PDI accounting for gas station and c-store owners who use PDI Technologies as their back office and want clean, accurate books. Think of us as your PDI accountant for gas stations and your c-store bookkeeping team. Whether you need PDI bookkeeping, gas station bookkeeping or a full gas station accountant, we build it around PDI. Our PDI accounting services start where PDI stops. PDI totals your store. We make sure those totals tie to the bank and land correctly in QuickBooks.
Works with your POS, back-office & accounting stack
PDI, the back-office system from PDI Technologies, runs your store's back office. It does not run your books. This is how the two fit together for a gas station or c-store owner: what PDI covers, where the handoff to QuickBooks Online happens, and where most stores lose track of their money.
PDI collects what happens at the register and the pumps and turns it into daily numbers: sales by fuel grade and department, lottery, deposits, and the reports you use to run the day. For many owners it's the first place those numbers are in one spot instead of scattered across receipts.
For most single stores and small chains, PDI is not where the official books live. Bank and card reconciliation, payroll, sales tax filing, and the profit and loss statement and balance sheet your lender and CPA expect all belong in accounting software. If you run the business on PDI reports alone, you know what you sold but not what you earned.
The usual setup is a register (such as Verifone) feeding PDI, and PDI's daily totals going into QuickBooks Online, where the books are kept. Done right, fuel, store sales, lottery, sales tax and deposits all land in the right accounts, and your monthly reports can be trusted. Done wrong, the two systems disagree and nobody knows which number is right. We show how the handoff works in how it connects.
Two problems show up again and again. The first is the handoff: PDI and QuickBooks Online totals that don't match, lottery that never gets recorded, card fees that are missing, and deposits that land in the wrong month. The second is the store numbers themselves: fuel variance, cash over/short, and margins that look fine on a report but aren't real. We cover both under problems we fix.
If you're still working out how your tools fit together, see how it connects. If your numbers don't match or your month-end drags on, go to problems we fix. If you'd rather hand it to a team that does this for gas stations every day, what we do covers monthly PDI bookkeeping and c-store bookkeeping, MIS reports, and PDI-to-QuickBooks Online reconciliation.
Each day's PDI totals are matched to the bank, tender by tender, so shortages and timing gaps are found in days, not months.
Bank and card accounts reconciled, fuel and vendors tied out, liabilities rolled forward, and the period reviewed and locked.
Profit by fuel, by store and by department, so you can see which side of the business earns the money.
PDI totals posted to the right QuickBooks accounts and tested against real deposits, so the two systems agree.
Your PDI sales, tender, fuel, lottery and deposit reports, plus your bank, card and fleet card statements for the month.
Each PDI total goes to one clear account in QuickBooks Online: fuel by grade, store sales by department, lottery and sales tax as liabilities.
Deposits are matched tender by tender, fuel is tied to deliveries by grade, and lottery, card fees and vendor invoices are checked against their statements.
Variances are reviewed, liabilities are rolled forward and the period is locked so it does not change after the fact.
You get a profit and loss with fuel, store and department separated, a balance sheet, and a clear list of what we found and what to fix at the store.
Report names and layouts vary with how your PDI is set up. These are the categories we work from.
Delivered, stored and sold gallons that do not agree, so fuel margin cannot be trusted.
Daily differences that nobody traces to a shift, a register or a tender.
Lottery owed, paid out and recorded that never agree with the lottery statement.
Processor and fleet card fees taken from deposits but never booked as expenses.
Totals posted to the wrong accounts, posted twice, or missing, so reports disagree.
One-site owners who want a bookkeeper who understands PDI, without hiring in-house.
Groups of a few stores who want the same accounts and the same close at every site.
Owners who need consolidated numbers across locations and a clear view of each store.
After that, we tell you what else we need and when, and we agree a monthly schedule.
A 30-minute call, then about 48 hours while we review your books. You get our findings and a plain explanation of how we would fix them.
If you go ahead, we fix the chart of accounts, set the PDI-to-QuickBooks mapping, and work through any backlog from the oldest open month forward.
The first month is reconciled, closed and reported. From then on it runs on the same schedule.
Fuel inventory, daily POS reconciliation, jobber statements and fuel versus store margin.
5 services →Car wash, lottery and ATM, vendor and DSD invoices, prepared food, shrinkage and more.
9 services →Fuel excise and motor fuel tax, multi-category sales tax, BSA/AML-aware books and entity tax.
4 services →Multi-location consolidation, store acquisitions and disposals, and loan and financing packages.
3 services →FAQ
Follow one day of sales from the register to PDI to QuickBooks Online, see where the numbers go missing, and how to check that all three agree.
Read more →The usual causes when PDI and QuickBooks Online disagree, how to find the gap, and how we reconcile the two.
Read more →A step-by-step month-end close checklist for a gas station running Verifone, PDI and QuickBooks Online.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →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."
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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.
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Gas station & c-store accounting questions, answered.