Why Kansas oil and gas operators need custom systems
HG Oil Holdings operates across western Kansas — a working oil and gas region with the same back-office pain that hits most independent operators. Off-the-shelf inventory and accounting software doesn't fit how oilfield services actually run. Manual tracking creates errors. Manual invoice processing creates delays.
Most operators try to fix the problem by hiring more office staff. HG Oil Holdings took a different path: custom software built specifically for their workflow.
Custom inventory management system
Preisser Tech built a custom inventory management system from scratch — designed around HG Oil Holdings' specific operational logic, not bent to fit a generic schema.
- 95% reduction in back-office logistics time
- 75%+ accuracy improvement in inventory counts and transfers
- Turned a loss center into a profit center
- Freed 10+ hours per week across multiple positions
- Live inventory counts visible to operators, dispatch, and back-office
- Built-in markup formulas — pricing logic codified
- Full audit trail on every transfer
What the system does
Records new materials as they arrive at yards, with full provenance (vendor, date, quantity, cost). Provides live inventory counts visible to operators, dispatch, and back-office staff. Allows transfers between yards with full audit trail. Uses built-in formulas to track and mark up specific values automatically — pricing logic that previously lived in someone's head now runs as code.
What it replaced
The system replaced a mix of spreadsheets, paper logs, and verbal handoffs. Manual reconciliation that previously took hours per week now happens automatically. Errors that previously bled margin are now caught at entry.
AI invoicing assistant
The second build was a custom AI assistant trained specifically on HG Oil Holdings' invoice patterns and accounting structure. Office staff upload invoices and receive structured output in seconds.
- 75% decrease in time spent on manual invoice handling
- Eliminated manual reading of invoices entirely
- Freed staff for higher-value work
- Prevented the need for additional office hires
- Structured data output ready for accounting approval
- Math validation catches errors at entry
What the system does
Office staff upload invoices (PDF, scan, or photo). The AI extracts vendor, invoice number, line items, totals, and tax. It identifies GL codes based on the vendor and line item patterns it's been trained on. It validates that totals match line items (math errors flag for human review). It pushes structured data into the accounting system, ready for approval workflow.
What it eliminated
Manual reading of invoices — eliminated entirely. Manual transcription into accounting software — eliminated. The need to hire additional office staff to keep up with volume — prevented. Office staff time freed for higher-value work like reconciliation, vendor relationships, and AR follow-up.
What made the HG Oil Holdings build successful
Custom software fails when it's bent to fit a generic schema. The HG Oil Holdings build worked because:
- Built specifically for HG Oil Holdings' operational logic — not configured from a template
- Tyler Preisser personally coded both systems — no offshore handoff, no agency layer
- AI invoicing was trained on HG Oil Holdings' actual vendor mix and GL coding patterns — not generic OCR
- Inventory pricing logic was codified — markup rules previously in someone's head now run as automated formulas
- Both systems integrated with the existing accounting workflow — no rip-and-replace
- Direct founder access throughout the build — no account manager filtering decisions
Why oil and gas operations are a fit for custom software
Oil and gas back-office work is one of the highest-ROI verticals for custom software because:
- Off-the-shelf inventory software doesn't model oilfield operations cleanly (water hauling, pump tickets, lease operations)
- Vendor invoice volume is high enough that manual processing creates real bottlenecks
- Margin pressure means every percentage point of back-office efficiency matters
- Custom pricing logic (markups, lease pricing, transfer pricing) typically lives in spreadsheets or staff knowledge — codifying it eliminates errors
- Audit trails are increasingly required by partners and regulators