Accounting built for stores that run Verifone
A service page for stores that run Verifone Commander. It sets out how we start, what we ask your Verifone setup for, how often we hand work back and forth, what a monthly package contains and which tasks stay with you. We are an independent accounting firm and we do not sell Verifone.
Works with your POS, back-office & accounting stack
Monthly bookkeeping that works from your Verifone reports: matching the day's totals to the bank, posting them to QuickBooks Online, recording card fees, handling lottery and sales tax as liabilities and closing the month. You keep Verifone as it is, and we handle the reconciliation and the monthly close.
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.
Verifone describes the Commander Site Controller as combining site, payment and forecourt control, and offers a cloud Back Office. You run the store and Verifone equipment records what happens. We keep the books in QuickBooks Online. The service works best when everyone knows which side of that line a task sits on, so we write it down at the start. We work from the reports your Verifone setup already produces, your statements and your QuickBooks Online file. We are not part of Verifone, we do not set up or change anything in it, and what your own setup includes is something to confirm with Verifone or your reseller.
You run the store and keep your Verifone reports available to us. You also deliver cash to the bank and send what we ask for. These are the parts only someone on site can do. When a report or a deposit is late, the books wait, so a quick reply to our reminder keeps the month moving.
Verifone, your reseller or your installer provides the equipment and the support for it. We do not quote or support it. If a screen, a setting, a report or a device is not working, that question goes to them. We then work from whatever they help you export.
We post the totals, match the bank, record fees, handle tax and lottery as liabilities, close the month and report. In plain terms, we turn the daily numbers into books you can read. Each month you get a clear picture, and any odd item comes to you as a question with the facts attached.
Verifone reports can come from the site controller, the register or the Back Office, depending on your setup. A bookkeeper who sees only one sales figure loses the split between fuel, store, lottery and tax. We keep the split, so your books can show which part of the business earns and which does not.
We are not your Verifone reseller, not your equipment installer, not your payroll company and not your tax return preparer unless we agree that separately. Knowing the limits up front means you know who to call for a device fault and who to call about a month that will not close.
The monthly package is in what we do. What we ask your Verifone setup for is in the request list. The task owners are in who owns which task. For how the pieces fit, see Verifone Commander and Commander reports.
Daily Verifone totals are entered into QuickBooks Online by account and by store.
Bank, card and fleet accounts are matched, and fees are recorded.
Lottery and sales tax are tracked as amounts owed.
We review, lock the period and send financial statements.
We list anything that needs a decision from you.
We agree the stores, the accounts and who sends what.
On a short call we list every store, its bank and card accounts, and the QuickBooks Online file we will work in. We also agree who at your end sends reports each month and who answers our questions.
You leave with a one-page list of what we need and by when. Nothing about your Verifone setup changes, and we do not ask for your login.
We match your Verifone departments and tenders to QuickBooks accounts and test one month.
Fuel, store sales, lottery and sales tax each get their own place, so none of them is counted as income by mistake.
We run that month through the mapping and compare it with your bank before any live month depends on it.
We clear any old months that are open.
Earlier months are worked through from the oldest. Each is matched to bank and card statements and closed before we start the next.
You get a short list of anything we could not place, and we ask rather than guess.
You send reports and statements, and we confirm receipt.
After month end you send the Verifone daily and monthly reports and the bank and card statements, in whichever way you already use. We confirm the same week that the set is complete.
If your setup does not offer a report we asked for, tell us. We work with what you have and note the limit.
We post, match and send the books with a note.
We post the totals, match deposits and settlements to the bank, record card fees and handle lottery and sales tax. Any gap gets a reason, not a plug figure.
You receive the closed books with a short note covering what changed. Your CPA can be copied.
Report names and availability depend on your setup. If something is not offered, tell us and we will work with what you have.
You, with Verifone or your reseller.
You, on the agreed rhythm.
Us.
Us.
Us, with the statements you send.
Verifone or your reseller, not us.
You want the month closed without the weekend work.
You want a team to clear the backlog.
You want every store posted the same way.
We do not need your Verifone login. Export the reports or ask your reseller to send them.
A 30-minute call and about 48 hours of review, free, covering your Verifone reports and your QuickBooks file.
We write down which Verifone 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.
Matching your Verifone fuel reports to supplier invoices and bank deposits every cycle.
5 services →Posting store departments and lottery from Verifone, and booking vendor invoices.
9 services →Sales tax and pass-through money held as liabilities, and checked each month.
4 services →Setting up a second Verifone store, or a sale, so each site stays separate in the ledger.
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 →The usual causes, a test order to find the gap, and how the books are repaired.
Read more →Monthly bookkeeping for stores that run PDI: daily reconciliation, month-end close and PDI totals posted into QuickBooks Online.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Verifone guides →| Every gas station software guide →
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.
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Oniel Campbell
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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.