Card time
When the gallons moved, in the card's own timestamp.
GPS match
The pump and the truck have to be in the same place.
This is the whole audit in one sentence. If the card and the GPS disagree, someone has to look. If they agree, leave the fill alone.
Time, not a daily blob
A truck that ended the day near a truck stop did not necessarily take the 2 p.m. fill. I match the minute of the swipe to the ping, within a tolerance we set from how your GPS actually reports.
Samsara, Motive, or another telematics system all work if they can say where the tractor was. If the ping is missing, I do not invent a location and I do not mark the fill clean.
Distance is the evidence
The review line says how far. About 41 miles, on the example, is a different fact from a truck in the same lot with a messy GPS dot. I write the distance so a manager does not have to open four logins.
The TMS helps when the assigned truck is not the truck that was there. Dispatch may have swapped units. The match should notice.
What I look for
A match needs three clocks
GPS time
The ping closest to that minute, and the gap if the device was quiet.
Tank time
Whether the level moved in that same window.
Short answers
Before you book.
Sparse pings make more fills unverifiable. I will say so. I will not paper over the gap.
Samsara and Motive are common. If you run something else, we start from that.
Next step
Let's match one week of swipes to GPS.
That is the audit. Two weeks from the day access is in place. Setup on your side is usually under an hour.