Inventory from Gilbarco to your books
Inventory decides your cost of goods, and cost of goods decides your margin. Gilbarco describes Passport as connecting to tank-monitoring and back-office systems, so inventory figures can come from more than one place. This page explains how stock, shrink and fuel should reach QuickBooks at a Gilbarco store.
Works with your POS, back-office & accounting stack
Stock you buy goes to inventory, what you sell moves to cost of goods, and what is lost or wasted is shrink expense. A regular count tells you which is which. Fuel is counted separately from store stock, using tank readings and deliveries.
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, which it describes as connecting to back-office, loyalty, price sign, car wash and tank-monitoring systems. Which inventory figures your setup produces (Passport, a separate back office, or both) depends on your plan, so confirm yours with Gilbarco, your installer or your back-office vendor. We are not affiliated with Gilbarco. This page is about what stock and fuel do to your numbers once they are counted.
Every dollar of stock you buy ends up in one of three places: sold, still on the shelf, or lost. Books that record only purchases as expense overstate cost in a heavy buying month and understate it in a light one.
Invoices are the proof of what you bought. Post each once and match it to the vendor statement, because a doubled invoice inflates cost of goods and a missed one understates it.
A full count every month is rarely realistic, so many stores count a few categories each week and rotate. What matters is a written schedule, a saved result and a posted adjustment.
Shrink is the gap between what the records say you hold and what is actually there. It is expense, and it should show on its own line so you can watch it, rather than disappear inside cost of goods.
Fuel inventory comes from tank monitoring and deliveries. Gilbarco says Passport can connect to tank-monitoring systems, so ask how yours feeds the reports, and keep fuel apart from store stock. Because Passport can connect to other systems, the same figure may appear in Passport and in a separate back office, so agree which one is official.
To see what to pull, go to the inventory reports. For the usual mistakes, see where it goes wrong. For how we run a month, see Gilbarco accounting, and for every guide see the Gilbarco hub.
Vendor invoices are matched to statements.
What sold leaves inventory at cost.
Losses get their own line.
Tank readings and deliveries are handled on their own.
Invoices, counts and tank readings for the month.
We agree which report holds each figure.
The same list every month.
Each invoice is checked against the vendor statement.
Doubles and misses are found now.
The statement is the tie-out.
Purchases to inventory, sales to cost of goods.
The balance sheet shows the stock you actually hold.
The method is written down.
Count differences become shrink expense.
A line you can watch month to month.
Large swings are explained.
Books and a short note.
Margin by category with cost of goods you can trust.
Unplaced items are listed.
Report names vary by setup and plan. Ask Gilbarco, your installer or your back-office vendor what yours are called.
Cost jumps in a heavy buying month.
Cost of goods is overstated and payables are wrong.
Losses hide inside cost of goods.
Fuel margin and store margin cannot be read apart.
Different reports give different stock numbers.
The count is done but the books never change.
The numbers swing and you cannot say why.
You suspect losses but cannot see them.
You need stock figures you can support.
No counts yet? We can help you start a simple schedule.
A 30-minute call and about 48 hours of review, free, of how stock and shrink show up in your Gilbarco reports and your books.
We write down where each item goes in QuickBooks and why, so it stays the same every month.
The first month is tied to the statements and the bank before we carry on.
Fuel counted from tank readings and deliveries, apart from store stock.
5 services →Stock, cost of goods and shrink by category.
9 services →Inventory and purchase records that support your tax filings.
4 services →The same count routine at every Gilbarco store.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
Monthly bookkeeping for stores that run Gilbarco: reconciliation, month-end close and totals posted into QuickBooks Online.
Read more →What the daily close shows, what to check each night, and how it ties to the bank.
Read more →How PDI fuel and store inventory reach QuickBooks Online, and how to explain a fuel variance.
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 →
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."
Clay PearsonBook a Free Books Review
Book a free books review. We'll look at your setup, show you what's missing, and tell you exactly how we'd fix it. No pressure, no obligation.
Prefer to skip the form?
Tell us where to send it - we'll email it straight over.
Ask FuelCFO
Gas station & c-store accounting questions, answered.