Petrol pump management software, built for the Indian forecourt

What petrol pump management software does

A fuel outlet makes three independent measurements every day, and almost every rupee it loses is lost in the gaps between them.

The meters say how many litres left the nozzles. The dip says how much fuel is still in the tanks. The drawer says how much money came in. Each is produced by a different mechanism — a totaliser, a measuring stick, a cash count — which is exactly what makes any two of them a valid check on the third.

Petrol pump management software records those three measurements and compares them, on the day they are made. That is the whole job. Everything else in the product — the reports, the roles, the exports — exists to make that comparison happen reliably at a real outlet with three shifts and staff turnover.

Who it is for

Dealers running one outlet up to a group of them, in India, under any oil marketing company. PumpDesk is company-neutral: it records what your outlet dispenses, holds and collects, and your fuel-type register is yours to configure — so a branded premium grade sits alongside regular petrol and diesel without any special handling.

• Single-outlet dealers who currently reconcile in a register or a spreadsheet, and want the daily checks to actually happen.
• Owners of two to five outlets who need each pump kept separate and still want to compare them.
• Groups where the person running each outlet should see that outlet and nothing else.
• Highway outlets with heavy fleet-card and credit business, where collections and sales diverge by design and the receivables have to be tracked.

The daily loop, in order

PumpDesk is not a menu of unrelated modules. It is one sequence, and each step consumes the one before it — which is why skipping a step makes the last one impossible rather than merely incomplete.

1. Meter readings, per nozzle, per shift

Opening and closing totaliser figures go in as they are taken. Litres sold are computed, never typed, and a closing reading below its opening is rejected at entry — while the operator is still standing at the dispenser and can look again. How meter readings work →

2. Stock, against the dip

A logged tanker delivery tops the right tank up automatically. You record a dip per tank per day, and PumpDesk stores the dip, the system figure it was measured against and the difference together — so a past date shows the variance that was true then. Dispensed litres are drawn down from the tank behind each nozzle, so the system figure is a real book stock. How stock reconciliation works →

3. Collections, by type

Cash, UPI, card, fleet card and credit stay separate, because each fails differently and pooling them discards the only information that would tell you which one broke. Enter the revenue you expected for the day and PumpDesk states the difference against what was actually collected. How payment reconciliation works →

4. The shift closes

A discrepancy that belongs to a named shift is a question you can ask someone who is still on the premises. The same figure found at month-end belongs to nobody. How shifts work →

5. Reports are a query, not a rebuild

Because every figure was captured as it happened, the monthly sheet is produced rather than reconstructed — daily, monthly, fuel-wise, staff and expense reports over any range, in Excel and PDF, plus a TallyPrime import file for your accountant. What the reports cover →

Beyond the daily loop

The same records answer the questions a dealer asks after the day is closed. All of these are in every plan, the trial included.

• Credit customers. Every fill on account is a slip at that day’s rate; balances, per-vehicle monthly limits and statements follow, and each customer can be given a private link to see their own account. Interest on overdue amounts is shown for you to bill, never added on its own.
• Lubes and GST. Engine oil, AdBlue and other products with HSN and GST rate, numbered tax invoices for credit customers, GSTR-1 and 3B figures, and input tax credit from expenses and lube purchases. Petrol and diesel stay outside GST, as they are.
• Margin and profit. Enter what each tanker invoice cost and every litre sold is priced at the tank’s average cost, so fuel margin, lube margin and a profit and loss come out of the same records. A day with a missing cost reads incomplete rather than guessed.
• Staff. Shift settlement per DSM with short and excess, daily attendance, and a monthly payroll with advances and payslips.
• Quality. A density register: the morning reading per tank and every tanker checked against its challan at 15 °C, with sealed retention samples logged.
• Money still to come. Card, fleet-card and UPI sales tracked until the settlement reaches the bank, with the charges taken.

What it catches that a register does not

A register records. Reconciliation compares. The difference only shows up on days when two records that should agree do not — and those are the days that cost money.

What it costs

Every plan runs the full day — readings, stock, shifts, payments, expenses and reports are in all of them. What changes is how many outlets and people you carry, and how far back your reports reach.

No card is needed to start, and the trial does not convert itself. Full pricing and what each plan enforces →

What it does not do

Worth stating plainly, because a product page that lists only capabilities is asking you to find the gaps yourself during a trial.

• Offline entry covers the daily four only. Meter readings, payments, expenses and dips save on the phone when the signal drops and sync when it returns. Credit slips, lube sales, shifts and everything else need a connection — test your site during the trial.
• No live accounting sync. Tally gets an import file the accountant loads — a Sales voucher per day at meter value with collections and credit customers, a Receipt per credit collection, a Payment per expense, a Purchase voucher per priced tanker challan and lube receipt, and a ledgers file imported once.
• No dispenser or automation-system integration. Meter readings are entered, not pulled from the forecourt controller.
• No temperature correction of stock. The density register records density at 15 °C, but tank volumes are still recorded as measured. Fuel expands as it warms, so a variance carries whatever the day’s temperature did to it — which on a hot afternoon can be larger than the loss you are looking for. Use the density calculator when a figure needs correcting.
• No accounting for pump-test litres. Fuel drawn to test a nozzle and returned to the tank is counted as sold, so it shows as a small standing loss rather than cancelling out. Every input the real calculation needs is recorded; the adjustment is not wired up.
• Each tank needs its opening stock set once. Until you confirm what is physically in a tank on a chosen day, PumpDesk reports that tank’s stock as unknown rather than guessing it. It reconciles from that day forward.
• No public API and no WhatsApp alerts. Both were listed once and removed, because listing a capability with nothing behind it sells something that does not exist.

Getting started

Most single-outlet pumps are entered in well under an hour, and the order matters because each step depends on the one above.

1. Create your organisation and your first outlet.
2. Confirm your fuel types. New outlets are seeded with Petrol and Diesel, so the register is never empty on day one — add any branded grade you carry.
3. Add each tank with its capacity and fuel type.
4. Add the nozzles hanging off each tank.
5. Invite your staff and give each a role on that outlet.
6. Close tonight properly, and compare it against the register.

Run both for a month if you are moving off a register or a spreadsheet. The parallel run is what turns the software from something you were told works into something you have watched agree with your own records thirty times.

Frequently asked questions