service page for stores that run Gilbarco dispensers or the Passport register. It sets out how we start, what we ask your setup for, how often we hand work back and forth, what a monthly package contains and which tasks stay with you. We are an independent accounting firm and we do not sell Gilbarco.
Works with your POS, back-office & accounting stack
Monthly bookkeeping that works from your Gilbarco and back-office reports: matching the day's totals to the bank, posting them to QuickBooks Online, recording card fees, handling lottery and sales tax as liabilities and closing the month. You keep Gilbarco as it is, and we handle the reconciliation and the monthly close.
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.
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. Because Passport can connect to other back-office systems, the reports you send us may come from Passport, from a separate back office or from both. You run the store and the equipment records what happens. We keep the books in QuickBooks Online, and we write down which side of the line each task sits on at the start. We work from the reports your Gilbarco setup already produces, your statements and your QuickBooks Online file. We are not part of Gilbarco, we do not set up or change anything in it, and what your own setup includes is something to confirm with Gilbarco, your installer or your back-office vendor.
You run the store and keep your reports available to us. You also deliver cash to the bank and send what we ask for. These are the parts only someone on site can do. When a report or a deposit is late, the books wait, so a quick reply to our reminder keeps the month moving.
Gilbarco, your installer or distributor provides the equipment and its support, and a separate vendor supports any back office you run on top of Passport. We do not quote or support any of it. If a pump, a screen, a setting or a report is not working, that question goes to them, and we work from what they help you export.
We post the totals, match the bank, record fees, handle tax and lottery as liabilities, close the month and report. In plain terms, we turn the daily numbers into books you can read. Each month you get a clear picture, and any odd item comes to you as a question with the facts attached.
A Gilbarco site often has more than one system in the chain: dispensers, the Passport register and sometimes a separate back office. Each can produce a total, and they do not always agree. We decide with you which report is the official one for the books, so nobody posts the same day from two places.
We are not your Gilbarco distributor, not your installer, not your back-office vendor, not your payroll company and not your tax return preparer unless we agree that separately. Knowing the limits up front means you know who to call for a pump fault and who to call about a month that will not close.
The monthly package is in what we do. What we ask for is in the request list. The task owners are in who owns which task. For how the pieces fit, see Gilbarco Passport POS and the Gilbarco end of day report.
Daily totals are entered into QuickBooks Online by account and by store.
Bank, card and fleet accounts are matched, and fees are recorded.
Lottery and sales tax are tracked as amounts owed.
We review, lock the period and send financial statements.
We list anything that needs a decision from you.
We agree the stores, the accounts and who sends what.
On a short call we list every store, its bank and card accounts, and the QuickBooks Online file we will work in. We also find out whether your reports come from Passport, a separate back office or both.
You leave with a one-page list of what we need and by when. Nothing about your setup changes, and we do not ask for your login.
We match your departments and tenders to QuickBooks accounts and test one month.
Fuel, store sales, lottery and sales tax each get their own place, so none of them is counted as income by mistake.
We run that month through the mapping and compare it with your bank before any live month depends on it.
We clear any old months that are open.
Earlier months are worked through from the oldest. Each is matched to bank and card statements and closed before we start the next.
You get a short list of anything we could not place, and we ask rather than guess.
You send reports and statements, and we confirm receipt.
After month end you send the daily and monthly reports and the bank and card statements, in whichever way you already use. We confirm the same week that the set is complete.
If your setup does not offer a report we asked for, tell us. We work with what you have and note the limit.
We post, match and send the books with a note.
We post the totals, match deposits and settlements to the bank, record card fees and handle lottery and sales tax. Any gap gets a reason, not a plug figure.
You receive the closed books with a short note covering what changed. Your CPA can be copied.
Report names and availability depend on your Gilbarco setup and back office. If something is not offered, tell us and we will work with what you have.
You, with Gilbarco, your installer or distributor.
You, on the agreed rhythm.
Us.
Us.
Us, with the statements you send.
Gilbarco, your installer or your back-office vendor, not us.
You want the month closed without the weekend work.
You want one official set of totals.
You want every store posted the same way.
We do not need your Gilbarco login. Export the reports or ask your installer to send them.
A 30-minute call and about 48 hours of review, free, covering your Gilbarco reports and your QuickBooks file.
We write down which Gilbarco 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.
Matching your fuel reports to supplier invoices and bank deposits every cycle.
5 services →Posting store departments and lottery, and booking vendor invoices.
9 services →Sales tax and pass-through money held as liabilities, and checked each month.
4 services →Setting up a second store, or a sale, so each site stays separate in the ledger.
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 →The ways totals can move across, what to ask, and what to check either way.
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 Gilbarco guides →| Every gas station software guide →
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