ERP for Oil & Gas · Available now

Run dealer distribution from order to settlement.

A distributor selling products to trade dealers can use ERP for Oil & Gas to connect quotes and accepted sales orders with purchasing, warehouse stock, delivery and local accounting. The dealer record holds terms and credit limits; the order keeps its original promise, accepted quantities, price and title rule.

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OverviewDealer Order Board

Oil & Gas ERP · Sales orders

Dealer Order Board

Sales orders in one list

New sales order

Sales orders in view

Net total

2,650

Approved

In progress

Approved2

Morrow Oil DistributorsSO-60061

290

12 Oct

Westfield Machinery Co.SO-68028

250

14 Oct

Add

In progress2

Stonewell Industrial SupplySO-41782

370

18 Oct

Riverbend Energy TradersSO-35894

750

12 Oct

Add

Partially shipped2

Westfield Machinery Co.SO-31891

220

14 Oct

Riverbend Energy TradersSO-21042

770

12 Oct

Add

Morrow Oil DistributorsSales orders · SO-60061

Approved

Order date12 Oct

Net total290

OwnerLena Brooks

Approve orderSO-60061 · Morrow Oil Distributors

Sales Manager decides the submitted order revision; Finance Manager decides any credit exception.

Waiting for Finance Manager

ApproveReturn

Example screen with sample data

Tables, ready to use: 97
Saved views: 14
Roles with set permissions: 10
Reports and dashboards: 8

Features

See the work from order to settlement

Every feature works on the same records. Pick one to see the screen your team works in.

Dealer sales

Keep dealer identity, terms, quotes and accepted orders tied to the same commercial promise.

Prepare the offer
Accept the order
Follow the remainder

Dealers
Dealer contacts
Quotes
Quote lines
Sales orders
Sales order lines

Explore dealer sales

OverviewOrders Awaiting Approval

Oil & Gas ERP · Dealer sales

Orders Awaiting Approval

Approval waits for the sales manager

New

Order number	Dealer	Owner	Net total	Status
SO-20434	Cedar Ridge Fuel Supply	Daniel Reyes	340	Submitted
SO-27897	Stonewell Industrial Supply	Arjun Rao	850	Submitted
SO-66542	Blue Basin Service Group	Daniel Reyes	50	Submitted
SO-70033	Morrow Oil Distributors	Arjun Rao	710	Submitted
SO-21411	Harborline Fleet Services	Elena Kovac	790	Submitted

6 of 6 records

Cedar Ridge Fuel SupplySales orders · SO-20434

Submitted

OwnerDaniel Reyes

Net total340

Example screen with sample data

Purchasing

Turn supplier demand into reviewed commitments, accepted receipts and matched bills.

Prepare the commitment
Review the increase
Accept and match

Purchase orders
Purchase order lines
Requisitions
Requisition lines
Suppliers
Goods receipts

Explore purchasing

OverviewPurchase Approval Queue

Oil & Gas ERP · Purchasing

Purchase Approval Queue

Approval conditions

New

Purchase order number	Supplier	Buyer	Current total	Status
PO-81290	Mesa Blend Materials	Mateo Silva	430	Submitted
PO-26420	Ridgeway Drum Works	Arjun Rao	940	Submitted
PO-34122	Cedar Additive Supply	Mika Sato	490	Submitted
PO-25761	Ridgeway Drum Works	Samira Rahman	370	Submitted
PO-99204	Stonepath Tank Services	Samira Rahman	930	Submitted

6 of 6 records

Mesa Blend MaterialsPurchase orders · PO-81290

Submitted

BuyerMateo Silva

Current total430

Example screen with sample data

Stock control

Show what the entity owns, what can be promised and what is moving between sites.

Check availability
Move between sites
Confirm receipt

Inventory positions
Inventory reservations
Stock layers
Stock events
Stock movements
Stock transfers

Explore stock control

OverviewStock Availability

Oil & Gas ERP · Stock control

Stock Availability

Inventory positions

New

Product	Site	Location	Custody state	Quantity on hand	Available quantity
Compressor lubricant 32, 55 gal	Bayview blending depot	Loading lane, north	Available	500	870
Coolant concentrate, 5 gal	Midland bulk terminal	Loading lane, north	Held	630	210
Compressor lubricant 32, 55 gal	Bayview blending depot	Transit staging pad	Picked	270	270
Compressor lubricant 32, 55 gal	Midland bulk terminal	Finished goods row 5	Transit	140	750
Engine oil 15W-40, 1 gal	North Ridge tank farm	Finished goods row 5	Production	750	960

6 of 6 records

Compressor lubricant 32, 55 galInventory positions · IP-40729

Available

SiteBayview blending depot

LocationLoading lane, north

Quantity on hand500

Available quantity870

Example screen with sample data

Assembly

Release kits and repacking work against a defined component and cost basis.

Plan the kit
Release and record
Complete and close

BOMs
BOM lines
Production routings
Routing operations
Work orders
Work order materials

Explore assembly

OverviewAssembly Schedule

Oil & Gas ERP · Assembly

Assembly Schedule

Work orders

New

Work order number	Output product	Site	Planned start	Planned end	Status
WO-86811	Engine oil 15W-40, 1 gal	Westport drum warehouse	29 Oct	04 Nov	Released
WO-78706	Industrial gear oil 220, 5 gal	Harbor Point storage site	18 Oct	20 Oct	In progress
WO-89527	Fuel additive, 1 qt	Midland bulk terminal	19 Oct	23 Oct	Partially completed
WO-22001	Fuel additive, 1 qt	Riverbend loading terminal	31 Oct	08 Nov	Released
WO-75877	Fuel additive, 1 qt	Riverbend loading terminal	19 Oct	23 Oct	In progress

6 of 6 records

Engine oil 15W-40, 1 galWork orders · WO-86811

Released

SiteWestport drum warehouse

Planned start29 Oct

Planned end04 Nov

Example screen with sample data

Delivery

Connect picked orders to shipment evidence, route stops and actual dealer handoffs.

Pick eligible stock
Release the route
Record each visit

Pick tasks
Shipments
Shipment lines
Delivery routes
Route stops
Delivery attempts

Explore delivery

OverviewMy Pick Tasks

Oil & Gas ERP · Delivery

My Pick Tasks

Pick tasks

New

Pick number	Order line	Planned start	Planned end	Status
PT-66941	EP2 grease, 24 pails	12 Oct	17 Oct	Assigned
PT-47815	Engine oil 15W-40, 60 cases	17 Oct	20 Oct	In progress
PT-77444	Hydraulic oil ISO 46, 12 drums	29 Oct	03 Nov	Picked
PT-38752	Coolant concentrate, 18 pails	22 Oct	29 Oct	Partially picked
PT-17892	Fuel additive, 120 bottles	18 Oct	26 Oct	Exception

6 of 6 records

EP2 grease, 24 pailsPick tasks · PT-66941

Assigned

Planned start12 Oct

Planned end17 Oct

Example screen with sample data

Finance

Reconcile customer billing, supplier obligations, cash and entity period close.

Prepare documents
Approve and post
Settle and reconcile

Invoices
Invoice lines
Bills
Bill lines
Bill matches
Cash receipts

Explore finance

OverviewInvoices Awaiting Approval

Oil & Gas ERP · Finance

Invoices Awaiting Approval

Approval waits for the finance manager

New

Invoice number	Dealer	Net amount	Tax amount	Total amount	Status
INV-21617	Stonewell Industrial Supply	340	220	890	Pending approval
INV-19743	Riverbend Energy Traders	760	60	320	Pending approval
INV-62263	North Mesa Equipment Co.	680	740	370	Pending approval
INV-58102	North Mesa Equipment Co.	180	840	600	Pending approval
INV-96418	North Mesa Equipment Co.	440	500	380	Pending approval

6 of 6 records

Stonewell Industrial SupplyInvoices · INV-21617

Pending approval

Net amount340

Tax amount220

Total amount890

Example screen with sample data

Process

Follow the dealer order through delivery

Dealer order to settlement ships ready to use. 2 steps need a named approval before the work moves on: Approve order (Finance Manager) and Approve invoice (Finance Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

Prepare dealer order

Record the dealer, order lines and original promise.

Morrow Oil DistributorsSO-60061 · Sales Representative
Prepare dealer orderBy Sales Representative
Approve order

Sales Manager reviews the current accepted scope.

Morrow Oil DistributorsSO-60061 · Sales Manager
Approve orderBy Sales Manager
ApprovalSales Manager decides the submitted order revision; Finance Manager decides any credit exception.
Reserve and pick

Assign bounded stock and record actual picked quantity.

Morrow Oil DistributorsSO-60061 · Warehouse Operator
Reserve and pickBy Warehouse Operator
Dispatch and deliver

Record the shipment and each stop's actual outcome.

Morrow Oil DistributorsSO-60061 · Warehouse Operator
Dispatch and deliverBy Warehouse Operator
Approve invoice

Finance Manager checks eligible billed scope.

Morrow Oil DistributorsSO-60061 · Finance Manager
Approve invoiceBy Finance Manager
ApprovalFinance Manager decides invoice release against eligible scope.
Apply customer cash

Accountant allocates an actual receipt within its remaining amount.

Morrow Oil DistributorsSO-60061 · Accountant
Apply customer cashBy Accountant

Start with Dealer order to cash

Inside a record

Connect the evidence your team uses

Open any sales order to see the roles that work on it, its process stages and its approvals on one page.

1
Record details
Order date, Net total and Owner.
2
Linked records
Records linked to this sales order.
3
Who works on it
Sales Manager and Sales Representative, each with their own permissions.
4
Process stages
Prepare dealer order and Approve order, with the role that acts.
5
Approvals
Approve order and Approve invoice, with who decides.

Dealer Order BoardMorrow Oil Distributors

Oil & Gas ERP · Sales orders

Morrow Oil Distributors

Approved

Log activity

Record details

Order date12 Oct

Net total290

OwnerLena Brooks

Who works on it

Sales ManagerView Dealers, master changes, sales orders, tariff rates…
Sales RepresentativeManage dealer contacts, quote lines, Quotes, sales order lines…

Process stages

Prepare dealer orderSales Representative
Approve orderSales Manager

Approvals

Approve orderFinance Manager
Approved
Approve invoiceFinance Manager
Waiting

Example screen with sample data

Approvals

Put each decision with its owner

Keep the person who enters a commitment separate from the person who approves it.

OverviewApprovals

Oil & Gas ERP · Overview

Approvals

Signed in as Finance Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine

0 selectedApproveReturn

DR-87474DR-87474
Requested by Elena Kovac
Pending approval2dActions
DR-79434DR-79434
Requested by Daniel Reyes
Pending approval4dActions
DR-88846DR-88846
Requested by Daniel Reyes
Pending approval4dActions
DR-10713DR-10713
Requested by Omar Haddad
Pending approval5dActions

Who approves what

	Decision	Approver
	Approve orderSales Manager reviews the current accepted scope.	Finance Manager
	Approve invoiceFinance Manager checks eligible billed scope.	Finance Manager

2 approval rules · set per role in Proto

Example screen with sample data

Who can approve what

Roles

A workspace for each role

Everyone opens Oil & Gas ERP to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains authenticated users and technical configuration without commercial, stock or finance decision authority.

Manage distribution policies, Users

Warehouse Manager

Controls stock execution, delivery plans and distribution production.

This is the first screen this role sees.

OverviewAssembly Schedule

Assembly Schedule

Work orders · Warehouse Manager

Work order number	Output product	Site	Planned start	Planned end	Status
WO-86811	Engine oil 15W-40, 1 gal	Westport drum warehouse	29 Oct	04 Nov	Released
WO-78706	Industrial gear oil 220, 5 gal	Harbor Point storage site	18 Oct	20 Oct	In progress
WO-89527	Fuel additive, 1 qt	Midland bulk terminal	19 Oct	23 Oct	Partially completed
WO-22001	Fuel additive, 1 qt	Riverbend loading terminal	31 Oct	08 Nov	Released
WO-75877	Fuel additive, 1 qt	Riverbend loading terminal	19 Oct	23 Oct	In progress

6 of 6 records

Example screen with sample data

Warehouse Operator

Records assigned receipt, movement, production and delivery facts within entity and warehouse scope.

This is the first screen this role sees.

OverviewAssembly Schedule

Assembly Schedule

Work orders · Warehouse Operator

Work order number	Output product	Site	Planned start	Planned end	Status
WO-86811	Engine oil 15W-40, 1 gal	Westport drum warehouse	29 Oct	04 Nov	Released
WO-78706	Industrial gear oil 220, 5 gal	Harbor Point storage site	18 Oct	20 Oct	In progress
WO-89527	Fuel additive, 1 qt	Midland bulk terminal	19 Oct	23 Oct	Partially completed
WO-22001	Fuel additive, 1 qt	Riverbend loading terminal	31 Oct	08 Nov	Released
WO-75877	Fuel additive, 1 qt	Riverbend loading terminal	19 Oct	23 Oct	In progress

6 of 6 records

Example screen with sample data

Purchasing Manager

Prepares supplier purchasing and resolves commercial supply issues.

This is the first screen this role sees.

OverviewPurchase Approval Queue

Purchase Approval Queue

Purchase orders · Purchasing Manager

Purchase order number	Supplier	Buyer	Current total	Status
PO-81290	Mesa Blend Materials	Mateo Silva	430	Submitted
PO-26420	Ridgeway Drum Works	Arjun Rao	940	Submitted
PO-34122	Cedar Additive Supply	Mika Sato	490	Submitted
PO-25761	Ridgeway Drum Works	Samira Rahman	370	Submitted
PO-99204	Stonepath Tank Services	Samira Rahman	930	Submitted

6 of 6 records

Example screen with sample data

Roles and permissions

Reports

Explain what remains and what posted

Read order, delivery, stock and financial results from source quantities and dated evidence.

Overview

Oil & Gas ERP · Overview

Oil & Gas ERP dashboard

This quarter

Work orders in view

Released

In progress

Partially completed

Sales orders by status

How far records got this quarter

Stage	Reached	Step
Draft	39
Submitted	18	46%
On hold	8	44%
Approved	4	50%

Net total by status

Sample totals per stage

6.0k0

2.0kDraft

6.0kSubmitted

4.0kOn hold

3.0kApproved

2.0kIn progress

Example screen with sample data

All reports and dashboards

Who it's for

Fit dealer distribution work

See how Oil & Gas ERP fits your kind of team.

Regional supply distributor

A regional seller coordinates dealer demand, supplier purchasing and stock across warehouse sites.

Multi-entity supplier

Separate legal entities may share product definitions while retaining distinct stock and books.

Route-led dealer network

A dealer network needs clear route plans and actual handoff outcomes for each delivery.

Controls

Keep source and decision history together

Each stage of dealer order to settlement names the role that acts and the status it records, so a change is never anonymous.

OverviewDealer order to settlement

Oil & Gas ERP · Process

Dealer order to settlement

Each stage, the role that acts and the status it records

Process stages

Approval steps

Roles involved

Tables touched

Prepare dealer order

Sales Representative

StatusDraft → Submitted

RecordsSales orders, Dealers

Review creditApproval

Finance Manager

StatusException required → exception approved

RecordsCredit reviews

Approve orderApproval

Sales Manager

StatusSubmitted → Approved

RecordsSales orders

Dealer order to settlement

Start
Prepare dealer orderDraft → Submitted
Sales orders
Approval
Review creditException required → exception approved
Credit reviews
Approval
Approve orderSubmitted → Approved
Sales orders
Step
Reserve and pickAssigned → Picked
Pick tasks
Step
Dispatch and deliverReady → Dispatched
Route stops

Example screen with sample data

See each stage in detail

AI agent

Work with Proto

Ask Proto to help prepare and review dealer distribution work with your team.

It can

Sales Representative: Prepare a dealer order from the current account, product and quote records for review.
Purchasing Manager: Show purchase commitments with original promises and receipts awaiting review.
Warehouse Manager: Compare available stock with held, picked and in-transit quantities for an approved order.
Accountant: Trace an invoice to its eligible shipment scope and show unapplied customer cash.

Stays with a person

A person with the assigned authority decides order acceptance, receipt disposition, invoice release and period close.
Proto can prepare the evidence and identify a discrepancy, but a decision needs the actual reviewer and current document revision.
External bank or delivery outcomes require their own verified evidence.

Set up an agent

agent · oil & gas erp

Show me the approved dealer orders assigned to my entity that still have quantity to deliver. For one order, trace the picked quantity, shipment and invoice basis, then list the next owner for any exception.

A person with the assigned authority decides order acceptance, receipt disposition, invoice release and period close.

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

Oil & Gas ERP
Bank statement source
Carrier or delivery service
Document delivery
Tax service

Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 97 tables

97tables

Dealer sales11
Purchasing11
Stock control13
Assembly11
Delivery10
Finance15

Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

Set the operating scope
Choose the entity, sites, product family and dealer group for the pilot. Assign sales, purchasing, warehouse and finance owners.
Prepare masters
Review products, units, costs, suppliers, dealers, terms, tariffs, tax codes and approval limits.
Reconcile opening work
Check owned stock, open commitments and finance balances at a single cutoff.
Rehearse handoffs
Run a partial supplier receipt, dealer order, transfer, route, invoice and cash application with actual decision owners.
Release the cycle
Review exceptions, access and connected-service responses before adding more sites and entities.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

No per-user or per-seat fees
Viewing, editing, approving and exporting records in the app is free
Pay only for machine work: API calls, imports, workflows and AI agents
Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
Usage	Per $1
Record reads (list, filter, get)	20,000
Search or aggregate queries	4,000
Record writes	4,000
Imported or synced records	200,000
Workflow runs	2,000
AI agent runs	2,000
Scheduled jobs or webhooks	20,000
File uploads (MB)	2,000
CSV or PDF exports	100

FAQ

Questions, answered

Scope, rollout and pricing for Oil & Gas ERP.

All questions

How do I get started?

Click Get started, then use Proto to configure ERP for Oil & Gas for your business. Pilot one entity, one warehouse, one dealer order and one supplier receipt before extending to other sites.

Who approves dealer orders?

Sales Manager reviews the current submitted order revision. Finance Manager decides a separate credit exception when the dealer exposure requires one.

Can an order ship in parts?

Yes. Order lines, allocations and shipment lines retain the accepted quantity, actual partial dispatches and remaining commitment.

What happens when supplier goods arrive with a problem?

The receipt separates arrived, accepted, rejected and pending quantities. Only confirmed accepted scope progresses into stock and bill matching.

How does the team see available stock?

Inventory positions distinguish quantity on hand from available quantity, with held, picked and transit custody states.

Can we move stock between sites?

Yes. Transfers retain approved scope, dispatched quantity, transit and the received remainder.

How are routes planned?

Warehouse Manager records a manual route and stop sequence with an assigned operator and planned windows. Actual attempts and line outcomes record what happened at each stop.

When can finance invoice a dealer?

Finance Manager reviews the invoice against eligible title-transferred scope, current rates, tax treatment and an open period before approval.

How is customer cash applied?

Accountant records the actual receipt and allocates no more than its available unapplied amount to eligible invoices.

What should we connect first?

Start with the bank statement source and any carrier or document delivery service used in the pilot. Agree who verifies uncertain responses before release.

Set up Oil & Gas ERP your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

Find your application

Run dealer distribution from order to settlement.

Dealer Order Board

See the work from order to settlement

Dealer sales

Orders Awaiting Approval

Purchasing

Purchase Approval Queue

Stock control

Stock Availability

Assembly

Assembly Schedule

Delivery

My Pick Tasks

Finance

Invoices Awaiting Approval

Follow the dealer order through delivery

Prepare dealer order

Approve order

Reserve and pick

Dispatch and deliver

Approve invoice

Apply customer cash

Connect the evidence your team uses

Morrow Oil Distributors

Who works on it

Process stages

Approvals

Put each decision with its owner

Approvals

Waiting for you

Who approves what

A workspace for each role

Admin

Industry Reviewer

Industry Specialist

Finance Manager

Unapplied Customer Cash

Accountant

Unapplied Customer Cash

Warehouse Manager

Assembly Schedule

Warehouse Operator

Assembly Schedule

Purchasing Manager

Purchase Approval Queue

Sales Manager

Dealer Order Board

Sales Representative

Dealer Order Board

Explain what remains and what posted

Oil & Gas ERP dashboard

Sales orders by status

Net total by status

Fit dealer distribution work

Regional supply distributor

Multi-entity supplier

Route-led dealer network

Keep source and decision history together

Dealer order to settlement

Work with Proto

It can

Stays with a person

Connects to the tools you use

Your data, in tables you can change

Roll out one team at a time

Set the operating scope

Prepare masters

Reconcile opening work

Rehearse handoffs

Release the cycle

Machine work rate card Included per $1 of credit

Questions, answered

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