For stores that run Petrosoft in the back office
Petrosoft makes the CStoreOffice back office, the SmartPOS register, Fuel-Central for fuel inventory and several other products. This page explains what each does, which reports to pull each month and how the totals reach QuickBooks Online. We use Petrosoft's own descriptions, and we are not Petrosoft.
Works with your POS, back-office & accounting stack
Petrosoft, based in Pittsburgh, makes CStoreOffice, a cloud-based back office for convenience stores and fuel retailers covering inventory, price books, fuel sales, shift reconciliation and profit-and-loss reporting. It records the store. QuickBooks Online keeps the ledger and ties the bank. Check the details of your own plan with Petrosoft.
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.
According to Petrosoft, the company was founded in Pittsburgh in 2002 and serves convenience stores, gas stations and fuel distributors. Its products include CStoreOffice (back office), SmartPOS (register), Fuel-Central (fuel inventory through tank gauge integration), tobacco scan data and EDI invoice services, and others. Those are vendor claims and the details depend on your plan. We are an independent accounting firm and are not affiliated with Petrosoft. What your own plan includes is something to confirm with Petrosoft.
Petrosoft describes it as a cloud back office covering item-level inventory, price book management, fuel sales, shift reconciliation and profit-and-loss reports, with more than 200 reports and a mobile app. It is the system most owners mean by "Petrosoft".
Petrosoft's point-of-sale hardware and software for convenience stores. If it rings the sale and CStoreOffice reports it, the books need to know which report is official.
Petrosoft says it monitors fuel inventory through tank gauge integration and supports fuel forecasting. Fuel variances and deliveries are an accounting question as well as an operations one.
Petrosoft offers tobacco scan data submission and EDI invoice processing. Rebates and vendor invoices need their own places in the books.
None of these is a general ledger. QuickBooks Online is where the ledger lives, the account your bank and CPA rely on. The totals reach it by typing, a file import or a connecting tool, and each route needs checking.
For the accounting service, see CStoreOffice accounting. For the QuickBooks side, see does CStoreOffice integrate with QuickBooks. For buying a store, see taking over a Petrosoft store. Every guide is in the Petrosoft hub.
Which CStoreOffice reports the books follow.
To its own QuickBooks account, once.
Deposits and settlements matched to days.
Card fees, tax, lottery and rebates.
Books locked, with a short note.
The same set each month.
Sales by department, fuel, lottery, tax and expected deposits.
A fixed list means nothing is missed.
No gaps, no doubles.
Count the days in the reports against the days the store was open.
Problems are found now, not at year end.
Each total to its own account.
Departments map to a written account list.
Update the list when the price book changes.
Deposits to days.
Compare expected deposits with the bank and record card fees.
Timing is separated from real differences.
Locked, with a note.
You get closed books and a short note.
Nothing in the store changes.
Report names depend on your products and plan. Ask Petrosoft or your reseller what each is called.
Fuel, store and lottery cannot be told apart.
Nobody decided which one the books follow.
Revenue looks too high.
It lands in the wrong account.
Scan data money is not recorded.
Deposits are always a little short.
You want to know what the books need from them.
You want to know where each one stops.
You want a clear list of reports.
Not sure which products you run? Tell us what you use and we will list the reports.
A 30-minute call and about 48 hours of review, free, of the Petrosoft reports you already export.
If more than one system reports the day, we decide which one the books follow.
The first month is posted to its own accounts and matched to the bank.
What the Petrosoft fuel reports show and what the books still have to add.
5 services →How department and tender reports become income accounts.
9 services →Where tax and lottery appear on the reports and where they belong.
4 services →Reading the reports store by store before rolling them up.
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 →What Petrosoft says, what to ask, and what to check whichever route your totals take.
Read more →What Verifone's back-office tools and PDI each do, how to decide, and what your books need either way.
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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