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Fleet fuel, in plain language.
These pages answer one question each. Theft is not a typo. A sensor is not proof. The card, the GPS, and the TMS already hold the pieces. I connect them. You keep the keys.
Theft and card misuse
Diesel that left the card and never reached a truck.Gallons paid for that never reached a truck.A fuel card used by someone who is not your driver.A card used by someone who should not have it.Misuse is real. It is not the same file as theft.Personal fuel, loaned cards, and limit games.A swipe at 2 a.m. is a question, not a verdict.Night swipes that need a truck, not a hunch.An alert nobody finishes is noise.Night alerts a supervisor can finish.Paid for, and not in a tank.Card gallons that never entered a fleet tank.A copied card leaves a swipe your truck did not make.Copied cards and PINs the truck did not use.
The match
The pump and the truck have to be in the same place.Every swipe checked against a GPS ping.A keyed truck number is not a stolen fill.Gallons in a tank, posted to the wrong unit.A jumping sensor cannot prove a fill.Sensors that are not allowed to decide.The TMS knows the truck. The card knows the gallons.Dispatch records beside every swipe.Reconciliation is a match, not a color scale.Swipe, truck, and tank on the same line.
Systems you already run
Samsara already knows where the truck was.Use the Samsara pings you already have.Motive already has the ping. The card has the gallon.Motive locations beside the fuel card.Relay has the swipe. It does not have the truck.Relay purchases matched to a tractor.WEX recorded the purchase. It did not record the tank.WEX transactions checked against GPS.Comdata knows the charge. Your GPS knows the truck.Comdata charges matched to tractors.If it is not Samsara or Motive, we start from what you have.Any telematics that can place a truck.
Who should act
A list a manager can finish before noon.Yesterday's open fills, short enough to clear.Monday is for the person who owns the numbers.A weekly rollup, not another daily dump.You should see the week, not every swipe.The week, for the person who owns the P&L.Operations clears the habit. Theft is a shorter list.Habits to dispatch. Evidence to a reviewer.Do not book a typo as theft.A fuel number finance can defend.Safety has the video. They should not hunt for it.Video only after the match names a stop.Three piles. Three owners. No shared inbox.Dispatch, a reviewer, and the shop.Pull proof for the short list, not the whole week.Proof after the line is already written.
Size and access
A smaller fleet still leaks in the same gap.Under 50 trucks. Same question.You have the systems. You do not have the Tuesday.The stack is there. The match is not.At 200 trucks, a weekly spreadsheet is already late.The 200-truck proof, kept specific.A Southeast fleet of 200 or more. Figures stay there.One engagement. Named limits. Real figures.You make the keys. You can pull them.Read-only keys, revoked on your side.Not another login for the shop.No new software for drivers or dispatch.Two weeks from the day access is in place.Access, then two weeks, then a decision.A platform asks you to move. An audit asks for a read.Read what you have. Do not replace it.The data stays in your accounts.Your keys, your findings, your stop date.Bring the names of the systems, not a data dump.Card, GPS, fleet size, and a name.
After the fuel is honest
Idle is the next question, after the gallons are honest.Idle hours, after the match is trusted.IFTA is easier after the gallons are real.Cleaner gallons before anyone files.Cost per mile on a gallon you can explain.A basis you can say out loud.MPG only means something if the burn is real.Engine gallons, not the card total.Detention shows up as hours, then as fuel.Shipper time, on the GPS you already share.The habit is usually the unit number.A pump habit dispatch can fix.The list has to keep coming, or the leak returns.A living list, not a binder.A weekly review with three sentences.Three sentences for the week.
Next step
Bring one week of fuel and the GPS you already run.
15 minutes. I will tell you whether an audit is worth it on your stack. I reply within one business day.