G&M Oil

G&M Oil operates 220 convenience stores across California, including both company-branded locations and Chevron Extra Mile sites. Ranked No. 40 on CSP's Top 202 Convenience Stores 2025, the company built its reputation on reliable service and operational consistency. As G&M continued to grow, their operational infrastructure couldn't keep pace. With stores spanning multiple regions and formats across California, the company struggled to maintain uniform standards while accommodating location-specific requirements. Leadership recognized that their existing approach was creating operational blind spots and preventing them from achieving the accountability and consistency their growing network demanded.

G&M Oil's previous technology stack included an auditing app, email-based communications, and store-level paper checklists. While each tool served a purpose, the fragmented approach created significant operational inefficiencies. Email created a "frozen middle" where area managers spent hours manually forwarding messages and following up to confirm stores received critical information. Most critically, there was no accountability tracking—when headquarters sent important communications, they had no way to confirm that store managers received, understood, or acted on the information. G&M needed a platform that could consolidate their operational technology stack, provide real-time visibility into execution, and create accountability. After evaluating multiple options, they selected Xenia for its ability to serve as a single source of truth combining communications, task management, audits, and workflow automation in one unified platform.

Direct Communication to Store Level

Xenia eliminated the communication relay system by delivering announcements directly to store tablets with required acknowledgment tracking. Instead of area managers spending hours manually forwarding emails and tracking down confirmations, headquarters now pushes time-sensitive updates straight to store managers with automatic confirmation that information was seen and actioned. Leadership gains instant visibility into which stores have opened messages, acknowledged them, and completed any required follow-up tasks and store managers can now access historical messages, ask clarifying questions within the platform, and maintain an auditable communication trail that ensures nothing falls through the cracks.

Digital Task Execution and Real-Time Visibility

Paper-based checklists and verbal instructions transformed into scheduled digital tasks with photo requirements, pass/fail logic, and automatic assignments based on store location and format. Store managers no longer rely on memory or paper lists as their tablet home screen shows exactly what's due each day, with step-by-step instructions and the ability to flag issues for immediate escalation. When tasks fail, they're automatically routed to the appropriate person or team for resolution, creating closed-loop accountability. Through customizable dashboards, area managers and executives can monitor task completion rates, identify stores struggling with specific procedures, track issue resolution times, and spot trends across regions, all in real-time. 

Workflow Independence and Scalable Operations

The operations team can now build and modify forms, checklists, and approval workflows independently without waiting for IT support or vendor assistance, enabling G&M to respond to changes in days rather than weeks or months. Area managers gained equally powerful capabilities with the ability to create location-specific tasks on-demand complete with due dates and automatic routing that eliminates manual follow-up. This agility has proven invaluable as regulations, vendor requirements, and best practices evolve constantly.

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