Service station software in Colombia

If you run a service station (in Colombia, an estación de servicio or EDS), you probably use several tools at once: a program for sales, a spreadsheet for inventory, a notebook for shifts and another system for invoicing. Each one works, but none talks to the others. That is why, at month end, it is hard to explain the gap between what was sold and what left the tank.

This guide helps you decide what service station software should cover before you ask for demos.

What service station software does

A good system handles four jobs that appear together in daily operations:

1. Sell and collect: record every fuel dispense and every shop sale, by operator and by shift.
2. Know how much fuel you have: the real level of each tank, not a hand estimate.
3. Reconcile: compare what was sold with what left the tanks and with the money collected.
4. Comply: invoice on time and have at hand the information declared to the authorities.

When these four jobs live on one platform, differences show up the same day instead of at month end.

Eight questions to ask before choosing

• Does it connect to the dispensers? A point of sale that does not talk to the pump forces manual entry and invites errors.
• Does it handle shifts and closings? A shift close should compare pump totalizers with the money collected.
• Does it measure the tanks or only record them? Probe measurement and dipstick records are different things. See fuel inventory control.
• Does it reconcile inventory against sales? This is the function that turns data into control.
• Does it handle fleets and credit customers? Quotas, identified vehicles and drivers.
• What does it do about e-invoicing? Ask how it issues the invoice or equivalent document at the time of sale (see e-invoicing at the station).
• Does it work for one station or several? If you plan to grow, multi-site consolidation matters from day one.
• Who installs, trains and handles incidents? Fuel software stops during operating hours; support must be there when you operate.

Compliance the software should help you meet

These duties apply to your station whatever software you use. In force as of October 2026, according to the official texts consulted on 29 October 2026:

• SICOM. Resolution 31348 of 2015 of the Ministry of Mines and Energy (article 11) requires agents to register, within the first seven calendar days of each month, the volumetric balance of the previous month, and requires retail distributors to register the current public selling price. Details in our article on SICOM.
• Invoicing. According to DIAN Concept 10816 of 2024, retail fuel distributors must invoice, either with an electronic sales invoice or with the electronic equivalent (POS) document, at the time of sale.
• Technical regulation. Resolution 40405 of 2020, modified by Resolution 40198 of 2021, is the technical regulation for service stations; according to DIAN's legal compilation it is in force until 30 March 2027 unless extended. Note, as of 29 October 2026: a nullity action against these resolutions is pending before the Council of State (case 11001-03-24-000-2025-00338-00) with a request for provisional suspension; according to the plaintiff trade group's statement, it is still undecided. Check the status before investing. Confirm the annex deadlines with your adviser.

How Orbion approaches it

Orbion is a cloud platform, for one or several stations, that brings tank gauging (Orbion Tank), point of sale and dispensing control (Orbion Fuel Control), shifts, fleets and reports into one place. It is modular: you contract what you need and add the rest as you grow. Access is by user and role, so each operator sees and does only what applies to them.

Some functions are optional and others depend on third-party integrations; in the demo we show what is available today for your case.

Frequently asked questions

Does service station software replace my accountant?

No. The software records and reconciles the operation; accounting and tax decisions remain your accountant's. What it does is give you tidy information without double entry.

Is it suitable for a single small station?

Yes. A cloud service lets you start with one station and add sites later without changing platform.

Do I need to buy equipment?

It depends on the modules. Tank gauging needs probes and a concentrator on site, and the point of sale needs terminals and printers. Internet connectivity and power at each site are the station's responsibility.

What happens if the station's internet goes down?

Always ask how the system behaves offline and what is lost meanwhile. It is one of the questions that best separates one provider from another.

How do I get started?

Request a demo using real data from your station: number of dispensers, tanks and shifts.

Take the next step

See what your station would look like on one platform. Request a demo or register and we will contact you.

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