The Gas Station Accounting Checklist
15 questions. About 2 minutes. Get a clear scorecard: what's leaking, what's solid, and what to fix first.
How It Works
Answer 15 Questions
Yes, No, or Not Sure. No prep, no documents, no jargon - just honest answers about how your station runs today.
Get Your Score
See where you stand out of 15 and which tier of accounting health your station falls into.
See What to Fix First
Get a question-by-question breakdown showing what each answer reveals and where the biggest leverage is.
15 Questions. About 2 Minutes.
There are no wrong answers, just honest ones. Pick the option that best matches where you are today.
Do you know your exact fuel margin - the real profit per gallon after paying your jobber, card fees, and delivery costs?
Every month, do you check that the gallons your meters show as sold match what your jobber delivered and what your tank gauges say?
Do you get a separate profit report for your fuel pumps and a separate one for your inside store - so you know which side of your business is actually making money?
Are your jobber invoices checked against actual deliveries every time - making sure you were charged the right price for the right number of gallons?
Are your card payments - fleet cards, truck stop cards like COMDATA and EFS, and regular credit cards - each reconciled separately so you know exactly what came in and what fees were taken out?
Do you collect all of your vendor rebates - tobacco company payments, beverage marketing funds, and snack supplier allowances - every single month?
Is your lottery fully reconciled - meaning ticket sales, payouts to customers, and the commission the state owes you are all tracked and collected accurately?
Is your cash counted, dropped in the safe, and deposited in the bank on the same day or the next day - every single day without exception?
When your customers pay with food stamps (EBT/SNAP), are those sales recorded separately and not charged sales tax?
Is the income from your ATM machine - the fee customers pay each time they withdraw cash - recorded as revenue in your books every month?
Are your fuel, motor fuel tax, and sales tax filings all submitted correctly and on time - with the right amounts for each product category (fuel, tobacco, alcohol, food) as your state requires?
Are all of your business assets - the building, fuel dispensers, underground storage tanks, canopy, car wash, and equipment - on a depreciation schedule so you are getting the full tax deduction every year?
If you have loans between your gas station and other businesses you own, or between the business and yourself personally, are those loans written down in a formal agreement?
Do you sit down with a financial report every month - not just at tax time - and review how your business actually performed compared to the month before?
Do you know - right now - whether your business made or lost money last month, how much cash you have available, and what your biggest expense was?
Tip: scroll up if you want to revisit any answer.
Almost There
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Your Accounting Health Score
Here's where your gas station accounting stands today.
Here's What You're Already Nailing
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We'll audit your current setup and show you exactly where the money is leaking, what to fix first, and what the next 90 days could look like. No pressure, no pitch, just clarity you can use.
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