Fuel Station ERP System
A custom fuel station ERP handling real-time pump records, same-day fuel price changes, FIFO inventory, and multi-channel income tracking, purpose-built for the downstream oil and gas sector.
GladSystems is a company in the downstream oil and gas sector that operates a retail outlet selling gasoline (petrol), diesel, and motor vehicle lubricants.
- GladSystems
- Oil and Gas
//Information Architecture //Custom CMS Development //Membership Management //Robust Data Structure //Process Automations //Custom Inventory Management //Dashboard & Dynamic Data Visualization
GladSystems operates a downstream petroleum retail outlet where manual record-keeping was creating income capture gaps. Pump attendants recorded transactions by hand. Fuel prices sometimes changed more than once in a single day, making it impossible to accurately calculate total income without a system that could track price changes per transaction in real time. The business also needed a procurement and inventory system that could handle product batches using FIFO (First-In-First-Out) rotation. No off-the-shelf tool handled this specific combination of operational realities.
GladSystems operates a downstream petroleum retail outlet where manual record-keeping was creating income capture gaps. Pump attendants recorded transactions by hand. Fuel prices sometimes changed more than once in a single day, making it impossible to accurately calculate total income without a system that could track price changes per transaction in real time. The business also needed a procurement and inventory system that could handle product batches using FIFO (First-In-First-Out) rotation. No off-the-shelf tool handled this specific combination of operational realities.
We began by studying the entire manual workflow: how pump attendants actually recorded sales, how managers reconciled daily accounts, and exactly where the process broke down under price change conditions. Every module was designed to match the existing operational behaviour rather than requiring staff to change how they worked. The SQL-driven data structure, the custom Google Calendar integration, and the access control hierarchy were all built to surface and secure information that already existed in the business but had never been captured in a consistent, auditable form.
We built the platform on an easy-to-use CMS, adopting data management and security best practices, and also allowing for ease of use by the admin and other staff members.
We had the assignment of studying their entire system to see how they run manually, how pump attendants take their records, how they handle price changes that sometimes happen in a single day, how they record debts and expenses, how different income channels are captured (Cash, POS, Transfer), and how accounts are balanced on a day-to-day basis.
We ensured full access control, user permissions and privileges, and unique workflows for each user role in ways that align with our client’s unique business model and modes of operation.
We set up lots of counters, dynamic forms, dynamic tables, elements with dynamic visibility, all powered by several SQL queries pulling data from the database.
We built dynamic dashboards that help them visualize each pump’s data using the pump ID and get records for any desired date range, and for monitoring and tracking lubricant inventory in real time. For low inventory, the system also sends daily email notifications to help the company keep track of low inventory in real-time.