Back-Office Management
Hand over the paperwork. Keep the business.
We take on the reconciliation, invoices, records and reporting behind the counter, so the numbers agree before you look at them. You keep your staff, your keys and every decision.
What we take on
The back office runs on five clocks.
Back-office work is not one job. It is five that repeat on different schedules. Here is what we handle on each.
Every day
The daily close
- Shift and till reconciliation against the POS
- Fuel volumes matched to deliveries and tank readings
- Card settlement checked against the bank
- Anything that does not tie out, flagged to you the same day
Every week
Invoices and vendors
- Invoices entered, coded and filed
- Deliveries matched to what was actually dropped
- Vendor terms and rebates tracked so they are claimed
- A short note on what moved and what did not
Every month
Close and reporting
- A profit and loss statement written to be read by the owner
- Inventory and shrink position
- Payroll coordinated with your existing provider
- Cost changes and margin by category
Every quarter
Compliance and filings
- Permit and licence renewal dates tracked ahead of time
- Tank testing and inspection records kept organized
- Sales tax figures prepared for your accountant
- Documents gathered before anyone asks for them
Every year
Year end
- A year-end pack handed to your accountant in order
- Supply contract renewal dates surfaced before the window closes
- Twelve months of trend, store by store
- Insurance and licence anniversaries
Your business stays yours
We are not an operator. That is the point.
We take the administrative work in your agreement and report back. Nothing in that agreement transfers control of your stores.
You keep
- Your staff, your keys and your hours
- Every pricing and spending decision
- Your bank accounts, in your name
- Your records, returned in a usable format if we part ways
We handle
- Reconciliation, invoices and records
- Reporting and the monthly P&L
- Compliance dates and document organization
- Coordination with your accountant and payroll provider
The work is done in the WRK Fuels back-office portal, so you can see what we see at any time.
The math on your own numbers
What is the back office costing you?
Most owners have never put a number on the paperwork. Move the sliders to match your situation and see what the hours add up to over a year.
Every year that is
Arithmetic on the numbers you entered, not a promise about results.
FAQ
Questions owners ask us.
Do you replace my bookkeeper or accountant?
Not necessarily. Many owners keep their accountant for tax work and use us for the daily and monthly back office. We prepare figures your accountant can use, and we coordinate with them directly if you want.
What do you need from me to get started?
Access to your POS reports, bank and card statements, recent invoices and your supply agreement. We agree in writing which documents we need, how you share them, and who has access.
Do you need signing authority on my accounts?
No. Your accounts stay in your name and under your control. We work from statements and reports you share. We do not move money.
Do you hire or manage my staff?
No. We do not hire, fire, schedule or supervise your employees. Where payroll is concerned, we coordinate with the provider you already use.
How quickly will I notice a difference?
The reporting improves as soon as it exists in one place. How long it takes for the back office to fully settle depends on how organized things are when we start, and we will give you an honest estimate after we look.
Ready to hand over the paperwork?
Tell us about your stores. We will look at how your paperwork flows today and tell you plainly where we can help, and where we cannot.