For stores that run Verifone Commander
A Verifone Commander produces many reports, and only a few matter for your books. This page lists which ones to pull each month, what each tells you, and where it goes in QuickBooks Online.
Works with your POS, back-office & accounting stack
Verifone Commander is the site controller that ties the pumps, registers and card payments together, and it can produce a long list of reports. For the books, you only need a handful. If you want to understand what Commander does first, see <a href="/verifone-commander">Verifone Commander</a>. Report names depend on your configuration, so confirm yours with Verifone or your reseller.
These sum up sales for a day or a period, by department and tender. They are the base for store income and for matching deposits.
Fuel sales by grade, and by day, are what feed fuel income and fuel margin.
Lottery sales and payouts, and sales tax collected, are pass-throughs and need their own accounts.
Cash, card and fleet totals are what you compare with the bank and the processor.
To see the full list, go to the reports to pull. To see what goes wrong, go to where it goes wrong. If you want a team to handle it, 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 Verifone Commander does, which reports we need from it each month, and where those numbers go next.
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 →Send us a day or a month and we'll show you where the three systems disagree.
Get started →A short list, so you are not exporting everything.
Every figure goes to one clear account in QuickBooks Online.
Cash, card and fleet totals are matched to deposits.
The same reports are used every month so months can be compared.
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 PearsonThe short list from your Commander.
Every day of the month is covered.
Totals go into QuickBooks Online, one account each.
Cash, card and fleet totals are matched to the bank.
You get the books and a short list of anything unusual.
Report names and layouts vary by store setup. Ask Verifone what yours are called.
A report that looks right is used but it does not include everything.
A day is not covered, so the month does not add up.
A report is set up differently, so months cannot be compared.
The report includes lottery and it is counted as store income.
Sales tax is counted as income because it is not separated.
Everything is exported and nothing is checked.
You want to know which reports to send your bookkeeper.
You need a short list instead of the whole menu.
You send reports every month but the books still do not tie.
If you are not sure how to export a report, ask Verifone or your reseller. We do not provide that access.
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 Commander reports you send and which account each feeds.
The first month is reconciled, closed and reported, then 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.
Prefer to skip the form? WhatsApp us or email info@fuelcfo.com.
Tell us where to send it - we'll email it straight over.
Ask FuelCFO
Gas station & c-store accounting questions, answered.