Carrier Self-Service Portal
How a Fuel Card Provider Gave Carriers a Self-Service Portal for Cards, Invoices, and IFTA
Trucking customers had to call a fuel card company to activate a card, get an invoice, or reset a password. Our dedicated developers rebuilt its carrier portal so carriers manage cards, invoices, IFTA reports, users, and requests themselves.
- Fewer carrier support calls
- 65%
- Fewer password reset requests
- 80%
- Invoice access, down from days
- Instant
Client Overview
Client Story
A&I Transport and A&I Express supply fleet fuel cards from Watsonville, California, to 500+ trucking companies across 48 states, with discounted fueling at 1,500+ partner stations. Daryn Duff is the CTO.
Their customers are carriers: fleet owners and office staff who need a card switched on before a driver reaches the pump, last month’s invoice for the accountant, and gallons by state when fuel tax is due. The old portal let them do almost none of that. A new card meant a phone call, every invoice had to be requested, and IFTA figures were worked out by hand from fuel receipts. Account changes went by email with no way to track them, a rejected bank payment stayed invisible to the carrier until someone called, and adding a dispatcher or resetting a password needed A&I’s admin team. Support spent its day on tasks carriers could have done themselves.
Background
Project Background
Daryn wanted carriers to handle routine account tasks themselves, so his team could focus on growth. The brief:
- Cards Managed by Carriers
- Activate and deactivate EFS cards without calling.
- Billing Always Available
- Open, paid, and archived invoices online.
- Fuel Tax Without Spreadsheets
- IFTA and gallons by state calculated for them.
- Teams and Access Self-Managed
- Users, passwords, and devices handled by the carrier.
Carriers are calling us for everything: activating cards, getting invoices, resetting passwords. We’re doing basic admin work all day instead of focusing on growth. The portal we have is slow, outdated, and doesn’t let them help themselves.
Discovery
Research & Ideation
We started from the support queue. Every call type that a carrier could safely handle alone became a portal feature.
Turn Calls Into Buttons
Card activation, invoices, and password resets moved from phone to portal.
Show Carriers What Admin Sees
Bank rejects and request status became visible to the carrier who needs to act.
Self-Service Needs Safeguards
More control for carriers came with sign-in protection and device management.
Design
Designing Fuel Tax Reporting Carriers Don’t Have to Build
Every fuel purchase on an A&I card already carries the data IFTA needs, so the portal turns it into reports automatically.
- Fuel PurchaseEFS card used at the pump
- Gallons by StatePurchases grouped by jurisdiction
- IFTA by TruckLiability per vehicle
- Fleet IFTA ReportTotals across all trucks
What Carriers Now Do Themselves
Routine tasks that used to need a call are a click away, and the few that still need A&I are tracked so carriers can see where they stand.
- Activate a new card Self-service
- Download an invoice Self-service
- Add a dispatcher Self-service
- Bank payment rejected Shown to carrier
- Account change request Tracked to completion
Challenges
Project Challenges
No Carrier Self-Service
Card activation and account updates needed an admin.
Invoices Only on Request
Carriers asked for billing statements one at a time.
IFTA Done Outside the Portal
Manual fuel tax calculations led to errors.
Untracked Change Requests
Email and phone requests had no record and often stalled.
Invisible Payment Rejects
Carriers could not see Wells Fargo rejections, slowing payment.
Admin-Only User Management
Adding users and resetting passwords needed A&I’s team.
Limited Account Protection
No login history, device list, or multi-factor sign-in for carriers.
Fuel Search in Other Tools
Carriers left the portal to find stations and plan refueling.
Slow Pages at Scale
Performance fell as the carrier base grew.
Approach
Our Solutions
We refactored the carrier portal in custom PHP and MySQL on AWS, connected to EFS for card control.
Self-Service Fuel Cards
Carriers activate and deactivate their EFS cards directly.
Online Invoices and Statements
Open invoices on the dashboard, plus paid and archived history.
Automated IFTA Reports
IFTA by truck and for all fleets, calculated from fuel purchases.
Gallons by State
State-by-state fuel purchase reports for tax and planning.
Tracked Change Requests
Carriers submit account and card changes and follow their status.
Open payment rejects shown to the carrier for quick resolution.
Team and Security Settings
Users, passwords, sign-in protection, login history, and devices.
Fuel Locator and Routes
Find partner stations and plan refueling inside the portal.
What Carriers Can Do in the Portal
-
Fuel Cards 3 actions
- Activate card
- Deactivate card
- Card status
-
Billing 4 actions
- Open invoices
- Paid invoices
- Archived statements
- Wells Fargo rejects
-
Fuel Tax Reports 3 actions
- IFTA by truck
- IFTA for all fleets
- Gallons by state
-
Requests 3 actions
- Change requests
- Request tracking
- Update history
-
Team Access 4 actions
- Profile
- Add users
- Manage team access
- Password settings
-
Account Security 5 actions
- Multi-factor sign-in
- Login history
- Device list
- Block or unblock device
- Remote sign-out
-
Fuel Tools 2 actions
- Fuel station locator
- Refueling routes
-
Performance 2 actions
- Query optimization
- Caching
Delivery Areas
- Cards and Billing Self-Service
- IFTA and Gallons by State
- Requests and Payment Rejects
- Users, Security, and Devices
- Fuel Tools and Performance
Delivered by dedicated developers since 2018, with new features added as A&I grows.
Custom Features
Custom Functionalities
Built around what a trucking office needs from its fuel card provider.
EFS Card Control
Card status changes go straight to EFS, with no admin step in between.
IFTA From Card Data
Fuel tax reports build themselves from transactions already on file.
Carrier-Facing Payment Rejects
Carriers see a rejected payment as soon as it is recorded.
Change Request History
Every account and card change is recorded from request to completion.
Device Management
Carriers see signed-in devices and can block one or sign it out remotely.
Multi-User Carrier Accounts
Fleet owners add office staff and control what each one can do.
Support
On Going Support
A&I has worked with our dedicated developers since 2018, and the carrier portal keeps gaining features as the customer base grows.
Built for Customers
The portal is now something carriers use on their own, every day.
Features as They Grow
New tools are added by developers who know the business.
One Team Across the Platform
We also built A&I’s admin portal and leads system. All five systems form one fleet fuel platform.
Mohsin Baloch and the iCommuneTech team updated our carrier portal, and it’s finally something our customers can actually use. They’re still adding new features as we grow, and we’re happy to keep working with them.
Impact
Project Outcome
- Fewer carrier support calls
- 65%
- Fewer password reset requests
- 80%
- Faster payment reject resolution
- 50%
- Faster page loads
- 55%
Figures reported by A&I Transport.
Before: call for everything
- Phone call to activate a card
- Invoices sent on request
- IFTA worked out by hand
- Users and passwords managed by admin
After: carriers help themselves
- Cards switched on in the portal
- Every invoice online, any time
- IFTA reports generated automatically
- Teams and devices managed by the carrier
Carriers now switch cards on before a driver reaches the pump, download invoices when the accountant asks, and pull IFTA reports by truck or fleet when fuel tax is due.
A&I’s support team spends far less time on routine requests, and payment rejects get fixed sooner because carriers see them first.
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.
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