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Introducing Loss Radar: see which shift cost you money.Learn more

StationPro

fuel margin tracking software

Fuel margin tracking software with live target-vs-realized per grade.

Pump totalizer ↔ POS sales ↔ BOL deliveries ↔ ATG tank readings, reconciled daily, with realized margin computed live against your configured target per grade per store.

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Who this is for

Independent gas station operators tracking fuel margin across regular, mid-grade, premium, diesel, and (where applicable) DEF and racing fuel.

Why the current workflow breaks.

Target margin and realized margin drift, and you don't see it.

Operators set target margin per grade when they reprice (e.g. 18¢/gal on regular). Realized margin, the actual margin after card fees, fuel-tax timing, and any wet-stock loss, typically runs 1–3¢/gal lower. Without continuous tracking, the gap is invisible until month-end, by which point a $0.02/gal drift across 30,000 gallons/month is $600 of margin already gone.

Wet-stock loss compounds before it's noticed.

Tank stick or ATG inventory should match POS-side dispensed gallons after deliveries. If dispensed exceeds expected, pump miscalibration, leak, or theft, the loss compounds for days. Manual tank-stick reconciliation runs weekly at best.

BOL deliveries reconcile against tank readings on paper.

A typical BOL says 7,500 gallons delivered. The tank reading shows the tank rose by 7,400. The 100-gallon variance is either evaporation, measurement error, or a short-pour, and without daily reconciliation, the variance goes into a spreadsheet that gets reviewed monthly, if at all.

The workflow

How it actually runs.

The same sequence on every store, every shift: pre-populated where possible, with attribution baked in.

  1. 01

    Wholesale cost ingests on update.

    When your jobber sends a new wholesale cost (OPIS, DTN, direct supplier email, or jobber portal), it updates in StationPro. Target margin per grade is computed against the new cost.

  2. 02

    POS dispensed-gallons feed flows in continuously.

    Every fuel transaction records grade, gallons, price-per-gallon, and timestamp. Realized margin per gallon computes live (price − cost − card fee).

  3. 03

    BOL ingests on delivery.

    Driver hands over the BOL; clerk scans it. Gallons by grade extract automatically. Expected tank rise computes against the ATG reading (or manual stick).

  4. 04

    ATG readings reconcile every 15 minutes.

    Veeder-Root or Gilbarco ATG pulls inventory every 15 minutes. Inventory delta over the day reconciles against dispensed gallons minus deliveries.

  5. 05

    Wet-stock variance flags daily.

    Variance between dispensed and inventory delta over the day flags as a wet-stock variance. Above the configured threshold, the owner gets an alert.

  6. 06

    Margin rolls up per store, per grade, per shift.

    Portfolio view shows realized margin against target per grade per store. Drift surfaces before month-end so repricing decisions are timely.

Who uses this, and how.

  • Owner repricing fuel daily.

    See realized margin live as wholesale moves. The "should I reprice today" decision becomes a 30-second glance instead of a 15-minute spreadsheet.

  • Multi-store operator comparing grade margin.

    Portfolio rollup shows which store carries which margin per grade. Identify the underperforming grade-store pair quickly.

  • Operator suspecting wet-stock loss.

    Daily ATG-vs-dispensed reconciliation surfaces the variance within 24 hours. Pump miscalibration, theft, or measurement error all become detectable categories.

  • California operator handling CDTFA fuel filings.

    Sales tax on diesel, prepaid SUT on gasoline, and the credit-card-fee netting all flow into the CDTFA filing pack with the supporting transactions reconciled.

Side by side

StationPro vs. spreadsheet-based fuel tracking.

DimensionStationProSpreadsheet-based fuel tracking
Realized margin per gradeLive, per transactionComputed weekly or monthly
Wet-stock variance detectionDaily, ATG-drivenWeekly tank-stick reconciliation
BOL reconciliationOCR on deliveryManual entry into spreadsheet
Wholesale cost updateAuto-ingest from jobber feedManual paste from email
Multi-store margin compareReal-time portfolio viewCross-store spreadsheet
ATG integrationVeeder-Root TLS, Gilbarco SmartTLSManual stick readings
Tax-on-fuel handling (CA)Built into filing packQuarterly spreadsheet rebuild

Questions, answered.

Which ATG systems do you integrate with?

Veeder-Root TLS-350, TLS-450, and TLS-4 series, plus Gilbarco SmartTLS. The ATG feed pulls inventory every 15 minutes, which becomes the basis for the daily wet-stock reconciliation. Stations without ATG can enter tank-stick readings manually with the same downstream behavior.

How is realized margin computed?

Realized margin per gallon = retail price − wholesale cost − card-processing fee (typical 0.5–1.0¢/gal) − any wet-stock loss allocated to the period. We compute this per transaction; the daily/weekly average across the period is what shows on the dashboard.

What's a normal target-vs-realized gap?

1–3¢/gal is typical. Anything above 4¢/gal on a sustained basis suggests a systemic issue (pump calibration drift, supplier cost mistracking, or wet-stock leak). The dashboard flags persistent gaps automatically.

Does this work for diesel and DEF?

Yes. Diesel margin is tracked separately (with the CA prepaid SUT timing handled correctly for California operators). DEF is supported as a separate grade where the station's dispenser tracks it independently.

How does wholesale cost get into StationPro?

Three options. (1) Direct integration with OPIS or DTN where the operator has a subscription. (2) Email parse, your jobber emails the daily cost sheet and we OCR it. (3) Manual entry, owner updates wholesale on the schedule the jobber publishes. Most operators use (2).

Keep reading.

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