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Client implementation · live in production

Sat-Raj: tickets, prices and taxes, into QuickBooks.

Custom back-office software for Sat-Raj, Inc., a gasoline and diesel distributor in New Jersey. It brings in terminal tickets and delivery documents, prices every load with every tax line, and sends approved invoices to QuickBooks. It runs every day.

Built and supported by
DocketBill
Accounting
QuickBooks Desktop (Web Connector) and QuickBooks Online (API)
Tickets and prices
DTN tickets and rack prices, Samsara BOLs and GPS

How a load moves through it

Illustration modeled on the Sat-Raj back office. Every name and number in it is demo data.

What changed

  • Pricing

    The daily price run went from 45 to 60 minutes of spreadsheet and email work to one reviewed click.

  • Deliveries

    BOLs used to be typed into Sheets, then again into QuickBooks. Now they're pulled in once and matched.

  • Invoices

    Each load is invoiced with its fuel and tax lines and synced to QuickBooks, with a status on every invoice.

  • Audit trail

    Every price sent and every invoice synced can be looked up by date and customer.

The problem

Too many places to type the same load.

Fuel billing pulls together delivery quantities, customer sites, prices that change every day and a long list of federal and state taxes. At Sat-Raj that lived in 39 hand-edited pricing spreadsheets, a tax and margin template, a freight matrix and a lot of retyping.

We rebuilt it as one shared system for the office: prices prepared from rules, delivery tickets reviewed in one queue, and approved invoices sent to QuickBooks.

What we built

Six workflows, one system.

  1. Customer prices from one set of rules

    Rack costs arrive from DTN every day and combine with each customer's margin, freight and tax items. Customer groups can share a fuel menu while each location keeps its own freight. The office reviews tomorrow's prices and emails every customer in one step.

    Pricing history is saved, so any delivery can be checked against the price that applied that day.

  2. Delivery tickets in one review queue

    Terminal tickets come in from DTN and driver BOLs from Samsara. Truck GPS and customer geofences identify the delivery site. When a match is missing or unclear, the ticket waits in a review queue instead of being guessed, and every confirmed site is remembered.

  3. Quantities and prices checked before billing

    Each delivery is checked against its terminal ticket: gross, net and delivered gallons. Sat-Raj's own cases are built in, such as split loads, full-load pricing and prices that arrive after a ticket.

    These are Sat-Raj's rules, not assumptions we carry into another business. A new project starts from your rules.

  4. Approved invoices into QuickBooks

    Approved deliveries become invoices in QuickBooks Desktop through the Web Connector, or in QuickBooks Online through its API. Fuel and every federal and state tax line map to the items the office already uses. Each invoice shows its sync status, with retries and duplicate protection.

    Connection problems are visible to the office, and accounting review stays part of the workflow.

  5. Supported as the business changes

    We keep the system in step with the operation: pricing rules, customer mappings, delivery handling and accounting. Recent additions include a Top Tier additive charge and a payables view.

  6. Supplier invoices from PDF In progress

    Supplier invoice PDFs read into the system and checked before they become bills in QuickBooks. In development now and not live yet.

The hard part

Earning the office's trust.

The first price run had to match the old spreadsheet to the cent, so the pricing math is pinned to the legacy rates in tests before anything changes.

Truck geofences don't always line up with a customer's site, so unclear deliveries wait for a person instead of being guessed.

For your office

Start with one workflow.

  1. 01Check the source

    Confirm your QuickBooks version, how tickets arrive and what access the integrations need.

  2. 02Define the result

    Agree on a set of real tickets, the invoice lines they should produce and how exceptions are handled.

  3. 03Run it side by side

    Your office keeps working the old way until the new invoices match, line for line.

Which step does your office still do by hand?

20 minutes on a video call, on demo data. A fixed price in writing after, if it's a fit.

You talk to the engineer who builds it, not a sales rep.Same-day replies, US Eastern business hours.

Book a 20-minute walkthrough (opens in new tab)

Prefer email? Write to hello@docketbill.com with the step your office still does by hand.