Everything for stores that run PDI
PDI totals the day. It does not keep your books. This hub covers the guides, the fixes and the done-for-you help for stores that run PDI, from QuickBooks sync to lottery, fleet cards and buying or leaving a store. We do not sell PDI and we never need your login.
PDI is best known for back-office software that totals sales by department, tender and fuel grade, shows lottery and gives you the expected deposit. It is the record of what happened at the store. QuickBooks Online is where the ledger lives, the one your bank, CPA and tax office rely on. The two meet in the hand-off, and that is where numbers go missing. Our guide on whether PDI replaces QuickBooks explains the split.
A bookkeeper who sees one sales total throws away the detail PDI keeps. Fuel, store, lottery and tax need their own places, card fees need recording, and each deposit needs tying to the days behind it. That is the work in our PDI accounting service.
A store changing hands, or an owner weighing alternatives, needs the numbers tied to the bank first. See taking over a PDI store, moving off PDI and PDI competitors and alternatives.
After month end you send the PDI daily and monthly reports for each store and the bank and card statements. We check that every store and every day is there, post each total to its own QuickBooks account, match deposits and settlements to what PDI expected, record card fees, and tie lottery and sales tax to their statements. You get closed books and a short note. Nothing changes in PDI, and we never ask for your login.
Everything posted as one sales line, so fuel, store and lottery cannot be told apart. Sales tax and lottery counted as income. A day posted twice or not at all. Fleet and card settlements that are never matched to the days behind them. Card fees that leave the bank and are never recorded. Each one is small. Together they leave books that a lender or CPA cannot rely on.
We post the totals, match the bank, handle tax and lottery as liabilities, close the month and report. You keep running the store, keep PDI working and answer our questions about unusual days. Settings, modules and report problems go to PDI or your reseller, and we say so when we find one.
Start with the section that matches your question. If the books are behind, go to Work with us. If your totals will not match QuickBooks, go to Fix the numbers. If you are choosing a system, go to Buy, move, compare. PDI Technologies is based in Alpharetta, Georgia, and what your own plan includes is something to confirm with PDI.
Done-for-you accounting and cleanup for this system.
PDI accounting for gas stations: outsourced PDI bookkeeping, week by week. See what you hand over, what we own and what you get at month-end.
Read more →PDI QuickBooks cleanup for gas stations: how we find the first bad day, fix the account map, repair the books and get the months closed and tied to the bank.
Read more →Every PDI and QuickBooks guide, in one place.
What the system does, what it leaves to the books, and how to read its reports.
PDI back office for gas stations: what PDI Enterprise totals per store, which modules matter, and how each site lands in QuickBooks Online.
Read more →PDI Technologies products and acquisitions: a buyer's map of P97, Skupos, Comdata Merchant Solutions and Blue Cow, and what each means for your books.
Read more →Lottery, inventory, cards and the other items that need their own treatment in the books.
PDI lottery for gas stations: track shrink store by store, keep the lottery liability clean, and match settlements in QuickBooks Online.
Read more →PDI sales tax for gas stations: how tax totals from PDI map to sales tax payable in QuickBooks when fuel, tobacco, food and store items are taxed differently.
Read more →PDI inventory management for gas stations: fuel tanks, deliveries and variance, plus store shrink and cost. Two problems, one set of books.
Read more →PDI scan data, tobacco rebates, loyalty and promotions for gas stations: where rebates, discounts and promotion costs belong in QuickBooks.
Read more →PDI fleet card accounting for gas stations: how fleet sales, settlements, fees and timing should be recorded so fleet deposits tie to what PDI reported.
Read more →PDI multi-store accounting for gas station owners: keep each store separate, close every store each month, and see one clean picture across all of them.
Read more →PDI car wash accounting for gas stations: how to keep car wash revenue, wash codes and costs apart from fuel and store sales so each part shows its own margin.
Read more →PDI foodservice and deli accounting for gas stations: how to record prepared food sales, food cost, waste and franchise fees so you see real food margin.
Read more →PDI gift cards and vouchers for gas stations: why a gift card sale is a liability, not income, how redemptions clear it, and what to check each month.
Read more →PDI EBT and SNAP sales for gas stations: how to record EBT tender, match settlements to the bank and keep eligible sales in the right accounts.
Read more →PDI ATM and money order accounting for gas stations: how pass-through money, ATM surcharges and money order commissions should be recorded, and why most of it is not income.
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 that runs PDI: which PDI reports and records to ask the seller for, what to tie to the bank, and what to check after closing.
Read more →Moving off PDI: what to export, how to pick a cutover date, and how to close out PDI without losing a day in your books.
Read more →PDI competitors and alternatives for gas stations: what the names on those lists actually replace, what to ask, and what your books need.
Read more →Modisoft vs PDI for gas stations: honest questions to ask each vendor and what your books need either way.
Read more →PDI vs Gilbarco for gas stations: back office vs register and dispensers, how they work together, what to ask each vendor and what your books need.
Read more →Petrosoft vs PDI for gas stations: honest questions to ask each vendor and what your books need either way.
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."
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.