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Fuel Operations · ⛽ Service

Do your fuel inventory numbers actually tie out?

Most stations 'kind of' reconcile fuel — book against physical, eyeballed, no real grade-by-grade math. So fuel shrinkage hides, fuel COGS is wrong, and your cents per gallon margin is fiction. Our petroleum accounting specialists handle daily wet stock reconciliation, ATG tank gauge tie-out, and fuel inventory management so every gallon is accounted for.

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The Problem

Why most stations get fuel inventory wrong

  • 01 Book-vs-physical reconciliation is skipped or done quarterly instead of daily.
  • 02 Grades are blended together, so you don't see which fuel grade is bleeding.
  • 03 Calibration drift, water bottom, and temperature compensation get ignored.
  • 04 Shrinkage hides under sloppy fuel COGS calculations — and it adds up to real money.
  • 05 ATG (automatic tank gauge) readings never get reconciled against POS gallons sold and jobber delivery tickets.
  • 06 Without daily wet stock reconciliation, fuel inventory management is just guesswork — and that costs gas station owners thousands per year.

What's Included

Exactly what you get

Every piece of work delivered as part of this service. No "we'll figure that out" — the scope is the scope.

Daily / periodic book vs. physical reconciliation by grade
Shrinkage & loss tracking with monthly variance reports
Grade-by-grade fuel COGS calculation (regular / mid / premium / diesel)
Temperature-compensated volume tracking where applicable
Water bottom and calibration adjustment monitoring
Tie-out to your jobber statements and your bank deposits
ATG tank gauge reconciliation against POS and delivery records
Fuel delivery reconciliation — BOL vs. ATG vs. invoice
Fuel shrinkage trending with year-over-year comparison by grade

How We Do It

The actual process — step by step

1

Pull your tank readings + POS exports

Daily ATG (automatic tank gauge) readings vs. POS gallons sold vs. delivered gallons from jobber statements. Our gas station bookkeeping team pulls all three for complete wet stock reconciliation.

2

Reconcile each grade separately

Each grade has its own book vs. physical. We don't blend. You see exactly where fuel shrinkage is happening, by grade and by tank — real fuel inventory management.

3

Flag & investigate variance

Daily variance threshold (typically 0.5%–1.0% of throughput). Anything above threshold gets investigated — meter drift, theft, calibration, evaporation. This is where fuel shrinkage tracking catches real loss.

4

Monthly variance report

End of month you get a one-page report: gallons in, gallons sold, variance, shrinkage by grade, year-to-date trend. Downstream petroleum accounting done right.

You finally know if you're losing fuel — and which grade, which tank, when. That's money you keep.

— what owners typically say after the first full month

FAQ

Frequently asked questions

Daily, periodic, or weekly — depending on your throughput and what your back-office system can export. Most multi-grade operators end up on daily wet stock reconciliation.
No direct access required. We work from your back-office system exports (CStoreOffice, SSCS, PDI, Petrosoft) or daily summary reports. Your live setup stays untouched.
Common — and exactly the problem we solve. We identify whether the gap is calibration, meter drift, or actual fuel loss. Most stations have all three; without a daily reconciliation you can't tell which.
Industry benchmarks put acceptable fuel shrinkage at 0.5%–1.0% of throughput. Anything above that warrants investigation. Our fuel inventory management process helps you identify whether it's mechanical, environmental, or theft-related.
Yes — fuel delivery reconciliation is built in. We match the bill of lading to the ATG stick reading at delivery and to the jobber invoice. Missing gallons get caught immediately, not weeks later.

Related Services

Often paired with this one

Fuel vs. Merchandise Margin Separation

Stop running on one blended P&L. See exactly what you make on fuel — and what you make on the store. Most gas station owners are shocked when they see the real cents per gallon margin next to merchandise margin.

See the service →

POS / Daily Sales Reconciliation

Reconcile your back-office system to your bank deposits every day, across cash, credit, debit, and fleet cards. Our gas station POS reconciliation catches shortages early — before a week of losses becomes a month of losses.

See the service →

Jobber / Supplier Statement Reconciliation

Reconcile every fuel delivery to your jobber statement. Catch missing branded fuel supply credits, fleet card rebates, and pricing mismatches. Our jobber statement audit service recovers money most gas station owners never knew they were losing.

See the service →

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Book a Free Books Review

Find out what your numbers are really telling you.

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.

  • 30-minute call, your time
  • We look at a sample of your books
  • Clear scope & pricing afterward

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