Fuel Card Management Software
How a Fleet Fuel Card Provider Unified Billing, Fraud Alerts, and Pricing in One Admin Portal
A fuel card company serving carriers in 48 states was running billing, fraud checks, pricing, and carrier work across scattered screens in a PHPMaker admin. Our dedicated developers rebuilt it as one custom portal, with live dashboards, automated invoicing, and alerts for every exception.
- Partner fuel stations connected
- 1,500+
- Active users on the portal
- 200+
- Working together since
- 2018
Client Overview
Client Story
A&I Transport and A&I Express run a fleet fuel card business from Watsonville, California. For 15 years they have supplied fuel cards to 500+ trucking customers across 48 states, with discounted fueling at 1,500+ partner stations on networks such as AMBEST, SAPP, Love’s, and TA. Daryn Duff is the CTO.
Everything ran through an admin portal generated in PHPMaker. On a normal day, the team checked card activity on one screen, chased a card that was sent but never used on another, and handled EFS fraud flags, inactive DOT numbers, and owner-operator disputes from lists they tracked by hand. Billing ran on several cycles at once: daily, biweekly, credit card, prepaid, holiday rules, and special terms, while Wells Fargo imports and QuickBooks were reconciled separately. Fuel prices, vendor rebates, and commissions were calculated across other tools again. With 200+ people using the system, even a small change took a long time, and no one had a single view of how the business was doing.
Background
Project Background
Daryn needed an admin portal the team could run the whole business from, and one that could change as fast as the business did. The brief:
- One Real-Time Command Center
- Card activity, accounts, and carrier health in one place.
- Billing That Runs Itself
- Every invoicing cycle automated, with reconciliation built in.
- Exceptions Caught Early
- Fraud and risk flagged the moment they appear.
- Full Admin Control
- Settings, users, and logs managed from one console.
Our admin portal is stuck on a legacy system. We’re juggling dozens of modules, fuel cards, invoicing, carriers, and reports. But there’s no real dashboard, and even tiny changes take forever. It’s holding us back.
Discovery
Research & Ideation
The business ran on dozens of workflows, so we organized the portal around how money and risk move through a fuel card.
Follow the Fuel Card
From application and card issue to fueling, invoicing, and payment, each stage gets its own view.
Exceptions as Alerts, Not Lists
Fraud and risk cases surface automatically instead of waiting for someone to check.
Settings in One Place
Rules the team changes often move into one admin console.
Design
Designing One Flow From Fuel Transaction to Reconciled Payment
Every gallon pumped at a partner station moves through pricing, checks, billing, and reconciliation in the same portal.
- Fuel TransactionCard used at a partner station
- Pricing and RebatesLive price, vendor rebate, commission
- Exception ChecksFraud, DOT, thresholds, missing data
- InvoicingDaily, biweekly, CC, or prepaid
- ReconciliationWells Fargo and QuickBooks
Risk Surfaces Before It Costs Money
The portal watches each account for the cases the team used to track by hand, and raises an alert for each one, so fraud and stalled accounts are handled the same day.
- EFS fraud flag Alert raised
- Gallon threshold exceeded Alert raised
- Inactive DOT number Alert raised
- Card sent, no fueling Follow-up queued
- Missing PIN or unit Sent to the account owner
Challenges
Project Challenges
A PHPMaker Admin That Resisted Change
Dashboards, automation, and fine-grained controls were slow and hard to add.
No Single View of Operations
Card lifecycle, active and retention accounts, and exceptions sat in separate views.
Fraud and Risk Tracked by Hand
EFS fraud, inactive DOT, disputes, bank rejects, and missing data waited for manual checks.
High-Volume, Multi-Cycle Billing
Daily, biweekly, CC, prepaid, holiday, and special-terms invoicing made reconciliation error-prone.
Disconnected Financial Systems
Bank imports, QuickBooks, EFS, and fuel networks caused duplicate entry and gaps.
Pricing, Rebates, and Commissions
Daily prices, vendor rebates, and payouts risked margin leakage and disputes.
Carrier and Lead Workflows Spread Out
Profiles, applications, territories, and referrals lived in many modules.
Communication Without Control
Emails, SMS, call center activity, and alerts could be missed or sent inconsistently.
Scattered Settings and Logs
Configuration and activity logs lived in many places, making oversight hard.
Approach
Our Solutions
We rebuilt the PHPMaker admin into a custom PHP and MySQL portal on AWS, connected to EFS, QuickBooks, Wells Fargo, FMCSA, Twilio, SendGrid, DocuSign, Authorize.net, Plaid, Experian, and FedEx.
Real-Time Dashboards
Process, OS, Active, Retention, and Carrier dashboards in one command center.
Automated Invoicing
Every billing cycle automated, with holds, sales receipts, and AR summaries.
Integrated Reconciliation
Bank imports, rejects, NACHA exceptions, deposits, and QuickBooks in one pipeline.
Fuel Pricing and Rebate Engine
API price sync, daily pricing reports, vendor rebates, and commission payouts.
Exception and Fraud Alerts
Real-time alerts for fraud, inactive DOT, thresholds, disputes, and missing data.
Carrier, Lead, and Territory Console
Profiles, applications, referrals, territories, and Twilio numbers in one place.
Communication Hub
Emails, SMS and MMS, a Twilio call center, and email campaign reports.
50+ Reports With Activity Logs
Gallons, margins, first fueling, and more, plus logs for invoices, transactions, and access.
What the Admin Portal Runs
-
Dashboards 5 modules
- Process
- OS
- Active
- Retention
- Carrier
-
Invoicing 10 modules
- Daily
- Biweekly Trans
- CC daily
- Prepaid
- Special terms
- Holds
- Holiday rules
- AR summary
- Bad debt
- Vendor checks
-
Reconciliation 5 modules
- Wells Fargo imports
- Rejects
- NACHA exceptions
- Prepaid deposits
- QuickBooks sync
-
Pricing and Payouts 6 modules
- API price sync
- Price generator
- Daily pricing report
- Vendor rebates
- Commission payouts
- AM splits
-
Exceptions and Fraud 9 modules
- Card sent, no fueling
- Not fueling
- Gallon threshold
- EFS fraud
- Inactive DOT
- OO disputes
- Missing PIN or unit
- Missing DOB
- Declined applications
-
Carriers and Leads 7 modules
- Carrier profiles
- Applications
- Referrals
- Lead zip codes
- SOS territories
- Partnership phases
- Twilio number mapping
-
Communication 7 modules
- Daily emails
- Holiday emails
- Invoice message board
- SMS and MMS
- Call center
- Bounce emails
- Email campaigns
-
Admin Controls 8 modules
- Templates
- Fuel finder locations
- Internal users
- Email groups
- Commission settings
- Holiday lists
- CC fee percentages
- After-hours availability
-
AI Automation 4 modules
- RAG chatbot
- AI PDF reader
- Email file extraction
- Data summaries
Delivery Areas
- Portal Rebuild and Dashboards
- Invoicing and Reconciliation
- Pricing, Rebates, and Commissions
- Exceptions, Carriers, and Communication
- AI Automation and Reporting
Delivered by dedicated developers since 2018, with new features still rolling out.
Custom Features
Custom Functionalities
The parts built specifically for how a fuel card business makes and protects its money.
ChatGPT RAG Chatbot
Answers questions from the company’s own data, so staff find what they need faster.
AI PDF and Email Reader
Reads incoming emails, extracts attached files, and summarizes the data for the team.
Custom Calling, SMS, and MMS
A Twilio module with number mapping per carrier and a built-in call center.
Vendor Rebate Calculators
Rebates for AMBEST, SAPP, Love’s, and TA calculated from each network’s terms.
Holiday-Aware Billing
Holiday lists shift invoicing and email schedules automatically.
Carrier Checks Built In
FMCSA lookups, Experian credit checks, and DocuSign agreements in the onboarding flow.
Support
On Going Support
A&I has worked with our dedicated developers since 2018, and new features are still rolling out.
The Same Team for Years
Developers who know the business carry each new feature from request to release.
Built Into Daily Work
The portal is the tool the team uses every day to run the business.
One CTO, Two Platforms
Daryn also worked with us on TMSCloud. See that case study. All five systems form one fleet fuel platform.
Mohsin Baloch and the iCommuneTech team have been great to work with. They got our admin mess and built something we actually use daily. We’re still rolling out new features with them, and honestly, we’re happy to keep them around for whatever’s next.
Impact
Project Outcome
- Less time on daily invoicing
- 70%
- Fewer reconciliation errors
- 85%
- Faster fraud and exception resolution
- 60%
- Hours saved weekly on emails and SMS
- 20+
Figures reported by A&I Transport.
Before: a PHPMaker admin
- No real-time dashboard
- Fraud and exceptions tracked by hand
- Billing cycles reconciled separately
- Settings spread across modules
After: one command center
- Live dashboards for every account
- Automatic alerts for every exception
- Invoicing and reconciliation automated
- One console for settings and logs
The team now runs fuel cards, billing, pricing, and carriers from one portal, with live dashboards for 200+ users and alerts the moment a card shows risk.
Invoicing and reconciliation run on their own across every cycle, rebates and commissions calculate from live prices, and new features ship without fighting a generated codebase.
How iCommuneTech Works
Understand first. Build exactly what’s needed. Stay for the long run.
We deliver the exact solution to a business problem with the least investment and time, then stay to keep it working.
We understand before we quote
We start by understanding how the work actually gets done, before we propose anything.
The exact solution, not the biggest one
We recommend the smallest solution that fully solves the problem, and use what already works.
A team that stays
Every launch includes a 90-day warranty, then an optional long-term delivery plan with the same team.
Problem Slowing Business Growth? Let’s Find the Exact Fix.
Tell us how the work gets done today. We’ll map it before we propose anything.
Connect on WhatsApp+91 97256 00878
Share your requirementsenquiry@icommunetech.com