BlueArrow Fuel: Reconciling Fuel Card Transactions Against the Vehicle's Tank

A fuel card records a purchase: card, station, time, litres, amount. It does not know where the truck was, how big its tank is, or how much fuel was in it. So a card used to fill a personal vehicle at the same station, a second fill at a station the truck never visited, or a 300-litre purchase into a 200-litre tank all look like ordinary transactions on the statement. Fleets that catch them do so by hand, months later, if at all. Industry estimates put fuel card misuse at several percent of fuel spend in fleets that do not reconcile.

The add-in imports transactions from the fleet's fuel card providers — it supports the major programs, and several at once — and matches each to the vehicle in MyGeotab. For every transaction it checks: was the vehicle at that station at that time; does the volume fit the tank's capacity and the fuel-level reading before and after; does the driver logged in match the card holder. Transactions that fail a check are flagged with the reason; those that pass are reconciled. The output is a short exception list with the evidence beside each item, and a fuel cost per vehicle that the fleet can trust.

The same reconciliation feeds IFTA: every purchase has a jurisdiction confirmed by the vehicle's position, not by the station's address on the statement. It shows fuel economy per vehicle from purchases rather than from estimates, which finds the truck with a fuel problem before the shop does. And it catches time theft: a fuel stop that took forty minutes is visible against the trip.

BlueArrow Fuel connects to the fleet's fuel card accounts and to MyGeotab; vehicles are matched to cards once, and tank capacities are entered or read from the vehicle profile. High Point GPS configures the integration for fleets in Quebec, Ontario and the northeastern US, including the IFTA linkage where the fleet files.