Branded station with shop
Forecourt, shop and lube bay on the same stock, the same register and the reports the oil company requires.
Integrated shopBrand reportingCash per shift
System for gas stations
Fuel, shop and fleet in a single system.
Management system for gas stations: tanks, pumps, prices per product, shifts and cash closings, shop, fleets and house cards, all connected to invoicing and accounting.
What we solved
- Tanks, measurements and shrinkage
- Pumps, flow meters and forecourt checks
- Prices and validity dates per product
- Shifts, cash reconciliation and integrated shop
- Multi-station and multi-company
Who it is for
For every kind of station
The same base is configured around how the station operates: branded, independent or as a network.
Independent station
Control over tanks, prices and shifts without depending on a head office, with invoicing already solved.
Tanks and pricesShifts and cash countARCA invoicing
Network of several stations
Several stations under one company, with prices, stock and cash consolidated by branch.
Multi-stationConsolidated by branchMulti-company
How it works
One shift, end to end
From the moment the attendant opens the register until the closing reaches accounting, everything goes through the same system.
- 01
Opening
Shift by attendant, with assigned islands, tank measurements and flow meter readings.
- 02
Dispensing
Every fill-up is stored by nozzle, product and attendant at the current price. With a controller, it comes in by itself.
- 03
Payment
Ticket or ARCA invoice from the forecourt: cash, card, QR or fleet account.
- 04
Shop
Shop and lube bay sell against the same stock and the same register as fuel.
- 05
Closing
Cash count, variances by attendant and book versus measured stock. Posted to accounting automatically.
Modules
Everything that happens at the station
Eleven modules on the same base of electronic invoicing, accounting, inventory, users and permissions.
01Tanks and measurements
Fuel stock, manual dipstick or probe readings and shrinkage by tank.What it includes
Tanks
- Tanks by product and by station
- Calibration table to convert height to liters
- Fuel stock by tank
- Tanks linked to pumps and nozzles
- Capacity and free space by tank
- Minimum stock alerts by tank
Measurements
- Manual dipstick reading
- Probe measurement
- Product and water level
- Fuel temperature at measurement
- Measurement at the opening and close of each shift
- Measurement history by tank
Tanker truck deliveries
- Tanker truck delivery receiving
- Measurement before and after unloading
- Liters invoiced versus liters received
- Supplier delivery note linked to the delivery
- Delivery split across one or more tanks
- Delivery differences to claim
Book stock and shrinkage
- Book stock from sales and deliveries
- Book versus measured stock by tank
- Shrinkage and gains by tank
- Variances by shift and by day
- Configurable shrinkage tolerance
- Shrinkage valued at cost
02Pumps and flow meters
Integration with pumps and flow meters for dispensing on the forecourt.What it includes
Pumps and nozzles
- Pumps and nozzles by island
- Product and tank assigned to each nozzle
- Nozzles added, removed and changed
- Pumps in service and out of service
- Forecourt dispensing recorded in the system
- Maintenance history by pump
Flow meters
- Flow meter readings at shift open and close
- Electronic and mechanical meters
- Liters sold from meter differences
- Meters by pump and by shift
- Detection of meter jumps and resets
- Less manual entry at closing
Forecourt checks
- Meter liters versus invoiced liters
- Test or calibration liters returned to the tank
- Variances by nozzle and by shift
- Alerts for out-of-tolerance variances
- Status of each pump at closing
03Prices and effective dates by product
Price updates by product with effective dates, applied automatically at the pump.What it includes
Prices
- Price per liter of each fuel
- Prices for shop items, lubricants and supplies
- Bulk change by percentage or amount
- Cost and margin by product when setting the price
- Price history
Effective dates
- Effective date by product
- Price change scheduled by date and time
- Automatic application on the forecourt
- Meter reading at each price change
- Current price stored with each fill-up
Commercial terms
- Special pricing for fleets and account customers
- Surcharges or discounts by payment method
- Promotions by day or time slot
- Volume pricing for large customers
- Price lists with their own effective dates
Several stations
- Prices by branch in multi-site networks
- Centralized change for the whole network
- Per-station exceptions
- Price comparison across branches
- Log of who changed each price
04Dispensing
Every fill-up recorded by pump, product, shift and payment method.What it includes
Fill-up record
- Fill-up by pump and by nozzle
- Product, liters and amount
- Unit price in effect at the time
- Shift and attendant
- Date and time of each fill-up
- Payment method
Payment methods
- Cash, debit and credit
- QR and bank transfer payments
- Split payment across several methods
- Fill-ups on fleet accounts
- Fill-ups with a house card
- Company fuel vouchers and fueling orders
Invoicing from the forecourt
- ARCA electronic invoice from the forecourt
- End-consumer ticket or invoice with CUIT
- Automatic capture from the forecourt controller
- Fill-ups connected to the register
- Tank stock deducted
Dispensing control
- Fill-ups pending invoicing
- Unpaid fill-ups by attendant
- Voids with authorization
- Search by date, nozzle, customer or license plate
- Reprinting of fill-up receipts
05Shifts and cash closings
Shift opening and closing by attendant, with cash count and variances.What it includes
Shifts
- Shift opening and closing
- Shift by attendant
- Islands and pumps assigned to each attendant
- Daily shift roster
- Shift change without stopping dispensing
- Register by shift
Attendant settlement
- Attendant cash settlement
- Partial cash drops during the shift
- Card slips and payment receipts
- Vouchers and on-account delivery notes
- Expenses paid from the shift register
- Shortages and overages by attendant
Cash count and closing
- Cash count
- Meter liters versus amount settled
- Totals by payment method
- Variances by attendant
- Printed shift closing report
- Daily closing across all shifts
Consolidation
- Forecourt and shop cash at the same station
- Cash consolidated by branch
- Cash remittances to bank or treasury
- Closings connected to accounting
- Closing history by shift
06Shop and convenience store
Shop point of sale on the station's same stock and register.What it includes
Point of sale
- Fast barcode checkout
- Ticket and ARCA electronic invoice
- Payment with different methods
- The same register as the forecourt
- Fuel and shop items on the same receipt
- Promotions and bundles
Items
- Items by category and by supplier
- Barcodes and internal codes
- Quick item creation
- Price and cost by item
- Shop price lists
- Coffee-bar products with recipes
Stock and purchasing
- Same stock as the forecourt and the lube bay
- Minimum stock and restocking
- Purchasing and goods receiving
- Stock counts and adjustments
- Expiry date control
Shop performance
- Sales by category and by item
- Margin by item
- Sales by time slot
- Best-selling items
07Fleets and company accounts
Account by client company, with usage tracked by vehicle and by driver.What it includes
Business customers
- Account by business customer
- Credit limit by company
- Agreed price or discount by company
- Payment terms and billing period
- Accounts with overdue debt blocked
Vehicles and drivers
- Vehicles by license plate
- Authorized drivers by company
- Authorized product by vehicle
- Liter or amount limit by vehicle
- Limit by driver and by period
- Odometer reading recorded at each fill-up
Fill-up authorization
- Vehicle and driver validation before fueling
- Fill-ups over the limit rejected
- Delivery note signed by the driver
- Fill-ups at any station in the network
- Notice to the company when nearing the limit
Usage and billing
- Usage by vehicle and by driver
- Fill-ups charged to the account
- Kilometers per liter
- Periodic invoice with fill-up detail
- Account statement by company
08House discount and credit cards
The station's own cards, with discounts and credit for frequent customers.What it includes
Cards
- Customer and card enrollment
- Primary and additional cards
- Card blocking and replacement
- Card use on the forecourt and in the shop
- Usage by card
Discounts
- Discount by product or per liter
- Benefits by customer category
- Discount cap per period
- Benefits applied at the sale
Credit
- Credit limit by card
- Available balance at each purchase
- Periodic usage statement
- Statement collection
- Blocking for non-payment
Tracking
- Usage history by customer
- Discounts granted by period
- Usage by network station
- Inactive cards
- Debt by age
09Pump controller integration
Connection to forecourt controllers to automate dispensing and avoid manual entry.What it includes
Integration
- Connection to forecourt controllers
- Automatic capture, no manual entry
- Pumps, flow meters and tank probes connected
- Prices sent to the pumps
- One or several stations connected
Forecourt operation
- Fill-ups available for invoicing instantly
- Fill-up assigned to the pump's attendant
- Nozzle authorization and blocking from the system
- Preset fueling by amount or by liters
- Fleet fill-ups linked to the vehicle
Checks
- Meters read automatically at closing
- Reconciliation of fill-ups against meters
- Alerts for unpaid fill-ups
- Variances between controller and register
- Controller event log
Commissioning
- Forecourt survey
- Installation of controllers, meters and probes
- Setup of islands, pumps and nozzles
- Dispensing tests before going live
- Attendant training
10Lubricants and lube bay
Stock and sales of lubricants, supplies and accessories, with work orders for the lube bay.What it includes
Stock
- Packaged and bulk lubricants
- Filters, additives, coolants and accessories
- Same stock as the shop
- Stock by warehouse, forecourt and lube bay
- Stock count by product family
Lube bay
- Work order by vehicle
- Oil and filter change with supplies used
- Labor and services
- Technician assigned to each order
- Service history by license plate
- Next change by mileage or date
Sales
- Sales on the forecourt and in the lube bay
- The station's same register
- Services and products on the same receipt
- Sales to fleets on account
Purchasing
- Purchases from lubricant suppliers
- Receiving with delivery note
- Cost and sale price by item
- Margin by product family
- Supplier accounts
11Reports and dashboard
Dashboard with sales by product, by shift and by pump, in real time.What it includes
Dashboard
- Sales by product, by shift and by pump
- Real-time data
- Liters sold today
- Current stock in each tank
Fuel
- Liters by product, by day and by month
- Trend against the previous period
- Tank shrinkage
- Deliveries received by supplier
- Sales by attendant and by payment method
Management
- Margin by product
- Shop performance
- Results by unit: forecourt, shop and lube bay
- Fleet usage by company
- Account balances
- Cash variances by shift
Network and brand
- Consolidated by branch
- Comparison across stations
- Reports required by the oil company
- Data for accounting
- Export to spreadsheet
Go-live
The team goes to the station
We don't hand over a username and a password: we survey, install and leave the forecourt running against the register.
Station survey
We map the real workflow: tanks, pumps, flow meters, forecourt shifts, shop and lube bay, with the flow documented.
Business advice
Margin by product, tank shrinkage, shop performance and the terms of fleet accounts, using the station's own data.
Forecourt installation
Pump controllers, flow meters and tank probes, connected to the system so dispensing is never entered by hand.
FAQ
What stations ask us
Does it integrate with the pumps and tanks?
Yes. It integrates with forecourt controllers and flow meters so dispensing is not entered by hand, and tanks are measured by manual dipstick or probe with shrinkage control. The technical team leaves the connection working during installation.
Does it work for a branded station?
Yes. Forecourt, shop and lube bay work on the same stock and the same register, and the system produces the reports the oil company requires.
Can I run several stations from one place?
Yes. It is multi-station and multi-company: centralized prices with per-station exceptions, cash consolidated by branch and comparisons across stations.
How is a fleet account controlled?
Each company has its account with a credit limit and an agreed price. Vehicles are enabled by license plate along with drivers, with liter or amount limits, and invoiced by period with the detail of each fill-up.
What happens if the price changes mid-shift?
The change is scheduled by date and time, applied on the forecourt automatically, and the system takes the flow meter reading at that moment, so each fill-up keeps the price that was in effect.
Want something like this for your business?
Tell us what you need and we will put together a phased proposal.