BookWorks Petroleum Accounting is a fully integrated GL, AR, and AP platform engineered around the unique financial reality of fuel distribution — where fractions of a cent per gallon determine whether the month is profitable, and where generic accounting software simply wasn't designed to keep up.
QuickBooks tracks debits and credits. BookWorks tracks debits, credits, rack prices, terminal fees, freight, state excise taxes, consignment inventory, customer rebates, and supplier discounts — and shows you your true net margin per gallon, per product, per customer, per day.
See how it works in a live demo →Every order, shipment, and invoice updates your margin position in real time — alerting you when a customer contract or zone is bleeding below your threshold before the month closes.
In BookWorks, a dispatched delivery automatically creates the shipment, updates inventory, and generates the invoice. AP invoices from supplier portals post directly to the GL. Nothing falls through a gap between two systems.
Any figure on any report — AR balance, margin total, daily sales, AP aging — can be drilled through to the underlying transaction. No re-running reports, no cross-referencing spreadsheets.
BookWorks AR is built for the high-volume, low-margin reality of fuel distribution — where you're billing hundreds of accounts weekly, managing aging across multiple customer types, and collecting via draft, EFT, and check simultaneously.
Available AR Statement Formats
Supplier payments in petroleum wholesale move fast — terminal invoices, freight carriers, and tax authorities all require accurate, timely payment. BookWorks AP handles the entire cycle from invoice to cleared check or ACH, with the audit trail your auditors and your suppliers expect.
The BookWorks General Ledger is structured around the natural chart of accounts for a petroleum distribution business — fuel inventory, terminal liabilities, excise tax payables, freight clearing, and consignment accounts all have their proper home without workaround configurations.
In petroleum distribution, gross margin and net margin can look very different once customer rebates, supplier discounts, and volume incentives are factored in. BookWorks now tracks all three components — and shows you net margin per gallon, per customer, and per product.
New margin summary reports include customer rebates, discounts, and supplier discounts in the calculation — giving you true net margin, not just gross spread. Available for any date range with comparison filter.
Configure margin thresholds by customer, zone, or product. BookWorks flags any order, contract, or delivery where your realized margin falls below the threshold — before it ships, not after it posts.
Run any margin report with a built-in comparison to a prior period or benchmark — measure whether January 2025 is trending better or worse than January 2024 without building a spreadsheet.
Any margin figure drills through to the underlying cost components — rack price, freight, terminal fees, taxes paid, and discounts applied — showing you exactly where margin was made or lost.
Paying suppliers electronically eliminates check printing, postage, and float risk. BookWorks supports multiple NACHA ACH file formats — recently expanded to include Generic Bank and Independent Bank formats — with per-vendor SEC code selection for maximum flexibility. Combined with BAI bank feeds, lockbox banking, and direct bank reconciliation, BookWorks manages your complete treasury relationship in one platform.
Full configurable format: ImmediateDestination, ImmediateOrigin, CompanyName, CompanyIdentification, OriginatingDFI — all fields configurable per your bank's requirements.
Dedicated NACHA format support for Independent Bank — one of the many regional bank formats added in recent releases to cover the full range of petroleum industry banking relationships.
The AP NACHA file now supports different SEC codes per vendor — CCD, PPD, CTX as appropriate. Correctly handles suppliers, individuals, and government entities in a single batch file.
New support for 1099K TXT file upload format — enabling electronic submission of 1099-K forms for payment card and third-party network transactions directly from BookWorks.
BookWorks native BAI integration connects directly to your bank — automatically importing bank transactions, posted checks, and ACH settlements for real-time bank reconciliation and transaction management.
BookWorks supports positive pay — automatically generating and transmitting your issued check file to your bank so they can verify every check presented for payment against what BookWorks actually issued.
BookWorks ships with a comprehensive library of petroleum accounting reports — all exportable to Excel, all drillable to the source transaction. For multi-company operations, BookWorks natively manages multiple entities and consolidates balance sheets and income statements into enterprise financial statement rollups — giving ownership a single view across all companies without manual spreadsheet consolidation.
Full suite of margin analysis — gross, net, by product, by customer, by period — with comparison filters.
Complete AR reporting from aging analysis to statement generation, commission tracking, and payment offset summaries.
Full AP visibility from open invoices through cleared payments, with purchase clearing and supplier reconciliation.
Full financial statement package — trial balance, income statement, balance sheet, and enterprise consolidation across multiple companies. BookWorks natively manages multi-entity operations and rolls up balance sheets and income statements across all companies for ownership-level reporting.
Motor fuel tax reports for 32+ states — native government form output, updated with every regulatory change.
Every report exports to Excel. Financial data integrates with Crystal Reports for custom CPA-ready financial packages.
From 1099 filing to motor fuel tax returns to audit-ready financials, BookWorks handles the compliance requirements that come with being a petroleum marketer — so your accountant doesn't have to reconstruct the year from spreadsheets.
We'll walk you through a live demo of BookWorks Petroleum Accounting built around your business — your chart of accounts, your states, your billing programs. 30 minutes and you'll know whether it's the right fit.
Or email sales@keyinfotech.com · Birmingham, MI 48009
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