Starting on Modisoft
A new register and back office changes how every sale reaches your books. This page explains what to save from the old system, how to choose a start date, how to map the new departments to QuickBooks and what to check in the first month. We do not sell Modisoft and we do not set it up.
Works with your POS, back-office & accounting stack
Save the old system's history, pick a clean start date and write it down, map the new departments and tenders to QuickBooks accounts before the first sale, set opening balances from real numbers, and compare the old and new reports for a few days. Then tie the first month to the bank.
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.
Modisoft describes itself as a cloud POS and back office with inventory, reporting, fuel and lottery management and daily reconciliation. A new system changes report names, departments and sometimes the card processor, and all of that reaches your books. Setup, training and what your plan includes are for Modisoft or your reseller. We work from the reports Modisoft already produces, your statements and your QuickBooks Online file. We are not part of Modisoft, we do not set up or change anything in it, and what your own plan includes is something to confirm with Modisoft.
Before anything moves, export the old system's daily reports, fuel history, lottery history and balance, vendor and item lists, and deposit history. Once the old system is switched off, these are hard to get back. Your accountant and lender may ask for them later.
The first day on Modisoft should be written down, ideally the start of a month. Everything before it stays in the old system's numbers, and everything after it comes from Modisoft. A clear date stops a day being posted twice or not at all.
Decide which QuickBooks account each Modisoft department, tender and fee will go to, and write it down. Fuel, store, lottery and sales tax need their own places. Mapping after the fact means re-posting weeks of sales.
Fuel on hand, the lottery balance and vendor balances should be carried from the final reports of the old system, not estimated. A wrong opening fuel number creates a fuel variance that never goes away.
If your processor changes, two settlement streams may overlap for a few days. Trace both until the old one stops. Fees and deposit timing may differ, and a new processing agreement is worth reading before you sign it.
For the list of what to check, go to the switching table. For the usual mistakes, go to where it goes wrong. For how Modisoft reports reach QuickBooks, read Modisoft back office and how to sync Modisoft to QuickBooks. To have a team run the books through it, see what we do.
We list what to export from the old system before it goes.
The first day and the account map are agreed in writing.
Fuel, lottery and vendor balances come from the final old reports.
For a few days both sets of reports are lined up.
The first Modisoft month is reconciled against the bank.
Export the reports and balances you may need.
Keep them in one folder named by year, outside the old system.
Ask the old vendor in writing what can be exported and for how long.
Pick the first day on Modisoft and write it down.
The start of a month is easiest.
Tell your processor, suppliers and staff the date.
Decide where each department, tender and fee goes.
Keep fuel, store sales, lottery and sales tax apart.
Put the map in a short document you can follow later.
Carry fuel, lottery and vendor balances from the final old reports.
A guessed opening balance becomes a permanent variance.
Check each one against a supplier or lottery statement.
Compare old and new reports for the same days.
Differences usually point to a department or a setting.
Fix them before the old system is switched off.
Reconcile the first Modisoft month to the bank.
Count the days posted and match deposits to days.
You get the books and a note on what changed.
Report names and setup options depend on your Modisoft plan. Ask Modisoft or your reseller what yours are called.
The old system is switched off and the data is gone.
Neither or both systems report the switch day.
New departments have no mapping and land in sales.
Fuel and lottery start wrong and stay wrong.
Old and new deposits are not traced.
A mapping error runs for months.
You want the books ready before the first sale.
You want history and balances carried over.
You want every store set up the same way.
Not sure what your old system can export? Ask the vendor 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.
Opening fuel set from real numbers and fuel mapped from day one.
5 services →New departments and lottery mapped before the first sale.
9 services →Tax categories on the new register checked.
4 services →Several stores moved to Modisoft the same way.
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 Modisoft: daily reconciliation, month-end close and Modisoft totals posted into QuickBooks Online.
Read more →What the Modisoft back office does, which reports to pull each month, and how its totals reach QuickBooks Online.
Read more →What a Modisoft register records at the pump and counter, and how those sales end up in your books.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Modisoft guides →| Every gas station software guide →
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