Client story: Circle T Oil

From a paper file per well to a part-time job the family runs.

Circle T Oil tracked every well, tax exemption, and payout split by hand. Each ticket meant a trip to the filing cabinet, a calculator, a letter in the mail, and a lot of remembering. Here's what we built, and what changed.

Try the Before demo See the After demo

Before

Every ticket started at the filing cabinet.

When a run ticket came in, someone pulled the paper file for that well. From there, every ticket meant:

Checking whether the well had a tax exemption, whether it was still current, and what kind it was
Knowing, remembering, or looking up the price of oil for that month
Working out on a calculator how much oil the ticket actually represented: gross volume times the percentage of oil
Writing a purchase invoice and mailing it to the well's owner to confirm
Waiting for the paperwork to come back, then updating the file for any changes, like a new first purchaser or new exemption details
Writing the checks, with the state's required reporting at the bottom, and entering it all into the accounting program

None of it was wrong. It was careful work, and it kept the business running. But it all lived in paper files and in one person's memory, and it added up to a full-time job.

What we built

The system remembers, so people don't have to.

We kept the way Circle T Oil already worked and took the paper, the memory, and the repeated math out of it.

Wells set up once

Each well's owners, first purchaser, tax exemptions, and exemption expiration dates are entered once. A new well gets added when the work starts.

Tickets in a few fields

Pick the well from a list and enter the numbers from the ticket. The month's oil price is recorded once and used for every ticket that month.

Owner letters in one batch

When the tickets are in, one screen produces the letters for every owner, grouping wells and tickets by ownership and first purchaser.

Changes go where they belong

If a letter comes back with a change, like a new first purchaser or a new exemption, it's updated on the well. Then the ticket moves to ready to process.

Checks printed, then posted

See every check for the month and print all of them or just some. Once the printout is checked, the details go to the accounting program automatically.

State taxes along the way

Each ticket records what's owed in state tax as it's entered. At month's end, the system produces the state report and prints the tax check.

What changed

A full-time job became a part-time one.

The day-to-day work became a part-time job, and their daughter took it over while she was still in high school. What used to live in paper files and one person's memory now lives in the system, where the next person can find it.

Circle T Oil's own team runs it day to day. The work is the same work it always was, just without the filing cabinet and the calculator.

Try it yourself

Process the same ticket both ways.

Both demos are simplified and use sample data. They show the business case, not the full system.

Before: by hand

Find the well's file, check the exemption, look up the price, do the math, mail the letter, and write the check.

Try the Before demo →

After: in the system

Pick the well, enter the numbers, send the owner letters, and print the checks, with the state tax tracked as you go.

Try the After demo →

Start with a conversation

Still running on paper files and memory?

Tell us how the work gets done today, in your own words. It's a 20-minute call with no technical requirements and no pressure. We'll tell you honestly whether we can help.

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