Shifts and sales
- Sale Entry: an attendant's whole shift on one screen
- Credit sales, cash advances to drivers, fuel for the owner's vehicles
- Lubricants and other products, with returns
- Prices and commissions that apply from a date, with their history
Petrol pump management software
Every litre and every rupee, accounted for by the end of the shift.
PumpCoPilot keeps the books of your petrol pump as the day happens: nozzle readings, credit sales, card and UPI takings, tank dips, cash, bank, GST and payroll. For one pump, or every pump you run.
- In the browser, and as an app on Android and Windows
- Many pumps under one company, one set of books
Sale Entry
Shift 1 · Ramesh K.
Petrol
Nozzle 1
₹84,906.25
482316.40
483128.90
812.50 L × ₹104.50
Diesel
Nozzle 3
₹1,15,974.95
917204.10
918460.60
1,256.50 L × ₹92.30
- Sold by the meters
- ₹2,00,881.20
- Credit sales to customers
- − 38,450.00
- Card, on the swipe machine
- − 41,200.00
- UPI, on the QR code
- − 52,730.00
- Expenses paid from takings
- − 600.00
- Cash to hand in
- ₹67,901.20
- Cash handed in
- ₹67,750.00
Why it matters
A pump loses money in three places. Each one has a screen.
Margins on fuel are thin, so the small differences are the business. PumpCoPilot puts a figure on each of them every day, while it can still be asked about.
At the nozzle
What each attendant sold, and what they handed in
Enter the closing readings. The litres and the amount come from the meters and the day's price; take off the credit sales, the card and UPI takings and the expenses, and what is left is the cash the attendant owes.
- Opening readings are filled in from where each nozzle last closed
- A shortage goes to Attendant Dues, to be paid in cash, held from salary or written off
- What is to be held from salary is put on the next payroll by itself
RK
Ramesh K.Short on 3 shifts this month
₹486.20
- Paid in cash
- ₹300.00
- To hold from October's salary
- ₹186.20
- Still owed after payroll
- ₹0.00
In the tank
What the dip says, against what the books say
Dip each tank before the first shift. PumpCoPilot sets the reading against the book stock: what was bought, less what the nozzles sold. A small daily difference is normal with fuel. One that keeps growing is worth a look.
- The Tank variation report shows the difference day by day
- Fuel pumped for a nozzle test stays in the tank's stock, not in the sales
- Correct stock takes a difference into the books, with the reason on record
- Book stock on Sunday
- 11,480 L
- Dip on Sunday
- 11,409 L
- Three days of growing loss
- −71 L
On the credit book
Who owes you, how much, and for how long
Every credit sale adds to the customer's balance as it is entered, with the vehicle and slip number so the customer can check their bill. Set a credit limit and the sale that crosses it is flagged on the spot.
- GST invoices for any two dates: CGST and SGST, or IGST for a customer in another state
- Receipts against an invoice, in full or in part; credit notes when nothing is paid
- Invoices and reminders of what is owed by WhatsApp or SMS, once a day at most
ST
Shree TransportLimit ₹1,50,000 · 15 credit days
Over limit
- Invoice INV/0142, 1 to 15 Sep
- ₹96,450.00
- Received against it
- − 50,000.00
- Credit sales since
- ₹1,37,750.00
- Owes today
- ₹1,84,200.00
A day at the pump
Five entries keep the books right, day after day.
Nothing here is new work. It is what a well-run pump already writes in its registers, entered once and carried everywhere it belongs.
-
Before the first shift
Dip the tanks
Enter each tank's reading. The difference from the book stock is on the screen before the first vehicle pulls in.
-
Each shift
Open it, close it
Opening readings carry over. Close with the closing readings, the credit, the card and UPI takings and the cash handed in.
-
When the tanker arrives
Enter the supplier's bill
Choose the tank the fuel went into. The stock goes up and the supplier is owed the bill's total, GST and all.
-
When money moves
Receipts and payments
A customer pays, you pay a supplier: each takes its amount off the balance, in cash or through the bank account you choose.
-
At the end of the day
Count the drawer
The cash book opens with yesterday's close. Enter the count, and the screen says whether the cash is short or over.
What it covers
The whole pump, not just the forecourt.
One entry does its work everywhere: a shift updates the stock, the cash book, the customer's balance and the profit and loss, without anyone typing it twice.
Tanks and stock
- Tanks, dispensing machines and nozzles as they stand on your forecourt
- Daily dips, nozzle testing and tank maintenance records
- Stock by product and by tank, with reorder levels
- Adjustments for losses and breakages, each with its reason
Purchases and suppliers
- Purchase orders, and what is still to come on each
- Supplier bills with GST, and debit notes for returns
- Payments and advances against orders
- Credit days, so unpaid bills show as overdue
Cash, bank and accounts
- A daily cash book for each pump
- Swipe machines and QR codes, their settlements and the bank's charges
- Bank reconciliation against the bank's own statement
- Vouchers, journals and ledgers for everything else
Staff and payroll
- Attendance register, with biometric punches shown beside each name
- Leave types, requests and approvals
- A monthly payroll with advances and shift shortages filled in
- Salary slips, ready to print
Reports and statements
- Business summary, daily sales, day book and monthly summary
- Product margin, commission, stock, tank variation and GST summary
- Trial balance, profit and loss and balance sheet, with nothing entered again
- Print, PDF or Excel; every report in one workbook for your accountant
For the owner
Know how the day went without standing at the pump.
The dashboard opens on the day's figures and on what needs attention. And every evening, each pump's summary of the day can go to your phone by WhatsApp or SMS.
- Switch between your pumps from the top of the screen; customers, suppliers and staff are shared across them
- The same screens on a phone or a tablet, as an Android app
- A downloaded report is handed to the phone, to forward by mail or WhatsApp
Sale today₹6,12,4403 shifts today, all closed
Cash in hand₹1,18,650By the cash book
Customers owe₹9,42,3002 over their credit limit
Attendants owe₹637Shortages not recovered yet
Tanks to check1Latest dip differs from the books
Card and UPI not settled₹2,95,730Waiting for the bank to pay in
Sunrise Fuels, 10 Oct 2026. Sale ₹6,12,440 in 3 shifts: cash ₹2,04,310, UPI and card ₹2,95,730, credit ₹1,12,400. Purchases ₹11,07,600. Received from customers ₹85,000. Paid to suppliers ₹5,00,000. Expenses ₹1,850. Attendants short by ₹151.
Safeguards
Books you can hand to an auditor.
Figures are only worth having if they can't be quietly changed. These are built in, not bolted on.
Five roles, each with its own screens
Administrator, manager, accountant, cashier and attendant. The role decides what a user sees and what they may change.
An activity log nobody can edit
Who added, changed or deleted what, and when. A change shows what each field was and what it became.
A year-end that stays closed
Close the books and nothing dated in that year can be added, changed or deleted. Reopening is an administrator's act, and it is logged.
Passkeys instead of passwords
Sign in with a fingerprint, face or device PIN in the browser. Changing a password signs you out everywhere.
A backup every night
The whole database, to a dated file. System Health says when the last one ran, so a missed night shows the next day.
Secrets kept encrypted
Mail and messaging credentials are stored encrypted, never shown again once saved, and left out of the activity log.
Pricing
One price for each pump. Everything included.
No modules to unlock and no charge per report. You pay for each pump you run, by the month.
Per pump
₹X,XXX per pump, per month
TODO: say whether GST is extra, whether there is a setup charge, and whether yearly billing costs less.
- Every module on this page: shifts, stock, purchases, cash and bank, payroll and reports
- In the browser, and as an app on Android and Windows
- Logins for your staff, each with their own role
- Customers, suppliers and products brought in from Excel when you start
- Every report as a PDF or for Excel, for you and your accountant
Running several pumps?
They sit under one company with one set of books: customers, suppliers and staff are shared, and the profit and loss is for all of them. Tell us how many pumps you run and we will quote for the group.
What the price doesn't cover
WhatsApp and SMS go through a messaging provider's account, and the provider bills for the messages it sends. Everything else on this page is in the price.
Leaving
Your figures are yours. Every report downloads into one Excel workbook at any time. See refunds and cancellation.
Questions
Before you ask for a demo.
Something else? Tell us in the form below and we will answer it on the call.
I run more than one pump. Does it handle that?
Yes. A company can have any number of pumps. Shifts, purchases, stock and cash belong to the pump they were entered at; customers, suppliers, employees, bank accounts and the accounts themselves belong to the company and are the same at every pump. The trial balance, profit and loss and balance sheet are for the whole company.
We are in the middle of the year. Can we start now?
Yes, on any day. Enter what each customer owed you, what you owed each supplier and the stock in each tank on the day you start. They show in the ledgers as the balance when the books were started, and everything carries on from there.
Do we have to type in all our customers and products?
No. Customers, suppliers and products can be imported from an Excel sheet, with their opening balances and selling prices. Rows that are not taken are listed with the reason, so you can put them right and import the sheet again.
Does it work without an internet connection?
No. The browser and the app both need a connection to the server, and nothing can be entered offline. That is what keeps every pump and every person looking at the same figures.
What does my accountant get?
Every report prints, saves as a PDF or downloads for Excel, and one button gives every report in a single workbook. The trial balance, profit and loss and balance sheet keep GST apart: what your bills carried is to claim, what your taxed sales carried is to pay.
How do the WhatsApp and SMS messages work?
Through a messaging provider's account, set up once for the installation. After that, invoices can go to customers as they are made, reminders go to those who owe, and the day's summary goes to the owner. A record is kept of what was sent and what failed, and why.
Is there an app for phones?
Yes, for Android and for Windows, with the same screens as the browser. Printing, passkeys and password reset stay with the browser.
Request a demo
See your own pump's day in it.
Tell us a little about your pump. We will walk you through a shift, a tanker bill and a day's cash with figures like yours, and answer what the page didn't.
Or write to hello@pumpcopilot.in