Fleet fuel accounts
Business accounts with driver and vehicle cards, limits, signatures on screen and monthly statements.
Service station software: fleet accounts, loyalty & shop
Service stations: fuel, shop and fleets in one. More regulars, less paperwork.
Fleet accounts on carbon dockets, hot food orders yelled across the counter, a car wash that sits idle all week and loyalty that only the big brands seem to have. We build systems for independent servos that win back regulars and cut the back-office grind. Then we host them and look after them.
Looking for independent service station software that does more than ring up fuel?
An independent servo is a fuel retailer, a convenience store, a takeaway, a car wash and a small finance department for every local tradie with an account. The forecourt controller and POS handle the pumps. Everything else lives on dockets, a shift sheet in the office, a whiteboard of who owes what and the owner's phone at 10pm.
Wollopit builds custom service station software around how your site actually runs. Fleet customers get proper accounts with driver limits and a monthly statement that lands in Xero. Regulars earn points without a big-brand app. Hot food orders hit a kitchen screen. Shift reports add themselves up. We connect to the POS and forecourt gear you already have, build what's missing and look after the lot on our own servers.
01The problems
What we hear from service stations
Does your service station have these problems? Here's how we'd fix them.
Most independent servos we talk to are up against the majors on price and convenience. The margin is in the shop, the food and the regulars. That's exactly where the paperwork piles up.
- The problemFleet accounts on paperTradies sign a docket, the docket goes in a shoebox and someone spends the first week of every month typing invoices.How we fix itFleet accounts with driver and vehicle cards, signed on screen at the counter, with monthly statements pushed straight into Xero or MYOB.
- The problemDrivers fill whatever they likeA labourer fills his own ute on the boss's account and grabs a carton of smokes while he's at it.How we fix itPer-driver and per-vehicle limits, fuel-only or approved product rules and an alert to the account owner when something's off.
- The problemNo loyalty to fight the majorsThe big brands have apps and fuel discounts. Your regulars have nothing to keep them pulling in.How we fix itSimple loyalty in their phone wallet: points on shop spend, coffee stamps and member specials scanned at the POS.
- The problemHot food orders shoutedBurgers and chips called through the hatch, tickets lost and the bloke who ordered first gets served last.How we fix itOrder screens for the kitchen with ticket times, plus phone ordering for tradies who want brekky ready when they pull up.
- The problemShift reconciliation takes foreverCounting the till, matching EFTPOS, fleet sales and drive-offs on a sheet before anyone can go home.How we fix itShift reports per operator that pull POS, EFTPOS and fleet totals together and flag what doesn't match.
- The problemWet stock guessedTank dips on a clipboard, fuel orders placed on gut feel and nobody notices a slow loss until it's a big one.How we fix itDaily dips and deliveries logged on a tablet, variance tracked against sales and reorder alerts before a tank runs low.
- The problemDrive-offs handled by handA drive-off means a handwritten note, a hunt through CCTV and a form for the police that takes half a shift.How we fix itA drive-off log with pump, time, rego and CCTV still attached, ready-made reports and repeat plates flagged.
- The problemCar wash sits idleThe wash only gets used when someone remembers it's there. Weekday mornings it's empty.How we fix itWash packages and monthly memberships sold online and at the counter, plus quiet-time deals pushed to regulars.
- The problemSpecials nobody seesTwo-for-one drinks and meal deals stuck on a corflute by the door. Half your customers pay at the pump and never see them.How we fix itSpecials pushed to regulars by SMS and email, shown on in-store screens and listed on your website and Google.
- The problemFuel prices out of syncThe price board changes but Google and your website still show yesterday's price.How we fix itChange prices once and your website, Google Business Profile and screens follow, with a price history you can look back on.
- The problemGas swaps and ice on a notepadGas bottle swaps, ice and trailer hire tracked on scraps of paper and stock always runs out on a long weekend.How we fix itGas, ice and hire stock tracked with reorder alerts, trailer hire bookings and deposits taken online.
- The problemRosters and checks by textShift swaps arranged by text, toilet cleans and fire checks signed on a sheet that's never there when you need it.How we fix itRosters and shift swaps on staff phones, with open and close checklists, cleaning logs and incident reports.
02What we build
Solutions
What we build for service stations. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Fleet customer portal
Account owners see every fill by driver and rego, download statements and set limits themselves.
Loyalty & member cards
A card in their phone wallet with points, coffee stamps and member pricing at your POS.
Specials campaigns
Meal deals and shop specials sent by SMS and email to regulars, with results you can actually see.
Hot food ordering
Kitchen order screens, ticket times and order-ahead from a phone for the brekky rush.
Car wash memberships
Monthly plans, wash packages, gift cards and wash codes sold online and at the counter.
Shift reporting
Per-operator shift reports that pull POS, EFTPOS and fleet sales together and flag variances.
Wet stock & tank dips
Daily dips, fuel deliveries, variance against sales and low-tank reorder alerts.
Drive-off log
Pump, time, rego and CCTV still in one record, with reports ready for police and insurance.
Fuel price manager
Change prices once and update the website, Google and in-store screens together.
In-store screens
Meal deals, coffee specials and fuel prices on any TV, changed from your phone.
Gas, ice & hire
Gas bottle swaps, ice stock and trailer hire bookings with deposits and returns.
Supplier ordering
Shop and food orders built from sales and stock, sent to suppliers in a couple of taps.
Staff rosters & checklists
Rosters, shift swaps, cleaning logs, safety checks and incident reports on staff phones.
A website for locals
Quick on mobile with fuel prices, opening hours, food menu and wash plans, built for 'servo near me'.
03The systems
The big ones
Your whole servo, on one system.
These are the systems independent service stations ask us about most. Each works on its own. Joined up, they're a proper edge over the majors.
Fleet accounts
Local businesses fill up on account. You stop chasing dockets.
Tradies, farms and delivery fleets get proper fuel accounts with cards for every driver or vehicle. Every fill is recorded with rego and odometer and the monthly statement writes itself into Xero or MYOB.
- Driver and vehicle account cards
- Per-driver and per-vehicle limits
- Fuel-only or approved product rules
- Rego and odometer on every fill
- Signature on screen at the counter
- Monthly statements and invoices
- Straight into Xero or MYOB
- Account owner portal and reports
- Credit limits and account holds
- Overdue reminders sent automatically
Loyalty & specials
Regulars who pick you over the big brand.
A simple loyalty card in their phone wallet that works at your POS. Points on shop spend, coffee stamps and member-only specials give locals a reason to pull in. Then you can tell them about this week's deal without a corflute.
- Card in Apple and Google wallets
- Scanned at your existing POS
- Points on shop and food spend
- Coffee and pie stamp cards
- Member-only pricing
- Birthday and lapsed-customer offers
- Specials by SMS and email
- Tradie brekky deals by time of day
- See who's coming back and how often
- No big-brand app required
Hot food ordering
Brekky orders on a screen, not shouted through the hatch.
Every food order lands on a kitchen screen with the time it came in. Tradies can order ahead from their phone and pick up hot without the queue. Sold-out items come off the menu everywhere in one tap.
- Kitchen order screens
- Ticket times and late alerts
- Order ahead from a phone
- Pickup times for the morning rush
- Sold-out toggles in one tap
- Menu changes pushed to the POS
- Meal deals and combos
- Allergen and dietary tags
- Food waste logged at close
- Best sellers by time of day
Shift & wet stock
Shifts that add themselves up. Tanks you can trust.
Shift reports per operator pull the till, EFTPOS, fleet sales and drive-offs into one page and flag what doesn't match. Tank dips and deliveries are logged on a tablet so variance shows up the day it happens.
- Shift report per operator
- Till, EFTPOS and fleet in one view
- Variances flagged automatically
- Safe drops and banking logged
- Daily tank dips on a tablet
- Fuel deliveries recorded
- Variance against pump sales
- Low-tank reorder alerts
- Drive-off log with CCTV stills
- Daily and weekly owner summary
Car wash memberships
A car wash that earns while it's quiet.
Sell wash packages and monthly memberships online and at the counter. Members get a code or QR that works at the bay and quiet-time deals fill the slow mornings.
- Monthly unlimited wash plans
- Wash packages and multi-wash cards
- Codes or QR for the wash bay
- Automatic billing and card retries
- Gift cards for wash packages
- Quiet-time deals to regulars
- Fleet wash on account
- Washes per day and per member
- Bay down alerts to staff
- Fuel and wash combo offers
Prices, screens & website
Change the price once. Everywhere follows.
Fuel prices, meal deals and opening hours live in one place. Update them on your phone and the website, Google Business Profile and in-store TVs all match, so nobody pulls in expecting yesterday's price.
- Fuel prices in one editor
- Website and Google kept in sync
- In-store TV screens
- Meal deals scheduled by day part
- Price history and change log
- Opening and holiday hours
- Gas, ice and hire on the website
- Food menu and order-ahead link
- Built to rank for 'servo near me'
- Reviews in one inbox
04How it changes
Before and after
A tradie morning rush, wolloped.
Here's how a 6am rush could change. Every servo runs differently, so we map yours first.
Before
- Tradie signs a carbon docket for diesel
- Brekky roll order yelled through the hatch
- Kitchen loses the ticket and the queue backs up
- Regular pays at the pump and misses the coffee deal
- Docket goes in the shoebox for month-end
- Owner types fleet invoices on the weekend
After
- Tradie ordered his roll from the ute at 5:45
- Fill logged to his account with rego and limit checked
- Order pops up on the kitchen screen with a pickup time
- Loyalty card scanned and coffee stamp added
- Fleet fill flows into this month's statement
- Statements land in Xero on the 1st by themselves
05Services
Everything under one roof
Software, websites and systems for service stations.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for service stations
Built around how your service station actually runs: fleet fuel accounts, fleet customer portal and the admin in between, in one system you own.
Websites for service stations
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Service station system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for service stations
Loyalty & member cards and specials campaigns: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Gilbarco, Invenco and Square so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your service station, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the POS and forecourt gear you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Gilbarco
- Invenco
- Square
- Lightspeed
- Xero
- MYOB
- Stripe
- Tyro
- Motorpass
- FleetCard
- Swap'n'Go
- Uber Eats
- DoorDash
- Google Business Profile
- Mailchimp
- Klaviyo
- Deputy
- Tanda
- Apple Wallet
- Google Wallet
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your service station: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend a morning rush at the counter, a shift close in the office and time with your fleet customers to see what's really slowing you down.
- 02
Archi-tech
We plan it before writing code: fleet accounts, loyalty, food orders, shift reports, how it talks to your POS and forecourt, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually fleet accounts or shift reports first, so you get a win before next month-end.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things service stations ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can fleet drivers have spending limits?
Yes. Fleet accounts can have per-driver or per-vehicle limits, fuel-only or approved product rules and alerts to the account owner when a limit gets close.
Do we need to replace our POS or forecourt controller?
No. We build around what works. We connect to your existing POS where it allows it and sit alongside your forecourt system for the things it doesn't do, like fleet statements, loyalty and food orders.
We still take Motorpass and FleetCard. Does this replace them?
No. Keep taking them for the big fleets. Our fleet accounts are for the local businesses who want to run an account with you directly, which is where you keep the relationship.
We're under a fuel brand supply agreement. Can we still run our own loyalty?
Often yes for the shop, food and car wash side. Check what your agreement covers and we'll design around it so nothing clashes with the brand's own program.
Can it update our fuel prices online?
Yes. Change a price once and your website, Google Business Profile and in-store screens follow. You keep a history of every change too.
Can it help with drive-offs?
Yes. Staff log the pump, time and rego on a tablet with a CCTV still attached. Reports are ready for police and insurance and repeat plates get flagged.
How much does a service station system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like fleet statements or a kitchen order screen can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most service stations we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a service station problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.