Software for Fuel Jobbers With Convenience Stores (2026)

A jobber that owns convenience stores runs two businesses. The wholesale side buys loads at the terminal, prices them to dealers and keeps the fuel tax straight. The store side runs a pricebook, registers, lottery and a daily close. Most vendors sell those as two products that connect. FastDragon, ours, puts both under one login with one ledger.

The load your wholesale company delivers to your own store is the test that separates them. It is a sale on one set of books and a purchase on the other, at a price you set, and both companies have to record it the same way on the same day.

Two companies, one owner

Many jobbers keep their stores in a company of their own, apart from the wholesale business, with separate bank accounts, tax IDs and often a separate lender. The owner reads the two together, while the bank that financed the stores reads the store company alone. Both views have to come from the same entries. How each system closes the month for two companies is in our guide to petroleum accounting software.

One load to your own store, worked through

Take a jobber whose wholesale company supplies 38 dealers and whose store company owns 5 stores. Each store takes about 12 loads a month of 9,000 gallons, so the stores buy 60 loads and 540,000 gallons a month from their own wholesaler.

The wholesale company prices those loads at rack, the posted wholesale price at the terminal, plus freight plus 3 cents. That margin comes to $270 a load, or $16,200 a month. Price the same loads at rack plus freight and the $16,200 lands in the store company. The owner's total stays the same. Each company's statement changes, and so does the picture the store company's lender sees. The price is a decision for the owner and the accountant. The software's job is to carry it the same way on every load.

Each of those 60 loads posts twice: a sale and a receivable in the wholesale company, a purchase and a payable in the store company, at the same price and the same gallons. Keyed by hand into two systems, the 60 loads become 120 entries a month, each one a chance to type a different price. Posted once by software that holds both companies, they stay at 60. At month end the consolidated statements remove the sale and the purchase, so the group shows only what it sold to outside customers.

The store's tanks add one more check. The gallons the wholesale side billed should match what the store's tank readings show came in. When the two are in different systems, someone compares them by hand every month for all 60 loads.

The store side has its own volume. Five stores closing every day make about 150 day closes a month, each with its register totals, card batches and fuel sales. Over the month, the gallons the stores sold, adjusted for the change in their tank inventory, should come to the 540,000 gallons the wholesale company billed.

Who runs both sides

ADD, iRely, PDI and Series2K sell the wholesale side and the stores as two products, and ADD handles intercompany processing in ADD Financials on Microsoft Dynamics. AIMS brings store data into COMPAS Commander through C-Store Control, and Red River's CSMinder store back office connects to RR Fuel. FastDragon runs Fuel Jobber, the c-store back office and its own general ledger under one login, with intercompany accounts that keep the balances between companies straight. Ask each vendor on this list, ours included, to post one load to your own store from a single entry and open both sets of books.

What the store side has to carry

A jobber's stores need what any chain needs: a pricebook, merchandise inventory, scan data for tobacco and other rebate programs, lottery and a daily close that comes in from the register. CSMinder works with Verifone, Passport, NCR and Pinnacle registers and Red River's own Vanguard, and ADD eStore with Verifone, Gilbarco/Veeder-Root, Pinnacle, Comdata and NCR. Series2K connects to the standard registers and has a lottery module, and iRely Retail tracks lottery inventory by game and book. FastDragon's c-store back office ties to the register, and its guide to c-store POS integration covers how registers and back offices trade files.

The wet stock, the fuel in the store's own tanks, came from your own trucks, so the store's fuel numbers and the wholesale side's have to agree. Red River's CSMinder reconciles deliveries against dispenser readings, FastDragon's c-store module reconciles wet stock and flags shrink for review, and iRely Retail reconciles sales with tank levels. Series2K runs fuel inventory and margin control. Red River is moving CSMinder's work into Omni Retail, its newer back office, so ask which of the two a new customer gets.

Card batches and the store company's bank

Card sales at each store settle as daily batches into the bank. A short batch shows up when someone ties batches to deposits, and with five stores that is about 150 a month before the store company's books can close. AIMS reconciles credit cards in COMPAS Commander, and FastDragon matches card batches to deposits and flags the gaps.

When two systems still make sense

Some jobbers run their stores under a brand program or a franchise that sets the back office, or keep a separate store team that already knows its system well. Two products from one vendor with a tested connection can serve that operator, and ADD, iRely, PDI, Red River and Series2K all sell that pair.

Commissioned-agent stores

Commissioned-agent sites put the fuel on the jobber's books and the store on the operator's, so both halves have to settle. ADD eStore includes a Dealer Sales Settlement module for payments and credits to consignees, and AIMS COMPAS Commander bills consigned dealers and calculates dealer commissions. FastDragon settles each agent station daily and offers TurboTurtle, a lighter c-store back office for the agent's daily close. iRely's petroleum software includes a consignment option. Our guide to commissioned-agent settlement software works one station's day through to the draft.

Where FastDragon fits

FastDragon was made for operators with fuel on one side and stores on the other: jobbers, petroleum marketers, wholesalers and c-store owners, often across more than one company. It holds the companies in three tiers, corporate entity, operating division and location, with statements for one company or the whole group and one customer list across them. Each piece is quoted to what you run, from one site to dozens, up to about 100 million gallons a year. Its multi-entity page shows how the companies fit together.

Questions to ask before you choose

1. Sell one load to my own store, then open both companies.
   The wholesale company should show the sale and the receivable and the store company the purchase and the payable, same price and same gallons, from one entry.
2. Where is the transfer price set?
   Set it once, rack plus freight plus the margin you choose, and watch it carry to every load the stores take that month.
3. Does the store's tank reading tie to the gallons the wholesale side billed?
   Deliver a load, enter the tank reading, and see the system match the two.
4. Bring in yesterday's day close from my register.
   Name your register brand and model and watch a day close arrive with department totals.
5. Settle one agent station and close its store in the same system.
   Fuel, card receipts and commission on the jobber side, and the store's own daily numbers on the agent's side.
6. What does one more store cost?
   Get the price of adding a store, a company and an agent station in writing.