Smart Fuel Station Management System in PHP and MySQL

Smart Fuel Station Management System is a web-based petrol pump and fuel station management application developed using Core PHP and MySQL. It is designed to help fuel station owners, managers, administrators, and fuel attendants manage daily petrol pump operations from one centralized system.

The system provides modules for fuel sales, fuel inventory, purchases, pumps, nozzles, employees, attendance, customers, vehicles, suppliers, expenses, payments, daily closing, reports, notifications, invoices, and user access management.

This project is suitable for academic projects, final-year projects, demonstrations, learning purposes, local fuel station management, and further customization into a production-ready fuel station management solution.

What is Smart Fuel Station Management System?

A petrol pump handles a large number of daily transactions. Managing fuel sales, stock, employees, purchases, expenses, customers, and payments manually can become difficult as the business grows.

The Smart Fuel Station Management System provides a centralized solution for managing these operations digitally. Administrators can monitor station performance, manage fuel inventory, record sales and purchases, track employees, manage customers and vehicles, and generate different business reports.

The application is developed using Core PHP 8+ and MySQL 8+. The frontend uses HTML5, CSS3, JavaScript, Bootstrap 5, Font Awesome, Chart.js, jQuery, and DataTables. The application can be installed and executed locally using XAMPP.

Key Features

• Secure user authentication
• Super Admin panel
• Station Manager panel
• Employee or Fuel Attendant panel
• Fuel station management
• Employee management
• Employee attendance management
• Fuel type management
• Pump management
• Nozzle management
• Fuel sales management
• Fuel purchase management
• Fuel stock management
• Customer management
• Vehicle management
• Supplier management
• Expense management
• Payment management
• Daily closing
• Sales reports
• Financial reports
• Attendance reports
• Stock reports
• Printable invoices
• In-app notifications
• Activity logs
• Role-based access control
• CSRF protection
• SQL injection protection

Technology Used

Technology	Purpose
Core PHP 8+	Backend development
MySQL 8+	Database management
PDO	Secure database connection
HTML5	Website structure
CSS3	Website styling
JavaScript	Client-side functionality
Bootstrap 5	Responsive design
Font Awesome	Icons
Chart.js	Charts and graphical reports
jQuery	Frontend interactions
DataTables	Interactive tables
Apache	Web server
XAMPP	Local development environment
phpMyAdmin	Database administration

User Role	Main Responsibilities
Super Admin	Complete system management, users & roles, fuel stations, employees, attendance, fuel types, pumps, nozzles, customers, vehicles, suppliers, purchases, sales, stock, expenses, payments, reports, settings and activity logs.
Admin / Station Manager	Daily station operations, employees, attendance, customers, vehicles, fuel types, pumps, nozzles, sales, purchases, suppliers, stock, expenses, payments and reports.
Employee / Fuel Attendant	Employee dashboard, attendance, new fuel sales, transaction history and employee profile.

Module	Key Features / Details
Authentication System	Login using email or username, secure password verification, logout, forgot-password page, session timeout, brute-force protection, and account lockout after repeated failed attempts.
Fuel Station Management	Station name, station code, owner/company name, address, city, state, PIN code, contact number, email, GST number, license number, opening date, and active/inactive status.
Employee Management	Add and edit employees, employee profiles, photo upload, automatic employee code generation, department assignment, shift assignment, salary information, emergency contact details, and employee activation/deactivation.
Admin Dashboard	Today’s revenue, today’s profit, today’s expenses, transaction count, total stations, total employees, total customers, pending payments, daily sales charts, fuel-wise sales charts, monthly revenue, expense breakdown, current fuel stock, and recent transactions.

Attendance Management

The Attendance Management module helps fuel station administrators and managers maintain accurate employee attendance records. It records daily attendance details and makes it easier to track employee working hours and attendance status.

Attendance Details	Description
Employee	Employee associated with the attendance record
Attendance Date	Date on which attendance is recorded
Check-in Time	Employee’s check-in time
Check-out Time	Employee’s check-out time
Working Hours	Total hours worked by the employee
Attendance Status	Present, Absent, Half-day, Leave, or Late

Fuel Type Management

The Fuel Type Management module allows administrators to create, update, and manage different types of fuel available at the fuel station.

Fuel Type Details	Description
Fuel Name	Name of the fuel, such as Petrol, Diesel, or CNG
Fuel Code	Unique code assigned to the fuel type
Unit	Measurement unit used for the fuel
Purchase Price	Price at which the fuel is purchased
Selling Price	Price at which the fuel is sold
Minimum Stock Level	Minimum quantity that should be maintained
Status	Active or inactive status

The selling price is used during fuel sale calculations.

Pump and Nozzle Management

Pump Details	Nozzle Details
Station	Pump
Pump Number	Fuel Type
Pump Name	Nozzle Name
Status	Opening Meter
—	Current Meter
—	Status

Fuel Sales Management

Fuel sales are one of the most important modules of the application. Administrators, Station Managers, and Employees can create fuel sales.

The fuel sale process includes:

1. Selecting a pump
2. Selecting a nozzle
3. Loading the current opening meter
4. Entering the closing meter
5. Calculating litres sold
6. Applying the fuel price
7. Applying discount and tax
8. Selecting the payment method
9. Saving the sale
10. Updating the nozzle meter
11. Deducting fuel from stock
12. Creating a payment record
13. Generating an invoice
14. Recording the activity in the audit log

Fuel Sale Calculation

The system uses the following calculation:

Total Litres = Closing Meter - Opening Meter

Total Amount = Litres × Price - Discount + Tax

The system does not allow a closing meter value lower than the opening meter. It also prevents a sale when sufficient fuel stock is not available.

The fuel sale process uses a database transaction. If any important operation fails, related database changes can be rolled back to maintain data consistency.

Module	Key Features / Details
Fuel Purchase Management	Supplier, purchase invoice number, purchase date, fuel type, quantity, purchase price, tax, total amount, and payment status.
Fuel Stock Management	Current stock by fuel type, minimum stock alerts, stock increases after purchases, stock deductions after sales, manual stock adjustments, stock transaction history, and stock ledger reports.
Customer Management	Customer name, mobile number, email, address, GST number, credit limit, outstanding amount, and active/inactive status. Customers can be linked with vehicles and fuel sales.
Vehicle Management	Vehicle number, vehicle type, fuel type, company, model, registration date, customer, and status. Supported types include Car, Bike, Truck, Bus, Tractor, Auto, and Other.
Supplier Management	Supplier name, company name, mobile number, email, address, GST number, bank details, opening balance, and status.
Expense Management	Electricity, salary, maintenance, rent, transport, cleaning, security, equipment, and other station expenses.
Payment Management	Cash, UPI, Card, and Credit payment methods. Payment records support cash reconciliation, pending payment tracking, and financial reporting.
Daily Closing	Fuel sold by type, cash sales, UPI sales, card sales, credit sales, expenses, expected cash, actual cash, and cash difference. Daily sales can be locked after closing.

Expected Cash Calculation

Expected Cash = Cash Sales - Expenses

Cash Difference Calculation

Cash Difference = Actual Cash - Expected Cash

After closing a day, the day’s sales can be locked to prevent unauthorized modifications.

Module	Key Features / Details
Reports	Sales reports, employee-wise sales reports, stock reports, attendance reports, financial reports, and outstanding payment reports. Reports support date filtering and can be printed or exported to CSV.
Invoice Generation	Printable invoices containing invoice number, station information, sale date and time, employee, customer, vehicle, fuel type, quantity, price, discount, tax, total amount, and payment method.
Notifications	In-app notifications for important events such as new stations, transactions, and low-stock conditions.
Activity Logs	Records login, logout, create, update, delete, sales, purchases, stock adjustments, and user changes for auditing system activity.
Security Features	PDO prepared statements, SQL injection protection, CSRF protection, output escaping, bcrypt password hashing, server-side role validation, session timeout, HTTP-only session cookies, failed-login lockout, file upload validation, randomized filenames, and server-side error logging.

How to Install Smart Fuel Station Management System

Follow the steps below to run the project on your local computer.

Step 1: Install XAMPP

Install XAMPP on your computer and make sure Apache and MySQL are available.

Step 2: Copy the Project

Copy the complete project folder into the XAMPP htdocs directory.

C:\xampp\htdocs\fuel-station

Step 3: Start Apache and MySQL

Open the XAMPP Control Panel and start:

• Apache
• MySQL

Step 4: Open phpMyAdmin

Open phpMyAdmin from your browser and create/import the project database.

Step 5: Import Database

Import the following SQL file:

database/fuel_station.sql

Step 6: Configure Database

Check the database configuration in:

config/database.php

Make sure the database name, username, password, and host match your local MySQL configuration.

Step 7: Configure Base URL

Verify the application base URL in:

config/config.php

Step 8: Open the Application

Open the following URL in your browser:

http://localhost/fuel-station/

Step 9: Login

Use one of the available demo accounts to log in to the application.

For security, change the demo account password before using the application in a production environment.

Screenshot

How to Download

Get This Project

The complete package is available so you can run, study, and submit it with confidence. It includes:

• Full Source Code
• Project Report
• Synopsis
• PPT Presentation

For any queries or a quick response, reach out on WhatsApp: +91 79834 34684

YT:- DecodeIT

Future Improvements

The current system can be further extended with additional features for larger fuel station businesses.

Possible future improvements include:

• Complete multi-station switching
• Payroll and salary processing
• SMS notifications

Conclusion

Smart Fuel Station Management System is a complete web-based application for managing petrol pump and fuel station operations using Core PHP and MySQL.

The system brings together fuel sales, inventory management, purchases, employees, attendance, customers, vehicles, suppliers, expenses, payments, daily closing, reports, invoices, notifications, and security features in a single platform.

It can be used as an academic project, demonstration project, learning project, or as a starting point for developing a customized fuel station management solution.

Before deploying the application in a production environment, additional configuration, HTTPS, secure environment settings, database backups, password changes, and operational testing should be completed.

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