Verifone Commander controls your pumps, registers and card payments. It also produces the reports your books depend on. This page explains what Commander does, which reports we need from it each month, and where those numbers go next.
Works with your POS, back-office & accounting stack
Verifone Commander is a site controller for gas stations and convenience stores. It connects the fuel dispensers, the registers and the card payment system, and it records what happens at the site. Your accountant never touches Commander. But the reports it produces are where the month's numbers start.
Commander manages real-time communication between your fuel dispensers, your registers and your back-office reporting. Verifone describes it as made up of the point of sale, an electronic payment server and the site controller itself, and it works with Verifone registers such as Ruby2, Ruby CI, C18 and Topaz.
Commander records the day. It does not reconcile that day to your bank, decide which accounts each number belongs in, record card fees, or produce the profit and loss and balance sheet your CPA and lender expect. That work happens after the reports leave the site.
Commander produces daily and cashier reports, and the exact set available depends on how your site is configured. For each month we work from the daily sales and tender totals, the fuel totals by grade, the cashier or shift cash reports, and the card and lottery totals. The table below shows what each is used for.
In most stores the Commander data feeds a back-office system, often a third-party one such as PDI or CStoreOffice, which totals the day. Those totals then have to land in QuickBooks Online and tie back to the bank. We check each handoff.
If you are not sure which reports to give your accountant, start with the report table. If your Commander totals and your books disagree, see where this goes wrong. If you would rather hand the whole monthly close to a team that does this for gas stations, what we do covers it.
A step-by-step month-end close checklist for a gas station running Verifone, PDI and QuickBooks Online.
Read more →What a Verifone register records at the pump and counter, and how those sales end up in your books.
Read more →What Verifone's back-office tools and PDI each do, how to decide, and what your books need either way.
Read more →What the Verifone end of day report shows, what to check on it each day, and how it ties to your bank and QuickBooks Online.
Read more →Which Verifone Commander reports to pull each month, what each tells you, and where it goes in QuickBooks Online.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →We confirm every day of the month has a closed and counted report, with no gaps and no doubles.
Fuel by grade, store sales by department, and lottery and sales tax as liabilities, not income.
Cash, card and fleet totals are matched to deposits and settlements, tender by tender.
Shortages, voids and open days are traced to a day and a shift, so they can be fixed at the register.
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."
Clay PearsonDaily, cashier and fuel reports for every day, plus your bank and card statements.
Every day is closed, counted and in the right period before anything is posted.
Each total goes to one clear account in QuickBooks Online.
Deposits, card settlements, fuel and lottery are matched to their outside sources.
You get the books, plus a short list of what we found and what to change at the store.
Report names and layouts vary with how your site is configured. These are the categories we work from.
An open or skipped day leaves the reports and the bank permanently apart.
A report pulled for the wrong period posts a day twice or misses one.
If the site's day does not end at midnight, totals can straddle two calendar dates.
Changes made at the register after the fact change the totals, and the change is never explained.
Without a shift count, a shortage hides inside a daily total.
The processor deducts its fee before depositing, and the fee is never recorded.
You want to know which reports matter and what your accountant does with them.
You want a clear list of what to export and when.
You want to hand over the right reports without a long back and forth.
If you are not sure which reports to pull, send what you have. We will tell you what is missing.
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.
We agree which reports to collect, fix the account 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 a 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
Book a Free Books Review
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.