Retail & Fuel Station Back-Office
Daily back office for stores & gas stations
What's included
- Fuel, non-fuel & lottery invoice recording
- Margin verification & pricing updates
- Daily closing matched to your ERP
- Maker-checker review on every entry
Fuel and convenience retail runs on volume and thin margins, which makes the back office unusually unforgiving: a missed price update, an unrecorded fuel invoice, or a register that never got reconciled can quietly cost a site thousands a month. We run that back office daily — recording transactions, verifying margins, checking closings, and keeping the books current — so the store stays accurate without adding headcount.
What we handle every day
- Invoice & transaction recording — every fuel, non-fuel, and lottery invoice logged accurately and on time.
- Margin verification & pricing — margins checked against target, pricing updated, and store staff notified of changes.
- Daily closing & ERP verification — closing balances entered and matched against your ERP each day.
- Variance investigation — asset and liability variances traced to root cause and resolved, not carried forward.
- Sales reconciliation — register, POS, and back-office sales reconciled so reported revenue holds up.
- Payment processing — vendor and store payments prepared accurately and on schedule.
- Accounting & bookkeeping — your accounting software kept current with entries, ledgers, and reconciliations.
Built around a maker-checker control
The single biggest weakness in single-site retail accounting is that one person records and approves the same transaction. We separate those roles: your store enters, we independently review. That's how missing money, duplicate vendor payments, and coding errors get caught in days rather than at year end.
This pairs naturally with our accounts receivable & payable management for vendor terms, and ERP & MIS reporting if you run multiple sites and need them compared on the same basis. Multi-site operators usually add budgeting & forecasting once per-site data is clean.
Behind on more than the daily close? Catch-up and clean-up bookkeeping brings the file current first. For the full sector picture — the daily cycle, controls, and common questions — see gas stations & convenience stores.
Book a free consultation and we'll walk one site's daily numbers with you.
Why choose Aimfox for retail & fuel back-office
No extra hire needed
Your store employee handles daily inputs; we handle everything after that. No store manager or in-house accountant to recruit, train, or cover.
Maker-checker control
Every store entry is independently reviewed before it's finalised — the control that surfaces missing cash and shrinkage early rather than at year end.
Margins defended daily
Thin retail margins erode quietly. Pricing is checked against target and store staff are notified, so a missed update doesn't run for weeks.
Available across the USA & Canada. We deliver retail & fuel station back-office for businesses and CPA firms in every US state and Canadian province — remotely, securely, and in your time zone, fully aligned with US GAAP, IRS, and CRA requirements.
Leave the accounting to us
Your first month is free, onboarding takes as little as 24 hours, and rates start at $10/hour. No lock-in.