Credits missing from the files
Supplier draft notices list every invoice and credit they collect on. Penny² checks your documents against them, so a credit memo nobody sent shows up as a gap with an amount, not a surprise at year end.
Managed back office for fuel distributors
Your month, squared away.
Penny² reads every supplier invoice, freight bill, draft notice and sales invoice, matches them by bill of lading, and finds the credits that are easy to miss. Our team runs it for you, alongside the system you already use, so month-end is a review, not a scramble.
Penny2BOL 1048527
Load · July
Customer site · 8,500 gal
- Supplier invoiceRefiner / rack
- Carrier freight billTrucking company
- Draft / EFT noticeBank
- Sales invoiceYour billing
Billed
$27,880
Cost + freight
$26,945
Margin / gal
11.0¢
Sample load, for illustration
One 200-load-a-month Midwest distributor: first-month findings
First-month findings, not confirmed savings. The client is loading six months of data to validate them against its own books.
- of fuel flagged as at risk of being counted twice
- $2.05M
- of fuel flagged as at risk of being counted twice
- of supplier credits flagged as missing from the files
- $413K
- of supplier credits flagged as missing from the files
- missing supplier and carrier documents flagged
- 130
- missing supplier and carrier documents flagged
- billed loads matched to source documents
- 203/208
- billed loads matched to source documents
The money in the paperwork
Penny² finds the credits that are hard to see.
Credit memos go missing, discounts go unprinted, and the same charge turns up twice. Spread across thousands of documents, nobody has the time to catch them. Penny² checks every one against what your bank actually paid.
Discounts the invoice never prints
Some suppliers pay net of a prompt-pay discount that appears nowhere on the invoice. Penny² works it out from what was drafted and books it, so the supplier ties to the cent.
Gaps in credit-memo numbers
When a supplier's credit memos skip a number, Penny² flags the missing one, its amount from the remittance, and who to ask for it.
Charges billed twice
Hundreds of look-alike charges narrowed to the few that are real, each compared on both source documents, with the credit to claim back.
Squared away to the cent
Every number, checked 17 ways.
Penny² never estimates. Margin appears only when every document proves it, taxes are never counted as margin, and a month that changes says why. See the five gates every number passes.
Connects to how you already work
Documents come in the way your suppliers already send them. Journals go out in your accounting system's own format.
EmailLive
Forward and forget
Each business gets its own Penny² address. Forward supplier invoices, freight bills and notices, and they're read and filed by BOL.
DTNLive
DTN feeds, read exactly
DTN invoice and draft files are read with a dedicated parser, not AI guesswork, so every line ties to the feed.
Automatic DTN pull: coming soon
SageLive
Sage-ready journals
Balanced journal entries mapped to your chart of accounts, sites and vendors, in Sage Intacct's import format.
QuickBooksComing soon
QuickBooks (Intuit)
The same mapped journals, posted to QuickBooks Online.
FilesLive
Upload or share a folder
PDFs, spreadsheets, exports and emails, in whatever shape your suppliers send them. Duplicates are caught on the way in.
Keep your system.
Penny² isn't another ERP to learn. It sits alongside Sage, QuickBooks, PDI, AIMS or Petro Data and checks them against your real documents.
Four parties, one load
Every load leaves a trail of documents from different companies, weeks apart. Penny² ties them together by bill of lading.
Supplier invoice
Refiner / rack
Carrier freight bill
Trucking company
Draft / EFT notice
Bank
Sales invoice
Your billing
matched by BOL
One load, fully explained
- What it cost, including freight
- What you billed, and when
- The margin, per load and per gallon
- Anything missing, and who to ask
What you get
Built around the load: the way a fuel distributor actually thinks about the business.
Look up any load
Type a BOL, invoice number or customer: the sale, the supplier invoice, the carrier's freight bill and the margin on one page.
What's missing, and who to ask
Missing invoices grouped by supplier and carrier, with a request list ready to send.
Billed vs unbilled
Loads with cost but no sales invoice, and month-end loads that carry over to next month.
Real margin on every load
Fuel, freight and rebates per load and per gallon, shown only when the documents prove it.
Taxes by state
Taxes billed to customers against the taxes on supplier invoices, state by state, with the reason for any difference.
Month-end, ready to close
A cash test against bank drafts, AR and AP statements by customer and supplier, and the journal for your accountant.
How onboarding works
A fixed-fee onboarding month, agreed before we start: your first full month loaded and reconciled, and your books set up.
- 1
Send us a month
Upload, forward by email, share a folder or DTN files: supplier and carrier invoices, draft and EFT notices, card settlements and your sales invoices.
- 2
We load and reconcile it
Every document read and matched by BOL, checked against your bank drafts. Missing credits, duplicates and open items listed with who to ask.
- 3
We set up your books
Your opening balances, chart of accounts, sites and vendors mapped, and a balanced journal ready for your accounting system.
- 4
Then every month
We run it for you. You sign in to look up any load, see what's missing and download month-end reports.
Questions
Do we have to replace our accounting system?
No. Penny² works alongside what you run today (Sage, QuickBooks, PDI, AIMS, Petro Data and others) and checks it against your actual documents. Nothing to migrate.
Who does the work?
We do. Penny² is a managed service: our team loads and checks your documents every month, and you sign in to see the results, look up any load and download reports.
What does it cost?
Onboarding is a fixed fee, agreed before we start, that covers your first full month loaded and reconciled plus your accounting setup. After that, a monthly service fee based on your load volume.
Which systems do you connect to?
Email, DTN feed files, uploads and shared folders for documents coming in; Sage Intacct journal files going out. A direct DTN pull and QuickBooks Online are coming soon.
How is our data protected?
Each business's data is kept separate, sign-in supports two-step verification, and every action is recorded in an activity log. Your documents are used only for your books.
Send us one month. We'll square it away.
Tell us a little about your business. We'll reply within one business day to set up a walkthrough and scope your onboarding month.