Paper to EDI: Automating Invoice Entry for Gas Stations

Written By John DeMeo

If you run a gas station or convenience store, paperwork is part of the job. But fussing with scan sheets, hunting down items in the store, or typing vendor invoices into your back-office system — line by line, UPC by UPC — isn’t just slow, it’s expensive in time and labor.

FileMinder changes that. We take your paper or PDF invoices, read every line item, and deliver an EDI file that your back-office can import instantly. No portals, no new software, and no overseas handling.

The Old Way

  • Manual entry takes 5, 10 or even more minutes per invoice

  • Errors cost time and money to fix

  • Backlogs pile up during busy weeks

  • Sunday nights become “paperwork nights”

The EDI Advantage

  • EDI files import directly into most back-office systems

  • Fewer data entry errors

  • Faster vendor reconciliation and payment

  • Better inventory accuracy

How FileMinder Does It

  1. You scan or email your invoices (PDF or images) to your Drive

  2. FileMinder reads vendor names, dates, totals, UPCs

  3. We generate an EDI file matched to your back-office format

  4. Files are named, organized, and ready to go — automatically

Example: A 3-store operator processes 75 invoices a week. Manual entry takes around 7 to 10 hours. FileMinder gets the invoices loaded into your back office in minutes, ready for review and further processing.

Why Gas Stations Need This

  • Most wholesalers don’t provide EDI or know what it is

  • Most invoice software is overbuilt and hard to train staff on

  • Back office invoice automation solutions usually consist of someone overseas manually doing the work, taking days to complete

  • FileMinder works with your existing applications — zero learning curve

  • Data is secure and processed in the U.S.

Try It Free
We’ll process 100 pages of invoices for free so you can see the difference for yourself.
⚡ Start your free trial

FAQ

What is FileMinder?
FileMinder is a document automation tool for gas stations, convenience stores. It reads invoices, extracts data, and creates EDI files inside your Google Drive — no new software required.

Do I have to change my back-office system?
No. FileMinder works with your existing setup and formats EDI to match.

Is my data secure?
Yes. FileMinder is 100% US-based — no overseas processing.

John DeMeo
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Why Your Wholesaler Doesn’t Offer EDI (and How to Work Around It)