Fuel-card reconciliation for fleet mileage reports

Keep the provider record intact

Save the original WEX, Corpay/FleetCor, Comdata, Voyager, or other fuel-card export. Work from a copy and retain its file hash.

• Mask card numbers to the last four digits
• Keep transaction and reversal IDs
• Preserve volume units, currency, and timestamps

Normalize without erasing source values

Map provider-specific fields into a canonical fuel record while retaining the provider, adapter version, source file, and row locator.

• Convert liters only with an explicit unit rule
• Keep diesel and gasoline product labels
• Separate authorization, settlement, refund, and reversal states

Reconcile to vehicles and finance

Match fuel to an assigned vehicle and then to the finance entry using stable IDs, amount, date, and merchant evidence. A close amount is not enough by itself.

• Flag cards assigned to multiple vehicles
• Flag fuel with no vehicle or finance match
• Keep duplicate and reversal checks in the exception queue

Treat anomalies as review leads

An unusual gallon amount, odometer, location, or frequency is a reason to review evidence—not proof of waste or misconduct.

• Route to the fleet or finance owner
• Document the resolution
• Avoid unverified savings or fraud claims

Questions