Cleanup for stores that run PDI
If your QuickBooks file has missing days, doubled days, everything in one sales line or months that were never closed, the fix starts with finding the first day it went wrong. This page explains how a cleanup works for a store that runs PDI, what we need, and what you get at the end. We do not repair PDI and we do not need your login.
Works with your POS, back-office & accounting stack
It is a review of your QuickBooks file against your PDI reports and bank statements. We find the first month that stopped tying, fix the account map, correct entries from that point forward, and close each month so it matches the bank. Cleanup is scoped separately from monthly accounting.
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.
Cleanup is for books that have fallen behind or drifted away from what PDI and the bank show. It is a one-time project with a start and an end, and it is separate from the monthly service that keeps books clean afterwards. We work from your PDI reports, your bank and card statements and your QuickBooks Online file. We do not change PDI, we do not repair any connection, and we are not part of PDI or Intuit.
The usual reasons are a day posted twice or not at all, totals mapped to one sales line, tax and lottery counted as income, card fees never recorded, and months that were never closed. Each one is small. Together they leave books that no lender or CPA can rely on.
Instead of fixing everything at once, we work back to the first day PDI, the bank and QuickBooks stopped agreeing. Everything before that day is left alone. That keeps the repair small, and it stops a good year being disturbed by a bad month.
Cleanup is the moment to decide where fuel, store sales, lottery, sales tax and fees should go, and to write it down. A good map is what stops the same mess coming back. It is also what lets us compare one month with the next.
Entries are corrected from the first bad day forward, with a note of every change and why. Each month is matched to the bank, reviewed and locked before the next one starts. Locking stops an old month being changed by accident.
It does not file tax returns, resolve a tax notice or fix a PDI setting. If we find something that needs your PDI representative or your CPA, we say so and tell you what to ask.
To see what we look at, go to the cleanup table. For the common causes, go to where it goes wrong. If a sync is part of the problem, read PDI QuickBooks sync not working and why QuickBooks does not match your POS report. For the monthly service afterwards, see PDI accounting.
We compare PDI, the bank and QuickBooks until we see where they part.
Each department, tender and fee gets a named account.
Missing and doubled days are corrected, with a note of every change.
Tax and lottery are moved out of income into liabilities.
Each month is tied to the bank before it is locked.
We agree the months to cover and what you can send.
You send PDI reports, bank and card statements and read access to QuickBooks. We confirm the set is complete.
We list anything missing and what we can do without it.
We compare PDI, the bank and QuickBooks side by side.
We find the first month and the first day they stopped agreeing.
You get a short summary of what we found before we change anything.
We write the account map and agree it with you.
Fuel, store sales, lottery and sales tax each get their own place.
The map is kept in a short document for the future.
Entries are corrected from the first bad day forward.
Every change is logged with the reason, so your CPA can follow it.
Questions about unusual days come in one batch.
Each month is matched to the bank, reviewed and locked.
We work from the oldest month so errors do not carry forward.
Anything we could not place is listed for you.
You get closed books and a summary of the work.
We suggest the monthly checks that keep them clean.
Many owners continue with monthly accounting.
Report names depend on your PDI plan. If something is not offered, tell us and we will work with what you have.
A file was loaded again or an entry repeated.
A sync dropped or a day did not close.
Fuel, store, lottery and tax cannot be told apart.
Revenue looks higher than it is.
Card costs leave the bank unseen.
Reports already shared no longer match.
Each month is posted a little differently.
You want books you can hand to a lender or CPA.
You want to know what the last person left behind.
You want clean, tied-out months first.
Do not know when it started? That is fine. We find the first day the sources disagree.
A 30-minute call and about 48 hours of review, free, covering your PDI reports and your QuickBooks file.
We write down which PDI reports we use, what we post to QuickBooks and the date each month closes.
The first month is tied to the bank before we carry on monthly.
Fuel totals rebuilt and matched to deposits and deliveries.
5 services →Store, lottery and vendor figures reclassified into their own accounts.
9 services →Sales tax and lottery moved out of income and checked.
4 services →Several stores cleaned up the same way, then kept separate.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
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 →A safe order for setting up the sync, what to map, and how to prove it is right.
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 →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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Gas station & c-store accounting questions, answered.