When Gilbarco and QuickBooks disagree
If Gilbarco totals are missing from QuickBooks, arrive twice or land in the wrong account, the sync has broken somewhere. This page lists the usual causes, gives you a test order to find the gap quickly, and explains how to repair the books once you know. We do not repair the connection itself.
Works with your POS, back-office & accounting stack
Usually a day did not arrive or arrived twice, a department moved to the wrong account, a report or setting changed, or the connection dropped without a message. Count the days posted against the days closed first, then compare income for one day with the Gilbarco report.
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.
A sync that has stopped working rarely shows a clear error. More often the numbers are quietly wrong. This page starts from the symptom, because each one points to a short list of causes. We work from the Gilbarco reports and your QuickBooks Online file, and we do not repair the connection. Contact Gilbarco or your reseller for a fault in the connection itself.
The days posted in QuickBooks are fewer than the days your system closed. Likely causes: the connection dropped, a day did not close cleanly, or a file was never imported. Count the days first, because a missing day is the easiest thing to prove.
Income is higher than the report by a day's sales. Likely causes: a file loaded twice, a sync run again after a retry, or an entry typed on top of an automatic one. Look for two entries with the same date and total.
The total is right but a line looks too high or too low. Likely causes: a department was renamed or added, so the map no longer fits, or a tender moved. Compare the department list in the report with the account map.
Sales tax or lottery is being counted as sales. Check that both sit in liability accounts. This often began when a new department was added and defaulted to income.
Timing, fees and settlements usually explain it. Compare by the date the money reached the bank, and check that card fees are recorded as expense.
To work down the checks, go to the test table. To see how we repair the books, go to what we do. If you are setting a sync up from scratch, read how to sync Gilbarco to QuickBooks. For the wider picture, see QuickBooks integration for gas stations.
We work back to the first day the books and the report stopped agreeing.
Missing, doubled, wrong account or changed report, each with a reason.
We correct entries from that day forward, with a note of every change.
If a department changed, the account map is updated and written down.
A day count and a bank match so a break is found the month it happens.
Count the days posted against the days closed.
A missing or doubled day explains the most gaps for the least work. List every day with its posted total.
Do this before anything else.
Compare this month's Gilbarco report with last month's.
A renamed department, a new department or a changed tender can quietly break a map.
Ask whoever manages the system whether anything changed, and when.
Follow each department to its account.
Check that fuel and store sales are separate and that lottery and tax are liabilities.
A department with no account usually defaults to income.
Compare totals by the date money reached the bank.
A sale on the 31st paid on the 2nd looks like a shortage if you compare by sale date.
If the gap disappears, nothing is broken.
Compare the processor statement with the fee expense.
A missing fee is a steady small gap.
Record fees from the statement if the sync does not.
Fix entries from the first bad day and lock the period.
Keep a list of every change and why. Your CPA can follow it.
Add the monthly day count so the next break is caught early.
Report names and settings depend on your Gilbarco setup. If something is not offered, tell us and we will work with what you have.
The gap grows until a lender or CPA asks.
The same break happens again next month.
Corrections change reports already shared.
A department change was the real cause.
Nobody can explain the repair later.
You want to find out when it started.
You want a clean explanation and a repair.
You want to check nothing broke.
Do not know when it started? That is fine. We find the first day the books and the report disagree.
A 30-minute call and about 48 hours of review, free, comparing a month of Gilbarco reports with your QuickBooks file.
We walk forward from the last month that tied until the two first differ, then name the cause.
Entries are corrected openly, the bank is matched and the month is closed again.
Gilbarco fuel differences traced to a grade, a delivery or a missing day.
5 services →Gilbarco department and lottery gaps traced to the first day they appear.
9 services →Tax counted as income found and moved to the liability side.
4 services →A mismatch at one store separated from the rest of the group.
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 →The usual causes, a test order to find the gap, and how the books are repaired.
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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