Leaving Petrosoft
Petrosoft makes more than one product, so leaving it can mean replacing a back office, a register, a fuel tool or an invoice service, one at a time or all at once. This page explains what to save before access ends, how to pick a clean cutover date, and how to close out so no day is lost or counted twice. We do not sell any replacement, and we are not Petrosoft.
Works with your POS, back-office & accounting stack
Work out which Petrosoft products you are leaving, read your agreement for the notice period and data terms, export and save every report you may need, pick a clean cutover date, reconcile and lock the last period, and set opening balances in the new system from real numbers. Also plan any scan data, invoice and card processing changes that were tied to it.
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.
Owners leave Petrosoft for many reasons: cost, a change of fuel brand, a new owner or a different register. Petrosoft describes CStoreOffice as a cloud back office, so what you can export, and for how long after cancelling, depends on your plan and agreement. We work from the reports Petrosoft already produces, your statements and your QuickBooks Online file. We are an independent accounting firm and are not affiliated with Petrosoft, PDI or Modisoft. What your own plan includes is something to confirm with the vendor.
Petrosoft lists CStoreOffice (back office), SmartPOS (register), Fuel-Central (fuel inventory), EDI invoice processing and tobacco scan data submission, among others. Write down which ones you use, because each has its own data, its own end date and its own effect on the books.
Look for the term, the notice period and what happens to your data after you leave. Do this before telling anyone you are going. A missed notice date can keep charges running for months.
What can I export, in what format, and for how long after cancelling can I still get it? A written answer is worth far more than a phone call, especially for a cloud system where access can end on a set date.
Daily reports, price book and item lists, vendor invoice history, fuel inventory history, scan data and rebate statements, and the user list. Save them in one folder by year, because your accountant, lender and a future buyer may all ask for them.
If invoices reach you electronically, or tobacco scan data is submitted through Petrosoft, both change on cutover day. Ask what replaces each one, because a missed rebate submission or a missing invoice shows up later as a gap in the books.
To see what to save, go to the keep list. For how a cutover goes wrong, go to where it goes wrong. For the options on the other side, read Petrosoft competitors and alternatives, and for every guide see the Petrosoft hub.
We list what to export before access ends.
We record the time the old system stopped and the new one started.
The last period is reconciled and locked.
Fuel, lottery and vendor balances come from real numbers.
We reconcile it against the bank before you relax.
Choose the last day on Petrosoft and the first day on the new system.
A month boundary is easiest. Write down the exact switch time.
Tell your processor and suppliers the date.
Everything on the keep list goes into one archive.
Do this before access ends, since old reports are hard to recover later.
Keep a copy somewhere that is not the old system.
The last period is reconciled and locked.
Open card batches are watched until the old processor finishes paying out.
Any unexplained item is listed for you.
Opening balances come from the final Petrosoft numbers.
Fuel, lottery and vendor balances are carried across, not guessed.
New report lines are mapped to QuickBooks accounts.
We reconcile it against the bank before you relax.
The first month is where hidden mapping problems show.
You get the books and a note on what changed.
Report names and export options vary by plan. Ask Petrosoft what yours are called and what can be exported.
Data is not exported before access ends.
Neither or both systems report the cutover day.
Fuel on hand in the new system is a guess.
Scan data was submitted through Petrosoft and nobody replaced it.
Electronic invoices were tied to the old system.
A notice date was missed and billing continues.
You want to leave without losing history or a day.
You want every data stream traced.
You want to save what the seller left.
Not sure what Petrosoft can export? Ask them in writing and send us the answer.
Book a 30-minute call. We then take about 48 hours to review the records you have and send you what we found, at no charge.
If you go ahead, we agree what we own, what you send and the dates for each step.
The first close is the slowest. After that, the same rhythm repeats.
Fuel balances and history carried across so opening fuel is real.
5 services →Store, lottery and vendor balances closed out as of the switch date.
9 services →Tax records kept complete across the change.
4 services →Each store cut over on a planned date, one at a time or together.
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 CStoreOffice: reconciliation, month-end close and totals posted into QuickBooks Online.
Read more →What CStoreOffice, SmartPOS and Fuel-Central do, which reports to pull each month and how totals reach QuickBooks.
Read more →What to export, how to pick a cutover date and how to close out cleanly.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Petrosoft guides →| Every gas station software guide →
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