Every BookWorks implementation is scoped to fit the way your business actually runs — your existing systems, your data, your team, your go-live date. We've never done two implementations exactly alike, and we're not going to start now.
There is no "standard" BookWorks implementation. Your operation is a unique combination of products, customers, pricing structures, states, tax jurisdictions, third-party integrations, and legacy system history. We design your project plan around what's actually true about your business.
What doesn't change is who you work with, and how we work: a dedicated project manager, a clear plan, honest timelines, and the same team from kickoff through go-live.
When we scope your project, we look at the full picture of your operation — not just "how many users" but how your business actually works and what it will take to get BookWorks running it correctly from day one.
What system are you migrating from? How clean is the data? How many customers, vendors, inventory items, and GL accounts need to be converted? Do you have chart-of-accounts history that needs to carry over?
A wholesale-only implementation is materially different from one that includes Home Heat & Propane, Dispatching, CardLock, and MobileConnect. Each module requires its own setup, data conversion, and training track.
How many states do you report in? How many tax jurisdictions? How are your supplier invoices structured? Tax basis setup is one of the most involved parts of any BookWorks implementation and varies significantly.
DTN automation, CardLock networks, ATG systems, MobileConnect, PriceEasy, e-fueling trucks — each integration is scoped, configured, and tested as part of your project plan. Not an afterthought.
When you start a BookWorks implementation, you get a named team — not a support queue. These are the people who will be on your calls, answering your emails, and walking your team through every step.
Your project manager and trainer is your main point of contact from day one. She coordinates your entire BookWorks implementation — data conversion, installation, and training — and is the person you call with any project question at any stage. She also leads all training sessions personally.
Your H&N team manages the technical infrastructure of your implementation — SQL database installation, server setup (on-premise or Cloud), data and application deployment, and DTN and partner integrations. He's responsible for making sure BookWorks is installed correctly, running reliably, and accessible to your team from day one.
Jeff is your escalation contact and executive sponsor for the project. If your Project Manager encounters an issue that requires executive decision-making, Jeff is your direct line. He ensures that every BookWorks implementation gets the resources and attention it needs to succeed.
BookWorks implementations work best when the client brings a committed team to the table — particularly a designated project lead who owns internal communication, attends every scheduled meeting, and drives their team's deliverables. We'll tell you exactly who you need and what each person's role will be.
At smaller operations, one person may cover multiple roles — that's fine. What matters is that someone owns each area and is available when their piece of the implementation is in focus.
While the specific tasks, timeline, and sequencing are customized for every client, every BookWorks implementation moves through a similar set of phases. Here's what to expect — and who owns what at each stage.
Before we set up anything, we need to understand exactly what we're setting up. Discovery is where we review your existing system, understand your data structure, meet your team, and build the actual project plan with real dates and real owners.
With discovery complete and data templates in hand, we begin converting your foundational data and setting up the BookWorks environment. This phase focuses on the GL, vendors, inventory, and initial tax structure — the backbone everything else depends on.
With the foundational data reviewed and approved on Key's server, we deploy BookWorks to your production environment and begin configuring the live integrations — DTN data automation being the most significant.
This is the most intensive phase — converting your customer data, setting up tanks and routes, configuring operational integrations, and most importantly, benchmarking your billing. We generate sample invoices, supplier bills, and ACH draft notices from BookWorks and compare them against your current system output side by side.
Training in BookWorks is role-specific — your billing team doesn't sit through dispatching training, and your drivers don't sit through GL sessions. Your project manager designs training segments around the way your team is structured and the workflows each person will actually use.
After 30+ years of petroleum software implementations, we know exactly what makes the difference. The technical work is our job. The organizational commitment is yours — and it matters more than any software feature.
The single biggest predictor of implementation success is a client-side project lead who is passionate, organized, and empowered to make decisions. They own internal communication, attend every meeting, and drive deliverables on time.
Missing or cancelling scheduled meetings directly extends your timeline and may result in billable time for Key team members who prepared for the session. 24-hour notice is required for cancellations. The calendar is a commitment.
The quality of your BookWorks setup is directly proportional to the quality of your exported data. If your current system has customer record errors, duplicate vendors, or outdated GL accounts — clean them before we convert them.
If something changes — your timeline, your scope, your internal team — communicate immediately. The projects that run smoothly are the ones where communication is constant. No surprises on either side.
This is a representative timeline only. Your actual implementation may be shorter or longer depending on data complexity, number of modules, number of states, and integration scope. We will agree on your specific timeline during Discovery.
If you're moving to BookWorks from PDI/FACTOR, DM2, FuelSmart, or another petroleum ERP, data migration is a first-class part of your implementation — not an afterthought. We know these systems, we know where the data lives, and we know what it takes to bring it over cleanly.
Side-by-side benchmarking — we generate BookWorks output and compare it directly to your current system before go-live. Numbers match, or we don't go live.
Parallel running period — your team can run both systems simultaneously during the transition to build confidence before fully cutting over.
Your data belongs to you — we make this explicit in writing. Your data is yours, not ours, at every stage of the process.
Historical data strategy — we'll discuss how much history to bring over versus archive, and help you make that decision with a clear understanding of tradeoffs.
Acquired by PDI Technologies in 2018. Many FACTOR users are facing forced platform migrations, rising support costs, or unwanted system consolidations.
Migration ExperienceAcquired by PDI in 2018. Vancouver, WA-based platform serving 200–300 petroleum marketers primarily on the West Coast.
Migration ExperiencePDI acquired Pinnacle's ERP assets and FireStream WorldWide around 2017. Users on legacy platforms may be experiencing reduced support responsiveness.
Migration ExperienceMany petroleum jobbers run on custom-built or legacy systems that are aging out of supportability. We've converted from Access databases, custom SQL applications, and older proprietary platforms.
Migration ExperienceThe first step is a direct conversation about your operation, your current system, and what it would take to get BookWorks running for you — no sales deck, no generic demo. We'll tell you exactly what to expect, how long it will take, and what it will cost.
📧 sales@keyinfotech.com · 1000 S. Old Woodward Ave, Suite 102, Birmingham, MI 48009
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