How to Check Your Oil Collection Statements and Monthly Payments

Collect a record for every pump-out

Set one person or shared accounting location to receive and store pump-out statements. Save each by service address and collection date. For a restaurant group, do not combine records from stores with similar names before you confirm the address; the wrong location can make both stores’ totals appear plausible while the underlying record is wrong.

Check a new statement soon after service. Staff can still remember whether the crew reached the container, whether it was nearly full and whether access caused a delay. If a statement is missing, ask the service team for it before the monthly payment review.

Compare the statement to the agreed terms

Start with location and date, then compare the recorded quantity and measurement unit with the agreement. If your qualifying account has a rate, verify that it is the agreed rate for that location and period. Read every adjustment rather than treating it as a rounding difference. The written agreement determines eligibility, rate, unit, adjustment rules and payment method.

Do not equate the container’s nominal gallon size with collected quantity. A 140-gallon container can hold less at the time of service, and the statement should reflect the measured collection under the agreed method. Keep any kitchen transfer log as a cross-check, allowing for the fact that staff estimates and measured collections may differ.

• Service address and visit date.
• Recorded quantity and agreed measurement unit.
• Applicable rate and adjustments.
• Calculated amount and statement identifier.

Sample pump-out record: what to verify

This synthetic SAMPLE record shows how an example restaurant might organize the details from one pump-out. It is illustrative only: the location, reference and quantity are invented, and it is not a Green Nature statement or a record of a customer visit. Use your actual statement and written agreement when reconciling an account.

Start by matching the service address and date to the visit, then check the recorded quantity and unit. Keep the statement reference with your copy so a question can point to one record. A kitchen transfer log can help flag an unexpected quantity, but an estimate from staff is not a substitute for the agreed measurement method.

Reconcile a qualifying monthly payment

Green Nature makes monthly rebate payments for qualifying accounts. Gather every pump-out statement in the covered period and calculate the expected total under the written terms. Compare it with the payment and any monthly reconciliation supplied for the account. Note cutoffs: a visit near month end may belong to a different payment period under the agreement.

A single location with steady volume is simple to review; a group needs a location-by-location subtotal before the group total. This makes a missed statement, duplicate line or address mismatch visible. Keep the payment confirmation with the underlying statements so a later manager can reproduce the calculation.

In this fictional Example restaurant worksheet, SAMPLE-001 records 42 gallons on October 4 and SAMPLE-002 records 37 gallons on October 18. Both entries use the same illustrative unit, so the quantity subtotal is 79 gallons. Before using a real monthly total, ask which visit dates fall inside the payment period under the agreement; an end-of-month collection may be included in the next period.

Send a specific question when numbers differ

Mark the exact statement and line in question. Give support the business name, service address, collection date or statement period, and the quantity, rate or adjustment you want reviewed. Attach your relevant record and explain the expected result under the written terms. A precise question is easier to resolve than “the monthly total looks low.”

Green Nature support is available 24/7 for service questions at (347) 534-0622 or info@gnroil.com. Keep the original record and the response together, and reflect any correction in the next reconciliation.