Integration of fuel card transactions with driver and vehicle records

Purpose

1. Automate the integration of fuel card transactions with driver and vehicle records to enable automated reconciliation, streamline expense tracking, prevent fraud, support automated reporting, enforce compliance, and automate auditing within wholesale diesel operations.

2. Automating this integration allows real-time visibility into fuel usage, identifies anomalies, connects specific transactions to drivers and vehicles automatedly, and enhances operational control over fleet fuel consumption.

Trigger Conditions

1. Receipt of fuel card transaction data from fuel card provider API or uploaded data files.

2. Scheduled sync operations (hourly, daily, or real-time polling for updates).

3. Manual data upload or push events from ERP/fleet management platforms.

4. Notification or webhook triggers when new driver or vehicle records are created or updated.

Platform Variants

1. SAP

 • Feature/Setting: Integration using SAP API Management; configure secure REST/OData API to receive fuel card transactions, map to driver/vehicle objects.

2. Oracle Fusion Cloud

 • Feature/Setting: Use Oracle Integration Cloud, set up automated workflows with Oracle REST & SOAP APIs for transportation and expense modules.

3. Salesforce

 • Feature/Setting: Leverage Salesforce Connect with External Object links to display and update fuel transactions within driver/vehicle record objects.

4. Microsoft Dynamics 365

 • Feature/Setting: Automate via Data Integrator; configure Common Data Service to map fuel card APIs with driver and asset management entities.

5. Fleetio

 • Feature/Setting: Use Fleetio API / Webhooks to automate importing card transaction data and linking to assigned drivers and vehicles.

6. WEX Telematics

 • Feature/Setting: Enable WEX XML/REST API for automated exports and schedule imports to fleet and HR systems.

7. Geotab

 • Feature/Setting: Geotab Fuel Transaction Add-In; configure automated syncing via MyGeotab SDK to vehicle/driver profile.

8. Samsara

 • Feature/Setting: Use Samsara API to automate transaction ingestion and connect with asset/driver records by unique tags.

9. Trimble Transportation

 • Feature/Setting: Configure automated workflow using Trimble’s TMW REST/JavaScript API; map transaction logs to driver/vehicle registries.

10. QuickBooks Online

 • Feature/Setting: Reconcile and automate expense mapping using QuickBooks API to connect fuel transactions with vehicle expense categories.

11. Xero

 • Feature/Setting: Use Xero API for automated feed from provider & auto-match expense to assigned vehicle or driver.

12. Oracle NetSuite

 • Feature/Setting: SuiteTalk API to post transactions to vehicle asset ledgers; automate allocations to specific driver IDs.

13. Sage Intacct

 • Feature/Setting: Configure Sage Intacct Web Services API to pull, auto-allocate, and automate expense entries for fuel cards.

14. Zendesk

 • Feature/Setting: Use Zendesk API to create automated ticket or alert workflows for flagged/irregular fuel card usage cases.

15. IBM Maximo

 • Feature/Setting: Automate data integration with MIF (Maximo Integration Framework) REST endpoints for linking fuel usage and asset records.

16. ServiceNow

 • Feature/Setting: Use IntegrationHub Spokes to create automated flows moving fuel card transactional data to asset/employee tables.

17. Odoo

 • Feature/Setting: Leverage Automated Actions with Odoo API to import and allocate transactions to fleet assets and HR employee records.

18. JD Edwards

 • Feature/Setting: Orchestrate E1 Orchestrator to run automated workflows connecting external fuel card data to equipment master data automatically.

19. Coupa

 • Feature/Setting: Automate reconciliation using Coupa Open API for synchronizing spend with fuel card provider data feeds.

20. Google Sheets

 • Feature/Setting: Use Apps Script or Sheet API to automate importing transaction CSVs and linking them to pre-defined vehicle/driver lists.

21. Zoho Creator

 • Feature/Setting: Set up automated workflows using Zoho Creator Deluge Scripts with Fuel Card API triggers, routing data to fleet/driver apps.

22. SAP Concur

 • Feature/Setting: Automated expense matching using Concur Expense API, mapping incoming fuel card charges to driver-travel logs.

Benefits

1. Automates manual data entry and mapping, reducing errors and labor.

2. Automator connects disparate records (transaction, driver, vehicle) for comprehensive reporting.

3. Supports real-time detection of fraud and unauthorized spending through automation.

4. Automates compliance by maintaining a clean, auditable trail for every transaction.

5. Increases operational efficiency by automating reconciliation and exception handling.

6. Promotes actionable insights for fuel-saving, driver coaching, and optimized vehicle maintenance via automated analytics.