1. Overview

Fuel Station Management transforms Dolibarr into a complete Enterprise Resource Planning (ERP) solution dedicated to running a service station (petrol/gas station) end-to-end — without needing any other software. It centralises every activity of the station: fuels, pumps and tanks, procurement, fuel and shop and car-wash sales, lubricants, fuel cards, corporate subscriptions, a loyalty programme, cash registers, staff and shift planning, stock, equipment maintenance, a document vault and business automation — while natively enriching Dolibarr (third parties, products, warehouses, quotes, orders, invoices, bank and accounting).

The module is built on a proven, secure, modular and fully documented generic engine. It ships 20 business objects, a premium real-time dashboard, a twelve-report analytics suite with PDF/Excel/CSV exports, an automation & alert engine, granular permissions and an installable demonstration dataset. The interface is responsive and works on desktop, tablet and mobile.

Key highlights

 

2. Functional Modules

The solution is organised into eight functional areas covering the twenty business objects. Each object offers a full list view (multi-criteria search, sortable columns, show/hide column selector), a detail card, and create/edit/validate/close/cancel/delete workflow with Dolibarr-native status management.

2.1 Stations, Pumps & Tanks

Manage one or several stations and their physical distribution equipment. Station, pump and tank cards are "hub" cards that display a live KPI cockpit and automatically list every related record.

·       Stations — code, name, full address, town, phone, email, manager, GPS latitude/longitude, opening hours and status. The station cockpit shows its pumps, tanks, fuel revenue and headcount.

·       Pumps — number/label, parent station, dispensed fuel, number of nozzles, operating state, commissioning date, initial and current mechanical counter, and history. The cockpit computes the volume dispensed.

·       Tanks — parent station, stored fuel, capacity in litres, current level, alert threshold, temperature and last inspection date. A real-time fill-rate gauge turns red when the level reaches the alert threshold.

2.2 Fuels & Procurement

·       Fuels — code, label, sale price, VAT rate, unit, supplier, litre stock, average cost, unit margin and a display colour. Examples: Unleaded 95/98, Diesel, Premium Diesel, LPG, AdBlue, E85 bio-fuel, off-road diesel.

·       Fuel procurement — complete supply orders from suppliers with a supply-lifecycle Kanban: draft → ordered → in transit → delivered → received → invoiced (plus cancelled). Each order carries supplier, fuel, destination tank and station, ordered/delivery dates, quantity, unit cost, total cost, a quality-control flag and a link to the supplier invoice.

Procurement connects to native Dolibarr suppliers, purchase orders, supplier invoices and stock.

2.3 Fuel & Cash Sales

·       Fuel sales — recorded by pump, employee, customer, fuel card and vehicle plate. Each sale computes litres, unit price, amount, discount, VAT amount and margin, and stores the payment mode (cash, card, mobile money, fuel card, cheque).

·       Cash registers — multi-session cash management with opening/closing timestamps, opening float, closing and expected amounts, automatically computed cash discrepancy, and card / mobile-money totals. The cockpit flags any session whose discrepancy exceeds the threshold.

2.4 Shop, Car Wash & Lubricants

·       Shop sales — convenience-store tickets linked to native Dolibarr products (drinks, snacks, car accessories, cleaning products, tobacco & press, groceries) with quantity, unit price, amount, category and payment mode.

·       Car wash — wash services by type (simple, premium, interior, exterior, polish, vacuum), lane/tunnel, vehicle, optional customer, price, date and duration.

·       Lubricants — catalogue of engine/gearbox/brake/coolant oils and additives with category, viscosity, unit, supplier, purchase and sale price and stock.

2.5 Fuel Cards, Subscriptions & Loyalty

·       Fuel cards — company cards with card number, holder, authorised fuel, credit limit, consumption, expiry date and status. The cockpit shows remaining credit and flags expiring cards.

·       Company subscriptions — B2B contracts with a monthly fee, start/end dates, billing day and consumption, billed directly to native Dolibarr quotes, sales orders and invoices from the dedicated Invoicing screen.

·       Loyalty programme — member cards with points, tier (Bronze/Silver/Gold/Platinum), birthday, join date and rewards.

2.6 Staff & Shift Planning

·       Employees — pump attendants, cashiers, managers and technicians with linked Dolibarr user, job role, contact details, home station, hire date and hourly rate.

·       Shifts — team planning with employee, station, date, start/end time and shift role. Shifts feed the operations planning timeline.

2.7 Stock, Maintenance & Documents

·       Stock movements — in/out/inventory/adjustment movements on native products with quantity, unit, date and station.

·       Maintenance — preventive and curative maintenance of pumps, tanks, wash tunnels, compressors and generators, with type, dates, next-due date, cost and technician.

·       Documents (DMS) — a document vault for contracts, certificates, inspections, licences and insurance, with type, date, expiry and reference. Expiring documents surface on the dashboard and planning timeline.

2.8 Activity Log & Automation

·       Activity log — a chronological journal of calls, e-mails, inspections, notes and incidents tied to a station.

·       Automation rules — configurable IF/THEN rules with trigger type, condition, threshold and action, executed on demand or by a daily cron job.

 

3. Premium Dashboard

The dashboard is an original "station cockpit" — deliberately different from Dolibarr’s standard screens — using a premium petroleum colour charter (petrol blue, red, orange, white and anthracite grey) with dynamic cards. It is fully responsive.

Alert tiles

·       Tanks below alert threshold

·       Fuels low on stock

·       Documents expiring within 30 days

·       Fuel cards expiring within 30 days

·       Maintenance due within 15 days

·       Cash sessions with a discrepancy

KPI zones

·       Sales & fuel — revenue today, revenue this month, fuel revenue, litres sold, ticket count, average basket

·       Shop & services — shop revenue, wash revenue, number of shop sales and washes

·       Stock & tanks — stations, pumps, tanks, average tank fill rate, fuel stock value

·       Finance & profitability — yearly revenue, yearly fuel purchases, gross margin, net margin, margin rate

Live charts & pipeline

·       Revenue by month (12-month bar chart)

·       Sales split by fuel (donut chart)

·       Sales split by payment mode (donut chart)

·       Current tank levels (bar chart)

·       Fuel-procurement pipeline preview by stage

4. Reporting Suite

A dedicated Reporting hub offers twelve rich reports, each filterable by date range and exportable to CSV, Microsoft Excel and PDF, or printable with a branded header.

5. Native Dolibarr Integration

Links are fully automatic and bidirectional. The module reuses and enriches the native Dolibarr modules rather than duplicating them:

·       Third parties (customers & suppliers), contacts

·       Products, stock and warehouses

·       Quotes, sales orders and customer invoices (created in one click from subscriptions)

·       Supplier orders and supplier invoices for procurement

·       Bank and accounting

·       Agenda, projects, users and the document management system (DMS/GED)

·       Multi-entity / multi-company / SaaS

6. Configuration & Demonstration Data

A complete configuration page lets administrators tune display options (enable the car-wash module, enable the loyalty programme, default fuel VAT rate) and manage the demonstration dataset with two buttons:

·       Load demonstration data — creates a realistic dataset — stations, pumps, tanks, fuels, procurement, fuel/shop/wash sales, cash sessions, fuel cards, subscriptions, loyalty members, staff, shifts, stock, maintenance, documents, plus native customers, suppliers, products, quotes and invoices — so the dashboard, charts and reporting come alive immediately.

·       Purge demonstration data — securely removes every demo record (tagged with a dedicated import key), including the native objects it created.

The dataset is versioned, so a module upgrade automatically refreshes the demonstration content.

7. Security & Code Quality

·       Granular permissions — ten permission groups (read / create-modify / delete) plus module administration.

·       CSRF protection — security tokens on every create, edit and action link.

·       SQL safety — all queries use escaping and parameter casting; entity isolation on every read.

·       XSS protection — all output is HTML-escaped.

·       Logging — operations and automation runs are written to the Dolibarr syslog.

·       Code quality — object-oriented, modular, documented and optimised, following Dolibarr development standards; schema self-healing on upgrade.

Permission groups

 

8. Business Object Reference

The twenty business objects, each backed by its own database table (prefix llx_fsm_*), list/card pages, search and status workflow:

 

Fuel Station Management v1.0  —  © 2026 DoliResources  —  www.doliresources.com