Petrol Pump Billing Software for Fuel, Credit and Lubricant Sales
Sanchay is petrol pump billing software that records every sale the way it really happens at a pump: from the meter of each nozzle, by payment mode, and — for credit and fleet customers — against the vehicle.
In short
What is petrol pump billing software?
Petrol pump billing software records every sale of a fuel station: fuel sold through each nozzle, calculated from opening and closing meter readings; payments in cash, UPI, card, credit and other modes; credit sales against the customer and the vehicle; and lubricant sales by barcode. In Sanchay, these sales feed customer statements, shift reconciliation and sales reports.
- Fuel sales
- Litres and amount calculated automatically from the opening and closing reading of each nozzle.
- Payment modes
- Cash, UPI, card, credit, bank transfer and other configured methods, recorded separately.
- Credit and fleets
- Vehicle-wise credit transactions, customer ledger, statements, outstanding and ageing.
- Fuel requests
- Requests from the credit customer app are completed as transactions with the actual quantity.
- Lubricants and products
- Engine oil, lubricants, coolant, AdBlue and accessories with barcode, sales and stock.
- Who records it
- The operator records sales on the assigned nozzle; the owner and manager see the sales reports.
Billing at a petrol pump starts at the nozzle
A shop bills item by item. A petrol pump sells thousands of litres through a few nozzles, and the true sale is the movement of the meter. Billing software made for shops does not understand that — which is why pumps end up with one system for bills and a register for readings.
Sanchay is built around the nozzle instead. Sales are calculated from opening and closing meter readings, payments are recorded by mode, credit sales go to the customer and the vehicle, and lubricants are sold by barcode. Every sale lands in the same reports.
Each person records the part of the sale that is theirs. The operator enters the readings of the assigned nozzle and the credit fills of the shift. The manager checks that the collection matches the sale before handover. The owner sees daily, shift-wise, fuel-wise, nozzle-wise, employee-wise and payment-wise sales reports without adding up slips — and credit customers see their own transactions in their app.
Everything you sell, recorded in one system
Fuel from the nozzle, credit to customers, products from the shelf.
Meter-based fuel sales
Litres and amount calculated automatically from meter readings.
Nozzle-wise and fuel-wise sales
Petrol and diesel, nozzle by nozzle, shift by shift.
Payment modes
Cash, UPI, card, credit, bank transfer and other configured methods.
Credit transactions
Credit sales recorded against the customer with limit and period.
Vehicle-wise records
Each credit transaction linked to the vehicle that was fuelled.
Customer statements
Statements and ledger for every credit customer.
Fuel requests
Requests from the customer app completed as transactions.
Lubricant and product sales
Engine oil, coolant, AdBlue and accessories with barcode.
Loyalty on transactions
Points earned on purchases and redeemed for rewards.
Fuel billing from meter readings
Your staff enter the opening and closing reading of each nozzle. Sanchay does the rest of the arithmetic.
- Nozzle-wise opening and closing meter readings
- Automatic litre calculation
- Automatic sales amount calculation
- Daily and shift-wise sales reports
- Each nozzle linked to the employee of the shift
Cash, UPI, card and credit in the same shift
Customers pay in different ways. The shift is complete only when all of them add up to the sale.
- Six payment modes recorded separately
- Payment-wise sales report
- Expected vs actual collection for the shift
- Shortage or excess shown before handover
Credit sales, vehicle by vehicle
For transporters and fleet owners, the bill that matters is the one that says which vehicle took how much.
- Mobile number based customer identification
- Credit limit and credit period
- Vehicle-wise transaction records and vehicle-wise credit
- Customer statements, outstanding and ageing
- Customers see their transactions in their own app
Lubricants and other products
The products on the shelf are billed and counted like any other stock.
- Product master with barcode
- Product-wise sales and stock
- Minimum stock level for each product
- Product-wise reports
Billing by hand vs billing in Sanchay
One entry, used everywhere it is needed.
| Task | Registers and Excel | With Sanchay |
|---|---|---|
| Fuel sale of a shift | Closing minus opening, calculated by hand for each nozzle. | Litres and amount calculated automatically from the readings. |
| Payment modes | Cash is counted; UPI and card are checked from the phone and the machine. | Each mode is recorded and matched with the expected amount. |
| Credit fill | Credit slip, later copied to the ledger. | Transaction recorded against the customer and the vehicle. |
| Fleet customer asks for details | Slips are sorted vehicle by vehicle. | Vehicle-wise fuel history and statement are already there. |
| Fuel on request | A phone call, then a slip. | Fuel request from the app, completed with the actual quantity. |
| Lubricant sale | Written in a separate book, stock checked monthly. | Sold by barcode; product stock is updated. |
What "billing" means here
In Sanchay, billing means recording every sale of your pump correctly: fuel sold through each nozzle, the way it was paid, the customer and vehicle it belongs to, and the products sold from the shelf.
Because these records are made during the shift, your statements to credit customers, your shift reconciliation and your sales reports all show the same figures.
Billing questions from pump owners
Shop billing software bills item by item at a counter. A pump sells fuel through nozzles, and the real sale of a shift is the movement of each meter, split across cash, UPI, card and credit, and linked to employees and vehicles. Sanchay is built around the nozzle, the shift and the credit customer.
From the meter. The opening and closing readings of each nozzle are entered, and litres sold and the sale amount are calculated automatically.
Yes. Cash, UPI, card, credit, bank transfer and other configured methods are recorded separately and reconciled with the expected amount.
Each credit transaction is recorded against the credit customer, and for fleet customers against the vehicle. The customer ledger, outstanding, ageing report and customer statements are prepared from these transactions.
Yes. Every credit transaction is linked to the vehicle, so vehicle-wise transaction records, vehicle-wise credit and customer statements are ready when the customer asks — and the customer can see vehicle-wise transactions in the credit customer app.
Yes. Engine oil, lubricants, coolant, AdBlue, accessories and other store products are managed with product master, barcode, sales and stock.
Yes. Book a demo from the contact page or on WhatsApp, and our team will show you how fuel, credit and product sales are recorded in Sanchay.
Explore the Sanchay software
Record every sale, nozzle by nozzle
Book a demo with our team and see how Sanchay runs your pump — from shifts and stock to staff and credit.