Client implementation · live in production
Sat-Raj: pricing, delivery review and QuickBooks Desktop.
Custom software for a gasoline and diesel distributor in New Jersey, supplying stations in New Jersey and Pennsylvania since 1992. It connects customer pricing and delivery records with the office's invoicing process in QuickBooks Desktop.
See the implementation
Real screens from the Sat-Raj back office, running on fictional demo data.
What changed
Pricing
The daily price run moved from separate spreadsheet and email steps into one reviewed workflow.
Deliveries
BOLs used to be typed into Sheets, then again into QuickBooks. Now they're pulled once and matched.
Invoices
Each load is invoiced with its fuel and tax lines and synced to QuickBooks with its invoice number.
Audit trail
Every price sent and every invoice synced can be looked up by date and customer.
The problem
What the office needs to connect.
Fuel billing brings together delivery quantities, customer locations, changing prices and accounting items. Uzair built a shared application for Sat-Raj to prepare prices, review delivery information and send approved invoice jobs to QuickBooks Desktop.
The project is an example of what can be built around an existing operation. The starting point for another company is one repeated manual step, its source data and the result the office needs.
What was built
Five workflows, one system.
Prepare customer prices from a shared set of rules
The pricing workflow combines rack costs with configured customer margins, freight and tax items. Customer groups can share a fuel menu while individual locations keep their freight settings. The office can prepare and send customer price emails from the system.
The implementation includes saved pricing history so a delivery can be checked against the relevant customer price. Rules and exceptions need to be agreed with each business before rollout.
Bring delivery tickets into an office review queue
The Samsara integration imports delivery documents and uses truck location data and customer geofences to help identify the delivery site. The office can review tickets and assign a location when a match is missing or ambiguous.
The useful part is the review process: missing information is visible before an invoice is created. A different ticket system or file format would need its own compatibility check.
Check quantities and prices before billing
Delivery records can be checked against terminal bill-of-lading data and customer pricing. The implementation handles Sat-Raj-specific cases such as split deliveries, full-load pricing and prices that arrive after a ticket.
These are configured business rules, not assumptions to carry into another company. A pilot would start with representative records and have the office confirm the expected results.
Create approved invoices in QuickBooks Desktop
Approved deliveries become invoice jobs for QuickBooks Desktop Web Connector. Fuel and configured tax lines map to the accounting items used by the office. The connector processes the queue when the required QuickBooks connection is available.
The integration includes retry handling and duplicate checks. Connection failures and rejected jobs still need monitoring and a recovery process; accounting review remains part of the workflow.
Support the system as the operation changes
Uzair built the application and provides ongoing development and support. The work includes changes to pricing rules, customer mappings, delivery handling and accounting integration, alongside the screens the office uses to review them. Recent additions: the Top Tier additive charge and a payables view. Supplier invoice checks are next.
For a new project, Uzair and your office agree who handles exceptions, what is monitored, how to fall back to the existing process and what ongoing support covers.
For your office
Start with one workflow.
01Check the source
Confirm the accounting version, ticket format and integration access.
02Define the result
Agree on representative records, expected invoice lines and exception handling.
03Review a pilot
Check results with the office before expanding the scope or relying on automation.
Which step does your office still do by hand?
Send your accounting version, how delivery tickets arrive and the step you want to change. A short description is enough to start.