For petrol pumps, diesel outlets and fuel stations
Petrol Pump Billing Software for Shifts and Credit Slips
A petrol pump does not sell one bill at a time. Thousands of litres leave the nozzles in a shift, most of it for cash, UPI or card, some on a transporter's credit slip, and at the end of the shift the money handed over has to match the meters.
- Shift readings per nozzle, filled in from the last closing
- Cash, UPI and card against the cash sale: short or excess
- Credit slips with the vehicle number, billed together
- Petrol and diesel billed outside GST, lubricants with GST
What is Petrol Pump Billing Software?
VyapRise is petrol pump billing software that opens each shift with every nozzle's opening reading already filled in, works out the litres sold from the closing readings, shows the cash sale to collect against what was collected, keeps credit slips for fleets and contractors to bill together at month end, and checks each tank's day, dip to dip, against what its nozzles sold.
Petrol and diesel are billed outside GST at 0%, while engine oil keeps its GST. Choose Petrol pump as your business type and Pump shifts & credit slips, inventory and the accountant's screens are switched on. Shifts, credit slips, tank dips and the daily register are part of Pro, free for your first 7 days; GST invoices work on every plan.
What a petrol pump needs from billing software
How many litres each nozzle sold, whether the cash matches, who owes for fuel taken on credit, and a correct bill for fuel that is outside GST. These are the parts VyapRise covers.
Nozzles and a shift that starts filled in
Set up each nozzle (P1, P2, D1 and so on) with the fuel item it sells. Press Start shift and a numbered shift opens (SHIFT-0001), with every nozzle's opening reading taken from its last closing and each fuel's last rate. Type the new rate if it has changed. Pump shifts are part of Pro.
Litres sold from the meters
At the end of the shift, enter each nozzle's closing reading and the test litres put back in the tank. Litres sold per nozzle = closing − opening − testing. A shift carries one rate per fuel. Pro.
Short or excess, per shift
Enter the cash, UPI and card collected. The summary shows, per fuel, the litres sold, the litres on credit slips and the cash sale, then the cash sale to collect, what was collected and the shortage or excess. Pro.
Bill the cash sale
Close the shift once every closing reading is in; reopen it if it has not been billed. Bill cash sale opens one invoice to the Walk-in Customer with a line per fuel for the litres not on credit slips. Saving it reduces fuel stock in litres and links the shift, and the next shift opens where this one closed. Pro; the invoice itself is Free, 10 a month.
Credit slips for fleets and contractors
For account customers such as fleets, transporters and contractors, record each fill: customer, vehicle number, fuel, litres, rate, date and slip number (the next number, or the number on your printed slip). Pick the shift it was filled in and its litres come out of that shift's cash sale. Credit slips are part of Pro.
One bill for a month of slips
Tick one customer's unbilled slips and press Bill selected: one invoice opens with a line per slip, such as Diesel - GJ01AB1234 - IND-0001 with the slip's date. A billed slip is locked; deleting the invoice frees it again. Pro.
Customer ledgerPetrol and diesel outside GST
Mark the item Outside GST (petrol, diesel). Its lines are billed at 0% and reported as non-GST supplies in GSTR-1 table 8 and GSTR-3B 3.1(e), not as nil rated. An invoice with only such items prints as a Bill of Supply. The setting works on every plan; the GSTR-1 and GSTR-3B reports are part of Pro.
Bill of supply vs tax invoiceEngine oil and lubricants with GST
Lubricants and engine oil stay normal GST items at 18%. Sell them on the same bill as fuel, or at the counter POS with cash, UPI or card on one bill. The invoice is Free; the POS is part of Pro.
See the POSTanker loads into stock
Record each tanker load as a purchase bill in litres, and the litres are added to that fuel's stock. Enter the load on its tank with the hydrometer reading and temperature: VyapRise brings it to density at 15 °C (ASTM Table 53B), compares it with the invoice's density at 15 °C (more than ±3 kg/m³ apart is flagged) and shows the litres at 15 °C (Table 54B). Pro.
InventoryTank dips and stock per tank
Set up each tank with its name, the fuel it holds and its capacity in litres, and link each nozzle to the tank it draws from. Each day, enter the litres read off each tank's calibration chart (you can note the dip in mm too). Per fuel, Tank Dips shows the litres measured against book stock; per tank, the last dip plus tanker loads less the litres sold through its nozzles, against the closing dip, with the variation in litres and % of sales. A dip above the tank's capacity, or for a future date, is refused. Pro.
Daily stock & sales register
Print the day's register as a PDF: nozzle meter readings by shift, the money collected, stock per tank and the tanker loads received. It is VyapRise's own format, not the oil company's DSR format. Pro.
A day at a petrol pump using VyapRise
Simple, made-up numbers and real steps, so you can see whether it fits your forecourt.
Once: setting up. You add two fuel items in litres, petrol and diesel, and mark both Outside GST (petrol, diesel). Engine oil (1 litre) is a normal item at 18% GST. You set up three nozzles: P1 for petrol, D1 and D2 for diesel. A local transporter and a building contractor are added as customers.
6:00 am: the morning shift. You press Start shift and SHIFT-0112 opens with last night's closing readings as today's openings: P1 at 45,210, D1 at 81,500 and D2 at 63,040. The rates come in from yesterday, petrol at ₹95 and diesel at ₹90; today they have not changed.
During the shift: credit slips. Two of the transporter's trucks fill 200 litres and 150 litres of diesel, and the contractor's jeep takes 20 litres of petrol. Each fill is a credit slip with the vehicle number, the litres, the rate and this shift. A truck driver also buys a litre of engine oil, billed at the counter with 18% GST.
2:00 pm: closing readings. P1 reads 46,010, D1 82,700 and D2 63,850, and 5 litres from each nozzle went back in the tank after testing. Petrol sold is 46,010 − 45,210 − 5 = 795 litres; diesel sold is 1,195 + 805 = 2,000 litres.
2:10 pm: the cash count. The summary shows petrol: 795 litres sold, 20 on credit slips, 775 litres of cash sale, ₹73,625; diesel: 2,000 litres sold, 350 on credit slips, 1,650 litres of cash sale, ₹1,48,500. The cash sale to collect is ₹2,22,125. The cashier hands over ₹1,02,500 in cash, ₹98,400 came by UPI and ₹21,000 by card: ₹2,21,900, a shortage of ₹225 that you take up with the cashier.
2:15 pm: close and bill. You close the shift and press Bill cash sale. One invoice to the Walk-in Customer has petrol 775 litres and diesel 1,650 litres at 0%, and it prints as a Bill of Supply. Saving it reduces the stock of both fuels, and the afternoon shift opens with P1 at 46,010.
10:30 pm: the tank dips. Once the day's last shift is billed, you dip the tanks and read the litres off each tank's chart: the two diesel tanks hold 8,400 and 6,250 litres. Tank Dips shows 14,650 litres measured against 14,700 litres of diesel in the books, a variance of 50 litres (0.34%) less than the books. The petrol tank is dipped the same way.
The 20th: a tanker arrives. 12,000 litres of diesel is entered as a purchase bill in litres, and the diesel stock goes up by 12,000 litres.
The 31st: the month's credit bills. You tick the transporter's unbilled slips for the month and press Bill selected. One invoice opens with a line for each fill, with the vehicle number, slip number and date, ready to send. Those slips are now locked, so none can be billed twice.
- Petrol and diesel are still outside GST; the state's VAT is part of the pump price. VyapRise does not work out VAT: you enter the pump price as the rate. Confirm with your CA how to report these sales.
- Pick the shift on every credit slip filled during that shift, so its litres come out of the cash sale and the cashier is not asked for money that was never paid.
- Enter the dips after the day's shifts are billed: the book stock is the fuel's stock in your books when the dips are saved. VyapRise does not convert mm to litres: you read the litres off the tank's chart.
Petrol pump tasks and how VyapRise handles them
Free is free forever; Pro is ₹1,499 per year.
| Task | How VyapRise handles it | Plan |
|---|---|---|
| Nozzles | Each nozzle (P1, D1 …) with the fuel item it sells | Pro |
| Start a shift | SHIFT-0001: opening readings from each nozzle's last closing, each fuel's last rate | Pro |
| Litres sold | Closing − opening − testing, per nozzle; one rate per fuel in a shift | Pro |
| Cash count | Cash, UPI and card collected against the cash sale; shortage or excess shown | Pro |
| Close or reopen | Close when every closing reading is in; reopen if not billed; the next shift opens where this one closed | Pro |
| Bill the cash sale | One invoice to the Walk-in Customer, a line per fuel for the litres not on credit slips; fuel stock reduced in litres | Pro |
| Credit slips | Customer, vehicle number, fuel, litres, rate, date, slip number, optionally the shift | Pro |
| Month-end credit bill | Bill selected: one invoice per customer, a line per slip; a billed slip is locked | Pro |
| Petrol and diesel | Item marked Outside GST, billed at 0%; a bill with only such items prints as a Bill of Supply | Free |
| GST returns | Non-GST supplies in GSTR-1 table 8 and GSTR-3B 3.1(e), not nil rated | Pro |
| Engine oil and lubricants | Normal GST items (18%) on the invoice or at the counter POS | Free on the invoice, POS Pro |
| Tanker loads | Purchase bill in litres, adds to fuel stock; on its tank, density at 15 °C against the invoice (±3 kg/m³ flagged) and litres at 15 °C | Pro |
| Tank dips | Litres per tank off its chart; per fuel against book stock; per tank, last dip + loads − nozzle sales against the closing dip, variation in litres and % | Pro |
| Daily register | DSR PDF: meters by shift, collection, tank stock, tanker loads (VyapRise's format) | Pro |
| GST invoice | HSN and GST on each line, UPI QR, 4 print layouts | Free, 10 a month |
There is no mm-to-litres conversion: you read the litres off the tank's chart. VyapRise does not connect to the dispensers or the oil company's systems, does not download the daily rate (you type it), does not work out VAT, and its daily register is its own format, not the oil company's DSR.
Is VyapRise the right petrol pump software for you?
Before you set it up, the gaps.
A good fit if you
- Run a petrol or diesel pump and want each shift's litres worked out from the nozzle readings
- Want the cash, UPI and card handed over checked against the cash sale, shift by shift
- Dip your tanks every day and want each tank checked against what its nozzles sold
- Give fuel on credit to transporters, fleets or contractors and bill them at month end, with balances in the customer ledger
- Sell engine oil and lubricants with GST beside fuel, on the bill or at the POS
- Want fuel sales outside GST shown correctly in GSTR-1 and GSTR-3B, see GST billing
Not a fit yet if you
Need mm-to-litres conversion from your calibration charts: VyapRise has none (you enter the litres off each tank's chart). It has no link to the dispensers (DU) or to the oil company's systems, no fleet cards or loyalty, no DSR in the oil company's format (its daily register is its own) and no VAT calculation. Rates are typed, not downloaded each morning. It runs in the browser and needs internet; there is no offline mode and no Play Store app.
Common questions
Can VyapRise work out litres sold from nozzle readings?
Yes, on Pro. Start shift fills in each nozzle's opening reading from its last closing. You enter the closing readings and the test litres put back in the tank, and VyapRise works out the litres sold per nozzle as closing minus opening minus testing, then the cash sale per fuel at that shift's rate.
Does it show the cashier's shortage or excess?
Yes. Enter the cash, UPI and card collected for the shift. The summary shows the cash sale to collect, what was collected and the shortage or excess. Litres on credit slips linked to the shift are taken out of the cash sale first.
How do credit slips for transporters and fleets work?
Each fill on credit is a slip with the customer, vehicle number, fuel, litres, rate, date and slip number. At month end, tick one customer's unbilled slips and press Bill selected: one invoice is made with a line per slip. A billed slip is locked, and deleting the invoice frees it. Credit slips are part of Pro.
How does VyapRise bill petrol and diesel, which are outside GST?
Mark the item Outside GST (petrol, diesel). Its lines are billed at 0% and reported as non-GST supplies in GSTR-1 table 8 and GSTR-3B 3.1(e), not as nil rated. A bill with only such items prints as a Bill of Supply. VyapRise does not work out state VAT; you enter the pump price as the rate. Confirm the treatment with your CA.
Does it check tank dips against the books, or connect to the dispensers?
Tank dips, yes, on Pro: enter the litres off each tank's calibration chart, and VyapRise shows each fuel's litres measured against book stock and, with each nozzle linked to its tank, each tank's last dip plus tanker loads less nozzle sales against the closing dip, with the variation in litres and %. Tanker loads get a density check at 15 °C against the invoice. There is no mm-to-litres conversion and no link to the dispensers or the oil company's systems. Fuel stock goes up with purchase bills in litres and down with the sales invoices you save.
How much does petrol pump billing software cost on VyapRise?
Pump shifts, credit slips, tank dips, the daily register, purchase bills and the POS are part of Pro, at ₹1,499 per year, with no limit on bills and no per-user charge for your staff. New companies get 7 days of Pro free. The Free plan keeps 10 GST invoices a month and 30 items for the owner alone, without shifts, credit slips or tank dips.
Related pages
- Transport LR billing softwareLorry receipts and freight bills for transporters.
- POS billing softwareCounter billing with split payments and shifts.
- Customer ledgerCustomer balances, credit and dues.
- Inventory management softwareStock, low-stock alerts and stock reports.
- Bill of supply vs tax invoiceWhen a bill carries no GST.
Run your next shift on VyapRise
Choose Petrol pump, add your fuels and nozzles, and start your first shift. Try Pro free for 7 days; no card needed.