Sample data — not a real client
A live set of books you can poke at
These are the 2026 books of Riverbend Fuel & Convenience LLC. The chart of accounts mirrors the real code ranges and ledger structure we run for live clients — vendor ledgers, fuel cards, payroll tax accounts, related-party loans and the uncleared account — with every client, store and vendor name replaced and dummy numbers, so you can explore freely.
Guided walkthrough
1. Money comes in through the feeds
Bank and card feeds pull every line automatically; supplier invoices arrive by email and the POS pushes daily sales.
- Bank lines are only ever a receipt or a payment — never a purchase or a sale.
- Supplier invoices create the purchase; the bank line only settles it.
- Anything the system cannot place lands in 9990 Uncleared Transactions for you to decide.
Sample chart of accounts
| Code | Ledger | Sub-group | Balance |
|---|---|---|---|
| 1010 | Bell Bank – Operating 4412 | Cash & Bank | $84,210.44 |
| 1020 | Bell Bank – Payroll 4413 | Cash & Bank | $12,905.10 |
| 1100 | Card Settlements Receivable | Receivables | $18,442.87 |
| 1200 | Fuel Inventory | Inventory | $63,118.00 |
| 1210 | Store Inventory | Inventory | $41,770.25 |
| 100001 | Cash on Hand | Cash & Bank | $3,500.00 |
| 1016 | Community Bank – Checking 8585 | Cash & Bank | $46,882.19 |
| 1072 | Regional Bank – Checking 2217 | Cash & Bank | $22,014.06 |
| 1100.001 | Fuel Credit Card – Merchant Bank | Fuel Cards | $9,820.40 |
| 1100.002 | Fuel Credit Card – Fleet Card A | Fuel Cards | $4,115.72 |
| 1100.003 | Fuel Credit Card – Fleet Card B | Fuel Cards | $2,338.90 |
| 1100.004 | Food Delivery Platform Receivable | Receivables | $1,762.15 |
| 1150 | Inventories – Asset | Inventory | $58,402.33 |
| 1160 | Receivable from Sale of Goods and Services | Receivables | $12,907.88 |
| Current Assets total | $382,190.29 | ||
Two rungs only: group, then sub-group, then the ledger you post to. Statement side rides on the group, so there is never a second thing to pick.
Recent postings in the demo books
| Date | Ref | Memo | Debit | Credit | Amount | Source |
|---|---|---|---|---|---|---|
| 2026-08-03 | BF-10241 | Dooley Petroleum settlement – load 88214 | 2100 Fuel Supplier Settlement – Dooley | 1010 Bell Bank – Operating 4412 | $41,820.60 | Bank feed |
| 2026-08-03 | SUP-4471 | Dooley invoice 4471 – 8,400 gal unleaded | 5000 Fuel Purchases | 2100 Fuel Supplier Settlement – Dooley | $24,108.00 | Supplier email |
| 2026-08-04 | POS-0804 | Daily sales summary – store 101 | 1100 Card Settlements Receivable | 4010 Store Sales | $7,412.35 | POS |
| 2026-08-05 | BF-10256 | Card processor deposit – batch 0804 | 1010 Bell Bank – Operating 4412 | 1100 Card Settlements Receivable | $7,298.11 | Bank feed |
| 2026-08-05 | BF-10257 | Card processor fees – batch 0804 | 6200 Card Processing Fees | 1100 Card Settlements Receivable | $114.24 | Bank feed |
| 2026-08-15 | PR-0815 | Payroll run 15 Aug – 9 employees | 6000 Wages & Salaries | 1020 Bell Bank – Payroll 4413 | $18,640.00 | Manual JV |
| 2026-08-31 | JV-0831 | August depreciation – dispensers & canopy | 6800 Depreciation | 1590 Accumulated Depreciation | $2,208.33 | Manual JV |