Petrol Pump Management System – Google Sheets Apps Script

A fuel station management system built around the shift, because that is how a petrol pump actually runs. Open a shift, record nozzle readings and sales through it, then close it with a full cash reconciliation — cash, card, bank, credit, POS sales and customer payments against the actual cash counted, with the variance visible rather than absorbed.

What it does

Nozzle readings capture opening and closing litres so sales per nozzle are derived rather than typed. Tank dips record physical stock, water level and temperature, and can be adjusted against book stock so the tank and the ledger stay in step. Fuel sales are recorded by fuel, nozzle, litres, rate and payment method; forecourt products like lubricants and wiper blades go through a separate point of sale. Credit customers carry outstanding balances with their vehicles registered against them — vehicle number, type, driver name and which fuel they are allowed — so a fleet account cannot be misfuelled and unbilled.

Proper accounts underneath

This is not a sales log with a total at the bottom. There is a cash book with deposits, withdrawals and transfers; cash and bank accounts with balances; journal entries posted against a chart of accounts; and purchase receipts that record the tanker number, seal number, density and temperature when a delivery arrives. Reports come out as trial balance, profit and loss, receivables aging, payables, sales summary, stock summary, expense by category and employee attendance.

Highlights

• 360 views throughout — on a shift, a nozzle, a fuel product, a cash account, a transaction
• Attendance marked with in and out times, feeding payroll generation directly
• Employees get their user account created automatically when added
• Masters for fuel products, tanks, nozzles and dispensers, with stock moving automatically
• Five roles — admin, manager, cashier, accountant, pump operator — documented in an About App matrix
• Currency, logo and colour theme configurable, including custom colours

Who it is for

Petrol and diesel stations, fuel depots and fleet fuelling operations where the daily shift handover is currently a notebook, and the difference between the meter and the cash only surfaces at month end.