PumpIQ Documentation

Installation

System Requirements

• OS: Windows 10 or 11 (64-bit)
• Storage: 1 GB free disk space
• Internet: Optional — only needed for Google Drive backup

Install Steps

First Launch

When you launch PumpIQ for the first time, a 60-day trial begins automatically. You get full access to every feature with no restrictions.

Initial Setup

Before your first report, go to Settings and configure the following once:

• Company Name and Dealer Name — appear on all reports and PDFs
• Fuel Prices — current MS and HSD rates per liter
• Pump Configuration — number of islands and nozzle types
• Oil Prices — packaged oil sizes and rates (if you sell lubricants)
• Labour Names — add all cashier/staff names for the dropdown

Settings are saved and carry forward. You only need to do this once.

Report Generation Flow

New to PumpIQ? Here is the complete flow to generate your first Daily Sales Report:

Dashboard

The dashboard is your home screen. It shows all data-entry sections with progress indicators.

Navigation Cards

Shift Details

Always fill this section first. It defines which shift and island this report belongs to.

Tank Monitoring

Take dip readings early morning before any sales begin. The system converts centimeter dip values to liters using a calibrated 20KL tank chart.

Fields — MS and HSD tanks

Meter Readings

Enter meter readings for every nozzle on every pump in your island. Sales and revenue are calculated automatically.

For each nozzle

Non-Fuel Sales

Track sales for any non-fuel items sold at your station (e.g., lubricants, distilled water, accessories).

Packaged Items (Pieces)

Log any items sold by the piece, box, or packet. You can configure categories in Settings.

Volume-based Items (Liters/Kg)

Digital Collections

Record all non-cash payments received during the shift.

How it affects variance

Cash Reconciliation

Count physical cash by denomination at shift end. This is critical for variance calculation.

Denominations

₹500 · ₹200 · ₹100 · ₹50 · ₹20 · ₹10 · ₹5 · ₹2 · ₹1

Enter the count (number of pieces) for each denomination. The amount and total are auto-calculated.

Variance Calculation

Bank Deposit / Withdrawal

Credit Sales

Record fuel or oil taken by customers on credit — to be paid at a later date. All credit records are saved in records/Daily Sales Record/credit ledger.xlsx.

Customer Sheets (Ledgers)

PumpIQ uses a sheet-based system inside the Excel ledger to organize your credits.

• First Sheet (Instant/Strangers): The very first sheet in the ledger is used as a common log for one-off, instant, or stranger credits that don't need a dedicated ongoing ledger.
• Customer Sheets (Regular Buyers): For regular customers, you create dedicated sheets to track their ongoing balance and transaction history perfectly.

Adding a Credit Entry

Select the correct customer sheet (or the first sheet for strangers), then enter the transaction details:

Receive Payment (Clear Dues)

When a customer pays their outstanding balance, you record a payment receipt to clear their dues:

1. Open the Credits section and select the customer's sheet.
2. Click Receive Payment.
3. Enter the amount received and select the payment method (Cash, UPI, Cheque, Bank Transfer).
4. This entry is logged in their ledger, and their total outstanding balance is reduced accordingly.

Operational Variances

Record any non-sales transactions that affect the expected cash — expenses, shortages, surplus amounts, or other items.

Adjustment Types

Cash Impact Formula

Staff Attendance

Access from Dashboard → Staff Attendance. Record the daily register of all employees present during the shift. This helps track attendance alongside daily sales for better staff management.

Report Generation

When all sections show green checkmarks, click Generate Report.

Files Created

All files are saved inside: records/Daily Sales Record/

Shift text reports are saved at: records/reports/YYYY/Month/DD/

Report Actions

• View Report — Open in the built-in viewer. Always review before printing.
• Edit in Notepad — For minor manual corrections to the .txt report only.
• Render PDF — Converts the .txt report to a professional PDF with company watermark.
• Upload to Google Drive — Backs up the report to your configured Drive folder.
• Open Folder — Opens Windows Explorer directly to the reports folder.

Sales Analytics

Access from Dashboard → Sales Analytics. View high-level fuel and non-fuel sales trends over time to spot peak hours and profitable days.

Cash Management

Access from Dashboard → Cash Management. Monitor overall cash inflow and outflow, bank deposits, and withdrawals across all shifts.

Staff Analytics

Access from Dashboard → Staff Analytics. Tracks individual cashier accuracy and efficiency across all shifts.

• Variance analysis — frequency and size of shortages and surpluses per cashier
• Average variance as a percentage of total sales
• Leaderboard of top-performing staff by accuracy

Non-Fuel Analytics

Access from Dashboard → Non-Fuel Analytics. Shows sales performance for products other than petrol and diesel (e.g., lubricants, coolants, DEF) by product and category.

Variance Analytics

Access from Dashboard → Variance Analytics. A complete searchable history of every adjustment (shortage, surplus, expense) entered across all shifts to identify systemic issues.

Cash Reconciliation

Access from Dashboard → Cash Reconciliation. Deep-dive into physical cash counting versus expected system totals, breaking down digital payments versus physical cash collected.

Inventory Management

Access from Dashboard → Inventory Management. Complete stock management for all non-fuel items (sachets, loose oil, engine oil, etc.). The page gives you a unified view of both your total stock and current active boxes.

Managing Stock

Important Settings

Monitoring

• Current Stock Overview — View real-time stock levels across all your products.
• Reorder Alerts — Products falling below minimum thresholds will show a ⚠️ LOW status.
• Box Tracking — See exactly how much is left in your current open box, complete with a percentage used.

Profitability Analysis

Access from Dashboard → Profitability Analysis. Combine sales revenue with inventory costs and adjustments to give you a clear picture of your net margin and profits.

File Explorer

Access from Dashboard → File Explorer. Direct integrated access to browse, view, and manage your generated reports, PDFs, and ledgers without leaving PumpIQ.

Company Branding

Set your identity on all reports and PDFs. Go to Settings → Company Branding.

Fuel Prices

Set current selling rates in Settings → Fuel Prices. Changes apply instantly to all new calculations. Existing reports retain their original rates for historical accuracy.

Pump Configuration

Go to Settings → Pump Configuration. Define how many islands you have and which nozzles each island uses.

Island 1:  Nozzle 1 → MS (2 nozzles),  Nozzle 2 → HSD (2 nozzles)
Island 2:  Nozzle 3 → MS (4 nozzles),  Nozzle 4 → HSD (4 nozzles)

Each island generates its own separate DSR report.

Products

Configure anything you sell besides fuel in Settings → Products. This is highly flexible because every petrol pump sells different items (lubricants, coolants, DEF, water bottles, snacks).

Adding a Product Category

First, create a category (like "Engine Oils", "Coolants", "Accessories") to organize your products. Categories help keep the analytics clean and organized.

Adding a Product

Google Drive Backup

Optional cloud backup. Disabled by default. Enable in Settings → Google Drive.

Setup — One-time only

Troubleshooting

WhatsApp Configuration

Setup automatic WhatsApp reminders for credit customers in Settings → Messaging Integrations.

SMS Gateway Configuration

Setup automatic SMS reminders for credit customers in Settings → SMS Gate Integration.

Setup — One-time only

License

Manage your license in Settings → License.

Trial Mode

• 60-day free trial with full access and no limitations
• Warning shown 3 days before expiry
• After expiry: read-only mode — can view old reports, cannot create new ones

Activating a License

Data & Backup

Access from Settings → Data & Backup.

Records Folder Structure

records/
├── reports/
│   └── 2025/
│       └── January/
│           └── 20/
│               ├── AMI1.txt
│               └── PMI2.txt
└── Daily Sales Record/
    ├── Petrol Daily Sales.xlsx
    ├── Diesel Daily Sales.xlsx
    ├── Daily_INR_Sales.xlsx
    ├── credit ledger.xlsx
    └── Oil Inventory.xlsx

Backup Options

• Manual Backup — Click "Backup Now" → choose USB location → a compressed ZIP is created
• Auto Backup — Enable "Daily auto-backup" → backs up to Google Drive or a specified folder
• Restore — Select a backup ZIP → click Restore (overwrites current data)

Data & Backup (Records Folder)

PumpIQ stores all your data completely locally in the records/ folder located in the app installation directory. You own your data.

Important Files

Troubleshooting

Data not saving

• Check free disk space (needs 500MB minimum)
• Right-click PumpIQ → Run as Administrator
• Add the PumpIQ folder to your antivirus exclusions

Report not generating

• Verify all sections show green checkmarks
• Close any open Excel files with the same report name
• Install Microsoft Excel or LibreOffice if missing

Cash variance always wrong

• Double-check that all digital payments are entered
• Add bank deposits as a negative (−) amount in Cash Count
• Ensure all credits and adjustments are recorded
• Recount cash physically

App won't start

• Restart the computer
• Reinstall PumpIQ
• Add to antivirus exclusions: C:\Users\[You]\AppData\Local\PumpIQ

License activation failing

• Copy the full license key — no extra spaces at either end
• Verify the Hardware ID matches what was sent to you
• Check your system date and time is correct
• Contact support if the issue persists

Best Practices

Morning Checklist

1. Take tank dip readings before any sales start
2. Note pump meter readings at exact shift start time
3. Count opening cash and document it
4. Check oil stock levels
5. Open PumpIQ and fill Basic Info

During Shift

1. Record credits immediately when given
2. Note any expenses as they happen
3. Keep physical cash organized by denomination

Shift End Checklist

1. Note closing meter readings at exact shift end time
2. Count cash twice — first alone, then with a witness
3. Do a physical oil stock count
4. Complete all sections in PumpIQ
5. Generate and review the report
6. Upload to Drive (if enabled) and print the PDF

Contact Support

Before contacting us, check this documentation and the troubleshooting section first.

Include in your message

1. Your company name
2. License key (if you have one)
3. Exact error message
4. Steps to reproduce the issue
5. Screenshots if possible