Fuel is the engine of your business, but it's also one of your biggest and most volatile expenses. You use fuel cards from providers like Comdata, WEX, or EFS to control spending and simplify purchases on the road. The problem is that this creates a separate stream of data that lives outside your operational software. Your dispatchers are managing loads in one system, while your fuel receipts and spending reports are piling up in another.
This disconnect makes critical tasks a nightmare. Preparing IFTA reports becomes a manual data-entry marathon. Calculating the true profitability of a load is nearly impossible when fuel costs aren't tied directly to it. The best TMS for fuel cards is one that closes this gap. It's a system that offers deep fuel card integration, automatically pulling your fuel purchase data into the same platform where you manage your loads, dispatch, and billing.
By connecting a powerful TMS like Truckpedia with your fuel card provider, you transform raw transaction data into actionable business intelligence. This integration is the key to unlocking significant cost savings, simplifying compliance, and gaining a true understanding of your fleet's financial performance.
The Problem: Disconnected Fuel Data Drains Your Profitability
When your fuel card portal and your TMS don't communicate, you create extra work and leave money on the table. This "data silo" is a hidden drain on your resources.
- Manual IFTA Hell: At the end of every quarter, someone has to manually download transaction reports from your fuel card provider and painstakingly enter every fuel purchase—gallons, state, cost, and date—into a spreadsheet. It's tedious, error-prone, and universally dreaded.
- Inaccurate Profitability: You know what a load paid, but do you know what it cost? Without easily accessible fuel data, you can't accurately calculate the cost-per-mile or profitability for a specific trip. You're flying blind, unable to tell which lanes are truly making you money.
- Missed Cost-Saving Opportunities: Is one driver consistently getting worse MPG than another? Are your trucks idling excessively? Without integrated data, spotting these expensive trends requires a forensic-level analysis of multiple reports.
The Solution: A Deep Fuel Card TMS Integration
The best TMS for fuel cards isn't just one that lets you log expenses; it's one that automates the entire process. A true fuel card integration connects directly to providers like Comdata, WEX, Fleet One, and EFS, pulling transaction data into your TMS in near real-time.
Truckpedia serves as the central hub for your operations and financials. By integrating your fuel cards, you give your TMS the final piece of the profitability puzzle. This allows you to manage everything—from load dispatch to fuel tax filing—within a single, unified system.
Key Benefits of Integrating Your Fuel Cards with a TMS
Connecting your fuel cards to your TMS delivers immediate, tangible results that impact your bottom line and free up your time.
1. Automate Fuel Expense Tracking
Stop chasing receipts and manually keying in data. An integration puts your fuel expense management on autopilot.
- How it Works: Once you link your fuel card account to Truckpedia, every transaction is automatically imported. The system captures the date, location, gallons purchased, price per gallon, and total cost, then assigns it to the correct truck and driver.
- The Benefit: This eliminates hours of manual data entry and reduces the risk of costly errors. All your fuel expenses are accurately recorded and categorized without anyone lifting a finger, providing a clean, auditable record.
2. Simplify IFTA Reporting to Minutes, Not Days
IFTA is one of the biggest administrative headaches in trucking. A TMS with fuel card integration turns this quarterly ordeal into a simple, one-click report.
- How it Works: Truckpedia combines two critical data streams: the miles-per-state data from your ELD integration and the fuel purchase data from your fuel card integration. The system automatically reconciles the miles driven in each state with the fuel purchased in each state.
- The Benefit: You can generate a complete, audit-ready IFTA report in seconds. What used to take days of manual spreadsheet work is now an automated, accurate, and stress-free process. This single feature can save you dozens of administrative hours every year.
3. Gain Real-Time Profitability Insights Per Load
This is where you go from just managing costs to actively optimizing them. Integrating fuel data allows you to see your true profitability on every single load.
- How it Works: Truckpedia’s profitability reports automatically deduct all associated costs—including actual fuel expenses—from the load revenue. You can see your net profit, profit margin, and true revenue-per-mile for every trip.
- The Benefit: This data is a goldmine. You can finally identify which customers, lanes, and types of freight are most profitable. You can also analyze driver and vehicle performance, spotting trends in MPG and fuel efficiency that allow you to coach drivers and make smarter maintenance decisions. This is the power of turning fuel data into business intelligence.
Ready to automate IFTA and unlock true profitability insights? See how Truckpedia’s fuel card integration works. Book a Demo Today!
How to Set Up Fuel Card Integration in Truckpedia
Connecting your fuel card provider to Truckpedia is a simple process designed to get you up and running quickly.
- Select Your Provider: In the Truckpedia marketplace, choose your fuel card provider (e.g., Comdata, WEX, EFS).
- Authorize the Connection: Enter your account credentials through a secure portal to authorize the data sync between your fuel card account and Truckpedia.
- Map Your Cards: Assign each fuel card in your account to the corresponding truck and/or driver within your Truckpedia fleet roster.
- Let the Data Flow: Once connected, Truckpedia will begin automatically importing new fuel transactions as they occur. Your historical data can also be imported to ensure your records are complete from day one.
Truckpedia: The Best Trucking Software for Fuel Management
Your fuel card is a tool for purchasing. Your TMS should be a tool for profit. Truckpedia is the trucking software for fuel management that bridges that gap, turning your expense data into a powerful strategic asset. We provide the automation and analytics you need to control your second-largest expense, simplify compliance, and drive a more profitable business.
Don’t let disconnected data dictate your financial health. Take control with a fully integrated system that gives you a 360-degree view of your operations.
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