Chasing every swipe
That is an operations list.
Finance
Do not book a typo as theft.
Fuel is one of the largest checks you write. The statement is real. The story on the statement is not, until someone matches it to a truck.
The statement is a purchase journal
WEX, Relay, Comdata, and the others are good at telling you what was bought. They are weak at telling you it fueled your asset. That second job is the audit.
I will not hand finance a single missing-gallon number that the rows do not support. Open items stay open. Unverifiable items stay out of both the loss and the clean total.
Cost per mile, said carefully
Cost per mile on the sample uses burned gallons, not card gallons, at the example price. Mixing those bases makes a confident wrong number. I would rather show the basis than impress you.
IFTA and the books get easier after the gallons are labeled. They do not get easier by exporting the card into a bigger spreadsheet.
What I look for
What finance should stop doing
Trusting the unit prompt
It is typed. It is often wrong.
Forcing a tie-out
A pretty total that hides unclear fills is worse than a gap.
Short answers
Before you book.
It gives you a defendable split. It is not a journal entry and it is not an audit opinion.
No. I need the card, the GPS, and the TMS if you have one. The ledger can wait.
Next step
Let's make the fuel number defendable.
15 minutes. Bring the question finance keeps asking operations and not getting back.