Bookkeeping for Convenience Stores & Gas Stations
— Fuel Inventory, Excise Tax & Franchise Accounting
Fuel FIFO, monthly tank reconciliations, lottery pass-through, EBT/WIC/SNAP reimbursement timing, franchise royalty accruals, and multi-category sales tax — handled. Built for branded and independent c-stores that don't fit generic retail bookkeeping.
What we handle
The accounting mechanics that only show up in c-stores and fuel retail — not in generic retail bookkeeping templates.
Fuel Inventory Accounting
FIFO vs LIFO for high-volume fuel, monthly tank stick measurements reconciled to dispenser sales, and shrinkage/evaporation tracked against industry norms (0.5–1.5% for gasoline).
Fuel Excise Tax Reconciliation
State and federal excise tax on every gallon, IFTA returns for multi-state carrier fleets, and federal fuel tax credits captured where eligible (off-road, exempt sales).
Lottery Ticket Commissions
Non-taxable pass-through accounting — ticket sales are a liability, not revenue. Only the 5–7% state commission is income. Weekly reconciliation against state agency statements.
EBT / WIC / SNAP Reimbursement
Match USDA and state processor deposits to POS batch totals. Track reimbursement timing (typically 5–10 business days), WIC voucher rejections, and program-specific fee structures.
Tobacco & Alcohol Licensing
Multi-category sales tax — beer, wine, spirits, and tobacco each at different state and local rates. Annual license fees amortized, tobacco excise stamps tracked per pack.
24/7 Cash Handling
Shift-based reconciliation for round-the-clock operations. Safe drop logs, till variance investigation, shrinkage tracking per shift, and clerk-level accountability reporting.
Franchise Royalty Payments
Shell, BP, Chevron, Exxon, 7-Eleven, Circle K — royalty on gallons or revenue, marketing fund contributions, territorial fees, and initial franchise fees amortized over the agreement term.
Payment Processor Reconciliation
High chargeback volume from fuel disputes and skimming claims. Interchange fees split by card type, PCI assessments, and weekly reconciliation across multiple processors.
Why convenience stores and gas stations choose us
We know the margins
Fuel margin is 15–20¢ a gallon on a good day. Inside sales (tobacco, beer, grocery, foodservice) carry the business. We track inside-vs-outside margin by category monthly so you see where money is actually being made.
Compliance built in, not bolted on
Federal and state excise tax, IFTA (when applicable), tobacco stamps, alcohol licenses, USDA EBT compliance, lottery agency rules. We structure your books so filings come out of clean reports instead of a scramble.
Shrinkage & theft visibility
Variance analysis per shift, tank reconciliation monthly, ATM vault audits, and unusual chargeback patterns flagged. You get the data you need to have the hard conversation — or prevent the loss in the first place.
Built for multi-location operators
Run 2 stores or 20. Per-location P&L, consolidated roll-ups, inter-location transfers, and franchise-aware accounting for mixed portfolios (branded + independent, c-store + gas, fuel + truck stop).
What's included in every plan
Plans from $249/mo — dedicated bookkeeper, payroll, all software included.
FAQs — Convenience Store & Gas Station Bookkeeping
Do you handle IFTA if we operate fuel trucks?
Yes. If you run a carrier fleet that crosses state lines, we track IFTA mileage by state, reconcile fuel purchases against state tax rates, prepare quarterly IFTA returns, and track credits owed. IFTA is only required when your fleet qualifies — most single-state c-stores don't need it. We'll scope correctly during onboarding.
How do you reconcile lottery commission deposits?
Lottery sales are pass-through — you collect cash for the state, the state sweeps it via ACH and pays you a 5–7% commission. We separate lottery gross sales (liability), state sweeps (cash out), and commission income (revenue). Only the commission is taxable. We reconcile weekly state statements against your cash drawer and POS.
Can you track ATM commission separately?
Yes. ATM vault cash is not revenue — it's a cash asset belonging to you or your ATM operator. We track vault loads, surcharge revenue, network fees, and monthly settlement statements from your ATM processor as their own ledgers, keeping your P&L accurate.
How do you handle fuel inventory shrinkage and evaporation?
We reconcile monthly tank stick readings (or ATG reports) against purchases and dispenser sales. Temperature-driven evaporation is expected (typically 0.5–1.5% for gasoline) and tracked separately from variance that could indicate metering issues, theft, or delivery shorts.
Do you reconcile EBT, WIC, and SNAP reimbursements?
Yes. We match EBT and SNAP batch totals from your POS to USDA/state processor deposits, track WIC voucher redemptions through the reimbursement timeline (5–10 business days), and flag rejected transactions for follow-up. Processing fees are captured separately.
How does franchise royalty accounting work for branded stations?
Branded stations (Shell, BP, Chevron, Exxon, 7-Eleven, Circle K) typically pay a royalty on gallons sold or gross revenue plus a marketing fund contribution and territorial fees. We accrue these monthly when sales are recorded — not when invoiced. Initial franchise fees are amortized over the agreement term.
Can you handle multi-category sales tax for tobacco and alcohol?
Absolutely. Beer, wine, spirits, cigarettes, and other tobacco each carry different state and local tax rates. We split sales by tax category at the POS level, track excise stamps for tobacco, amortize annual liquor and tobacco license fees, and prepare filing-ready reports for every jurisdiction.
Do you work with independent stations or only branded franchises?
Both. Many operators run a mixed portfolio — one branded station under a supply agreement and another independent. We structure each entity's books for its specific compliance obligations and roll them up for your consolidated view.
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