We are looking to develop a digital system to automate operations at a fuel station, including fuel sales reporting, oil stock management, and creditor tracking. The system will replace manual processes with a mobile app for DSMs (Daily Sales Managers) an
Budget: ₹12,500 – ₹37,500 INR
**Introduction to the System**
The system aims to digitize and automate operations on for fuel sales, oil stock management, and creditor tracking at a fuel station. The goal is to replace the manual, paper-based processes with a reliable and efficient digital system that ensures accurate calculations, streamlined workflows, and real-time data synchronization.
**Workflow by User Roles**
**1. DSM (Daily Sales Manager)**
**Primary Role:** Enter sales data and ensure oil stock reporting (if assigned).
1. **Login and Shift Selection:**
- DSM logs in using unique credentials.
- Selects shift (morning, afternoon, night) and point number assigned .
- Opening meter reading auto-populated from the previous shift's closing reading of that point side.
2. **Fuel Sales Reporting:**
- Enters closing meter reading for the shift.
- Records payment details:
- Cash amounts (with denomination breakdown).
- Non-cash payments (UPI, card, creditors etc.).
- Amounts received from creditors.
- Amounts received from other reasons
- Add the cash specification like - Notes
2000x —
500x—-
200x—
100x—-
50x—
20x—
10x—
loose —
- System calculates:
- **Fuel Sold** = Closing - Opening readings.
- **Sales Amount** = Fuel Sold × Rate.
- Total sales and subtracts it from the total of non cash transaction of the dsm to get the expected cash
- The total of the cash will be calculated and checked the difference between the collected cash and the expected cash
- Non-cash transactions:
- Here there will be predefined dropdowns/section in front of which the Dsm enters the value following which are:
UPI-xxx
Card-xxx
Ufill-xxx
Smart card-xxxx
Creditors(Dropdown)-xxx
Expenses-xxx
note-Each non-transaction section (UPI,card) will have their logs which will auto-updated after the DSM submits the report .
The managers/owners can add new non-cash transactions
3. **Oil Stock Reporting (if assigned)usually once daily :**
- For a particular Day there has to be one oil/lubricants stock and sales reporting .
- Responsibility assigned or the first DSM submitting the report for the day will be considered the assigned .
- DSM enters:
- Initial and final oil stock tallies.
- Units sold , rates (predefined ), discounted rate for each oil product.
- System calculates oil sales total and integrates it into the DSM’s daily report.
- Note - The chronology with the dsm submiting the oil report should be he/she ahould first submit the oil report and then the daily fuels report as the oil sales amount gets automatically credited the dsms report submiting it .
4. **Creditor Log Updates:**
- When reporting amounts received from creditors, the system:
- Auto-updates the creditor’s log with transaction details (date, fuel type, vehicle number, amount, payment mode).
- For the creditor section , there will be predefined list of creditors and the DSM will select out of those , and then he can add details like amount, fuel type, vehicle number (if provided), and payment mode.
- If DSM records a payment from creditors, that paricular **creditors log auto-updates** with the amount, fuel type, vehicle number (if provided), and payment mode.
- In the log of each creditors there will be details like - transaction date, amount , vehicle no. ,fuel type. also it should be showing the total receivable , and in it the user can put the received amounts to show the actual receivable .
- If possible want the creditors transaction integrated with sms service after the permission sms can be sent to appropriate creditor about the transaction took place.
- Also the managers/owners can add new creditors in the list
5. **Daily Report Submission:**
- DSM verifies all entries, including fuel and oil sales, before submission.
- Oil stock report (if assigned) must be completed first.
- Once submitted, the report locks for edits for the dsm.
6. **Log Updates**:
- Each separate non cash transactions log gets updated with the transaction amount , from dsm , shift, Point/side etc .
- Also for the creditors Automatically updated using DSM reports: Date, fuel type, vehicle number, and amounts. Payments received are linked to reduce outstanding balances.
- There is seperate log for each term trackable be it the individual dsm sales report ,non cash transaction ,oil stock sales, fuel sales, meter sales , creditors and these logs data if required can be traced back to its source for example if wanted to enquire the creditors entry log transaction can be traced back to the specific dsm report showed it in its report .
7. Daily report :
- The owner/manager can view a comprehensive daily summary, including fuel sales (by type, meter, and shift), non-cash transactions (total number and amount), total sales, and daily revenue. They can also edit or add transactions/expenses to ensure accurate calculations, providing a concise overview and detailed insights into daily operations.
---
### **2. Manager**
**Primary Role:** Monitor and verify reports, manage creditors, and oversee operations.
- Here the managers can have various access ,whenever needed the owner can restrict and add access to the managers
1. **Daily Oversight:**
- Review submitted DSM reports for accuracy.
- Verify creditor payments and balances.
- Monitor fuel and oil stock trends.
2. **Creditor Management:**
- Add or update creditor details (manually if needed).
- Reconcile discrepancies in creditor logs.
3. **Adjustments and Edits:**
- Create and manage user credentials for DSMs .
- Make corrections to DSM reports if errors are found.
- He can add/delete users/dsm, creditors ,non cash transaction etc with the edited log saved for the owner .
- Update product rates as needed (e.g., for fuel and oil).
- If he wants to edit he can do so but the edit will be recorded with details user id/name, timing of edit, previous entry , edited , from device id .and the owner can see it that its edited on the report tag and as well in the data log where the all the entries log is saved .
---
### **3. Owner**
**Primary Role:** Administrative oversight and system configuration.
- The owner has the complete access and he has special previleges and systems
- He can do all the tasks be it of the DSM , manager and others as well .
- He can view the detailed reports if he wants of any dsm shift with the tags .
1. **System Setup and Maintenance:**
- Create and manage user credentials for DSMs and managers.
- Configure product details (fuel types, oil types, rates).
2. **High-Level Monitoring:**
- Review aggregated reports (daily/monthly).
- He can view shiftwise, daily ,weekly ,monthly ,yearly ,custom duration individual dsm report or total fuel units report where the respective data will be clubbed and showed .To track the growth , sales , and other parameters .
- He has the logs like the each separate non-cash transactions, creditors, fuel sales ,activity/entry/edit/delete log. so that the owner can track the activity of each dsm, manager
- Approve significant updates, such as changes to creditor logs or product rates.
3. **Audit and Accountability:**
- Access audit trails for user activities.
- Ensure system compliance with business objectives.
- Can check the activity of the user with the log that saves the data of their entries, edits, new adds, deleted
---
### **System Architecture**
### **1. Frontend Components**
- **DSM Mobile App:**
- Shift and point selection.
- Entry of fuel sales and oil stock data.
- Report submission functionality with offline sync.
- **Manager/Owner Web Portal:**
- Dashboard for monitoring reports and logs.
- Tools for editing product details and creditor entries.
### **2. Backend Components**
- **Database:**
- Stores user credentials, fuel sales data, oil stock details, and creditor logs.
- **Automation Engine:**
- Handles auto-population of opening readings, oil sales integration, and creditor log updates.
### **3. Security and Reliability:**
- **Data Encryption:** Protect sensitive data like user credentials and transaction logs.
- **Role-Based Access Control:** Restrict access based on user roles.
- **Audit Trails:** Log all user actions for accountability.
- **Offline Functionality:** Allow DSMs to work offline, syncing data when reconnected.
---
### **Notes for Developers**
1. **Primary Focus on Automation:**
- Ensure creditor logs are automatically updated from DSM reports as the primary data source.
- The oil stock report must integrate seamlessly with DSM daily reports.
- Also the specific logs of each terms like all the non cash transactions, meters ,dsms have their individual separate logs which gets auto updated using dsm report for indivdual analysis
2. **User Experience:**
- Design a simple, intuitive mobile app for DSMs.
- Provide a comprehensive yet easy-to-navigate web portal for managers and owners.
3. **System Validation:**
- Implement checks to ensure DSMs complete all required tasks (e.g., oil stock report submission) before submitting their daily report.
6. **Notifications and Alerts:**
- Predefined measures/thresholds setup where a report of dsm can have only specific cash difference discrepancy , expense etc if excedded the owner/manager gets alert notification .
- Implement SMS/email notifications for creditor updates and incomplete tasks if possible.
This structure ensures a reliable, user-friendly, and future-proof system that meets business objectives efficiently.
The system aims to digitize and automate operations on for fuel sales, oil stock management, and creditor tracking at a fuel station. The goal is to replace the manual, paper-based processes with a reliable and efficient digital system that ensures accurate calculations, streamlined workflows, and real-time data synchronization.
**Workflow by User Roles**
**1. DSM (Daily Sales Manager)**
**Primary Role:** Enter sales data and ensure oil stock reporting (if assigned).
1. **Login and Shift Selection:**
- DSM logs in using unique credentials.
- Selects shift (morning, afternoon, night) and point number assigned .
- Opening meter reading auto-populated from the previous shift's closing reading of that point side.
2. **Fuel Sales Reporting:**
- Enters closing meter reading for the shift.
- Records payment details:
- Cash amounts (with denomination breakdown).
- Non-cash payments (UPI, card, creditors etc.).
- Amounts received from creditors.
- Amounts received from other reasons
- Add the cash specification like - Notes
2000x —
500x—-
200x—
100x—-
50x—
20x—
10x—
loose —
- System calculates:
- **Fuel Sold** = Closing - Opening readings.
- **Sales Amount** = Fuel Sold × Rate.
- Total sales and subtracts it from the total of non cash transaction of the dsm to get the expected cash
- The total of the cash will be calculated and checked the difference between the collected cash and the expected cash
- Non-cash transactions:
- Here there will be predefined dropdowns/section in front of which the Dsm enters the value following which are:
UPI-xxx
Card-xxx
Ufill-xxx
Smart card-xxxx
Creditors(Dropdown)-xxx
Expenses-xxx
note-Each non-transaction section (UPI,card) will have their logs which will auto-updated after the DSM submits the report .
The managers/owners can add new non-cash transactions
3. **Oil Stock Reporting (if assigned)usually once daily :**
- For a particular Day there has to be one oil/lubricants stock and sales reporting .
- Responsibility assigned or the first DSM submitting the report for the day will be considered the assigned .
- DSM enters:
- Initial and final oil stock tallies.
- Units sold , rates (predefined ), discounted rate for each oil product.
- System calculates oil sales total and integrates it into the DSM’s daily report.
- Note - The chronology with the dsm submiting the oil report should be he/she ahould first submit the oil report and then the daily fuels report as the oil sales amount gets automatically credited the dsms report submiting it .
4. **Creditor Log Updates:**
- When reporting amounts received from creditors, the system:
- Auto-updates the creditor’s log with transaction details (date, fuel type, vehicle number, amount, payment mode).
- For the creditor section , there will be predefined list of creditors and the DSM will select out of those , and then he can add details like amount, fuel type, vehicle number (if provided), and payment mode.
- If DSM records a payment from creditors, that paricular **creditors log auto-updates** with the amount, fuel type, vehicle number (if provided), and payment mode.
- In the log of each creditors there will be details like - transaction date, amount , vehicle no. ,fuel type. also it should be showing the total receivable , and in it the user can put the received amounts to show the actual receivable .
- If possible want the creditors transaction integrated with sms service after the permission sms can be sent to appropriate creditor about the transaction took place.
- Also the managers/owners can add new creditors in the list
5. **Daily Report Submission:**
- DSM verifies all entries, including fuel and oil sales, before submission.
- Oil stock report (if assigned) must be completed first.
- Once submitted, the report locks for edits for the dsm.
6. **Log Updates**:
- Each separate non cash transactions log gets updated with the transaction amount , from dsm , shift, Point/side etc .
- Also for the creditors Automatically updated using DSM reports: Date, fuel type, vehicle number, and amounts. Payments received are linked to reduce outstanding balances.
- There is seperate log for each term trackable be it the individual dsm sales report ,non cash transaction ,oil stock sales, fuel sales, meter sales , creditors and these logs data if required can be traced back to its source for example if wanted to enquire the creditors entry log transaction can be traced back to the specific dsm report showed it in its report .
7. Daily report :
- The owner/manager can view a comprehensive daily summary, including fuel sales (by type, meter, and shift), non-cash transactions (total number and amount), total sales, and daily revenue. They can also edit or add transactions/expenses to ensure accurate calculations, providing a concise overview and detailed insights into daily operations.
---
### **2. Manager**
**Primary Role:** Monitor and verify reports, manage creditors, and oversee operations.
- Here the managers can have various access ,whenever needed the owner can restrict and add access to the managers
1. **Daily Oversight:**
- Review submitted DSM reports for accuracy.
- Verify creditor payments and balances.
- Monitor fuel and oil stock trends.
2. **Creditor Management:**
- Add or update creditor details (manually if needed).
- Reconcile discrepancies in creditor logs.
3. **Adjustments and Edits:**
- Create and manage user credentials for DSMs .
- Make corrections to DSM reports if errors are found.
- He can add/delete users/dsm, creditors ,non cash transaction etc with the edited log saved for the owner .
- Update product rates as needed (e.g., for fuel and oil).
- If he wants to edit he can do so but the edit will be recorded with details user id/name, timing of edit, previous entry , edited , from device id .and the owner can see it that its edited on the report tag and as well in the data log where the all the entries log is saved .
---
### **3. Owner**
**Primary Role:** Administrative oversight and system configuration.
- The owner has the complete access and he has special previleges and systems
- He can do all the tasks be it of the DSM , manager and others as well .
- He can view the detailed reports if he wants of any dsm shift with the tags .
1. **System Setup and Maintenance:**
- Create and manage user credentials for DSMs and managers.
- Configure product details (fuel types, oil types, rates).
2. **High-Level Monitoring:**
- Review aggregated reports (daily/monthly).
- He can view shiftwise, daily ,weekly ,monthly ,yearly ,custom duration individual dsm report or total fuel units report where the respective data will be clubbed and showed .To track the growth , sales , and other parameters .
- He has the logs like the each separate non-cash transactions, creditors, fuel sales ,activity/entry/edit/delete log. so that the owner can track the activity of each dsm, manager
- Approve significant updates, such as changes to creditor logs or product rates.
3. **Audit and Accountability:**
- Access audit trails for user activities.
- Ensure system compliance with business objectives.
- Can check the activity of the user with the log that saves the data of their entries, edits, new adds, deleted
---
### **System Architecture**
### **1. Frontend Components**
- **DSM Mobile App:**
- Shift and point selection.
- Entry of fuel sales and oil stock data.
- Report submission functionality with offline sync.
- **Manager/Owner Web Portal:**
- Dashboard for monitoring reports and logs.
- Tools for editing product details and creditor entries.
### **2. Backend Components**
- **Database:**
- Stores user credentials, fuel sales data, oil stock details, and creditor logs.
- **Automation Engine:**
- Handles auto-population of opening readings, oil sales integration, and creditor log updates.
### **3. Security and Reliability:**
- **Data Encryption:** Protect sensitive data like user credentials and transaction logs.
- **Role-Based Access Control:** Restrict access based on user roles.
- **Audit Trails:** Log all user actions for accountability.
- **Offline Functionality:** Allow DSMs to work offline, syncing data when reconnected.
---
### **Notes for Developers**
1. **Primary Focus on Automation:**
- Ensure creditor logs are automatically updated from DSM reports as the primary data source.
- The oil stock report must integrate seamlessly with DSM daily reports.
- Also the specific logs of each terms like all the non cash transactions, meters ,dsms have their individual separate logs which gets auto updated using dsm report for indivdual analysis
2. **User Experience:**
- Design a simple, intuitive mobile app for DSMs.
- Provide a comprehensive yet easy-to-navigate web portal for managers and owners.
3. **System Validation:**
- Implement checks to ensure DSMs complete all required tasks (e.g., oil stock report submission) before submitting their daily report.
6. **Notifications and Alerts:**
- Predefined measures/thresholds setup where a report of dsm can have only specific cash difference discrepancy , expense etc if excedded the owner/manager gets alert notification .
- Implement SMS/email notifications for creditor updates and incomplete tasks if possible.
This structure ensures a reliable, user-friendly, and future-proof system that meets business objectives efficiently.
Related categories:
Mobile App Development
Web Development
Backend Development
Process Automation
Database Management