“Close Enough” Isn’t Good Enough for Your Bottom Line.
Stop Keying Invoices.
Start Growing Your Business.
In the retail business, a 1% error in invoice entry can be the difference between profit and loss. Petrosoft Data Processing Services (DPS) replaces "close enough" estimates with 100% item-level accuracy. By combining the speed of the Retail360 app with the precision of Petrosoft’s verified data specialists, we ensure your inventory and margins are always spot on.
- Total Control: From the palm of your hand via Retail360, turn stacks of paper into clean, digital EDI-style data for every vendor you use.
- Reclaim Your Time: Stop wasting 10+ hours a week on manual entry. Focus on your customers while we handle the data.
Eliminate errors. Protect your margins.
Manage Your Store, Not Your Paperwork
Convenience-store operators wear a dozen hats every day—stocking shelves, serving customers, and growing sales. Invoice data entry shouldn’t be one of them. Petrosoft DPS automates the entire invoice lifecycle so you can redirect hours of back-office busywork into revenue-generating activities.
Saved on manual invoice entry per store
Average labor cost savings per location
By eliminating price-creep and vendor errors
Accuracy on every invoice, every vendor
Close Enough isn't Good Enough for Retail
Benefit from fast, easy, and accurate invoice processing
- Human-Verified Accuracy: Unlike standard OCR that misreads messy handwriting, our human QC team reviews every line item to catch vendor overcharges and handwritten credits.
- Built for Local Vendors: Create “Virtual EDI” connections for local bakeries, farmers, and distributors, standardizing your entire back office.
Data is 100% secure
Mobile friendly
Price book updates
The Hidden Cost of "Close Enough" Invoice Processing
Most convenience-store owners don’t realize how much revenue slips through the cracks due to inaccurate invoice entry. Industry studies show that manual keying errors average between 1% and 4% per invoice. On a store processing $30,000 in weekly invoices, that’s up to $1,200 per week in undetected overcharges, missed credits, and inventory discrepancies.
These errors compound over time. Vendors may gradually increase unit prices—a practice known as price creep—knowing that busy store operators rarely audit every line item. Without item-level verification, you’re essentially trusting vendors to bill you correctly. Petrosoft DPS removes that trust gap by validating every single line against your price book automatically.
By the Numbers: What Undetected Errors Cost You
- $62,000+/year in potential overcharges on a single high-volume location
- 40% of c-store operators report discovering vendor billing errors only after quarterly audits
- 1 in 5 paper invoices contains at least one pricing discrepancy that OCR alone cannot catch
- Stores using item-level verification recover an average of 3–5% gross margin within the first 90 days
Why Human-in-the-Loop Beats Pure OCR
Optical Character Recognition (OCR) technology has improved dramatically, but it still struggles with the realities of convenience-store invoicing. Handwritten delivery notes, thermal-printed receipts that fade, multi-format vendor documents, and inconsistent SKU formatting all create failure points where software alone produces “best-guess” data.
Petrosoft DPS pairs intelligent automation with trained data-entry specialists who understand c-store product catalogs, vendor naming conventions, and common billing patterns. This human-in-the-loop approach catches the edge cases that pure OCR misses—ensuring the data that reaches your back office is not just fast, but correct.
The result? Invoices are typically digitized and returned within 36 hours, with accuracy rates that consistently exceed 99.5%—far surpassing the industry average for automated-only solutions.
How DPS Automation Works
- Capture: Snap a photo of any paper invoice using the Retail360 mobile app or upload a scanned PDF from your desktop.
- Digitize: Petrosoft’s verified data specialists key every line item—product description, quantity, unit cost, and extended price—with human-level precision.
- Validate: Each entry is cross-referenced against your price book. Discrepancies are flagged before the invoice is finalized.
- Integrate: Completed invoices flow directly into CStoreOffice for inventory updates, cost tracking, and purchasing suggestions—no re-keying required.
Scale Your Operations Without Scaling Your Back Office
Growth is exciting—until it means doubling your administrative burden. Every new location adds another stack of invoices, another set of vendor relationships, and another set of data-entry hours. For multi-store operators, the back-office bottleneck often becomes the single biggest barrier to expansion.
DPS eliminates that constraint entirely. Because Petrosoft’s data team handles the processing centrally, adding a new store doesn’t require hiring additional bookkeeping staff. Your per-location processing cost stays flat while your operational capacity grows—a model that’s already supporting chains from 2 stores to over 50 across the country.
Operators who switch to DPS report spending 70% less time on invoice-related paperwork and reallocating an average of 10+ hours per week per location to customer-facing activities, merchandising optimization, and strategic purchasing decisions.
What Store Operators Gain with DPS
Inventory Confidence
Know exactly what’s on your shelves and what it cost. Item-level accuracy means your perpetual inventory counts match reality, reducing shrink and out-of-stocks.
Vendor Accountability
Automatic price-book matching surfaces unauthorized price increases the moment they appear—not weeks later during a manual audit.
Smarter Purchasing
With clean invoice data feeding directly into CStoreOffice analytics, you get AI-powered reorder suggestions based on actual sales velocity and margin performance.
Compliance & Audit Readiness
Every invoice is digitally archived with a full audit trail. Whether it’s a tax audit or a vendor dispute, your documentation is organized, searchable, and always accessible.
How it works:
- Scan your paper invoices on a standard desktop printer/scanner or the Retail360 mobile app.
- Upload the scans to your secure Petrosoft data archive.
- Petrosoft’s data processing team reviews and verifies item-level invoice data, then integrates it directly into your pending invoices file.
- Make data-driven decisions by approving or declining automated purchasing suggestions based on verified invoices and comprehensive sales analysis.
Trusted by over 256 ★★★★★ reviews from happy customers
Success Stories
” Petrosoft owns their own stores, so they know what we’re going through on a daily basis, and they know what our business entails. They created their systems and offerings based off of the needs that they saw with their own stores — that was big to me. To put it simply, they know our business, and that makes all the difference in the world. ”
Chris Curry
Town Center Petroleum
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Why Choose Petrosoft DPS?
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