Fleet Fuel Management Software
How a Trucking Company Turned an Abandoned Legacy System Into One Fleet Fuel Management Platform
A&I’s original developers left behind an undocumented PHPMaker system that nobody could safely change. Since 2018, our dedicated developers have taken it over, rebuilt it, and grown it into five connected systems with automation and AI throughout.
- Connected systems on one platform
- 5
- Of manual tasks now automated
- 90%
- Working together since
- 2018
Client Overview
Client Story
A&I Transport and A&I Express are a Watsonville, California trucking company with 15 years on the road, hauling refrigerated and dry freight nationwide. Alongside freight, A&I runs a fleet fuel program for 500+ trucking customers in 48 states, with discounted fueling at 1,500+ partner stations, plus trailer leasing. Daryn Duff is the CTO.
All of it ran on software A&I could no longer control. The developers who built it had left, with no documentation and code that nobody on staff understood. Every change, even a small one, risked breaking something else. Billing, reconciliation, carrier onboarding, and reporting were done by hand. The admin system, the leads system, and the carrier portal each worked on their own, trailers lived in spreadsheets, and drivers picked fuel stops by guesswork. The business was growing, and the system was holding it back.
Background
Project Background
Daryn needed a team that could take over code nobody understood, keep the business running, and turn it into one system. The brief:
- Take Over Safely
- Keep everything running while the old code was understood.
- Automate the Repetitive Work
- Billing, reconciliation, onboarding, and reporting.
- Add AI Where It Helps
- Emails, PDFs, encoded files, and data summaries.
- One Connected Platform
- Five systems sharing data instead of working apart.
Our old system is falling apart. The developers who built it are gone, we can’t update anything without breaking something else, and most of our work is still manual. We need AI, automation, and a system that actually works together, not five separate tools.
Discovery
Research & Ideation
A business this dependent on its software can’t stop for a rewrite. So we took it over first, then rebuilt it one system at a time.
Understand Before Changing
We mapped the undocumented code and data before touching anything.
Rebuild Without Downtime
Each system moved over while the old one kept running, with history kept intact.
Share One Backbone
All five systems use the same data, integrations, and AI services.
Design
Designing One Platform Around the Carrier’s Lifecycle
- Leads SystemFMCSA lead to signed carrier
- Admin PortalOnboarding, cards, and checks
- Fuel FinderBest stops on every route
- Carrier PortalCards, invoices, and IFTA
- Billing and ReconciliationInvoices, bank, and QuickBooks
Five Systems, One Source of Truth
Each system serves a different team, but they read and write the same records, so a change in one shows up everywhere it matters.
- Admin Portal Operations and finance
- Leads System Sales agents
- Carrier Portal Carrier offices
- Fuel Finder Drivers
- Trailer System Leasing team
Challenges
Project Challenges
Original Developers Gone
No documentation, unclear code, and no internal knowledge of the system.
Every Change Was Risky
The PHPMaker architecture made even small updates slow and fragile.
Repetitive Work Done by Hand
Invoicing, reconciliation, onboarding, and reporting were mostly manual.
No AI Support
Emails, PDFs, and encoded files were read and summarized by people.
Systems in Silos
Admin, leads, and carrier tools worked apart, with no shared view.
No Live Dashboards
Card lifecycle, carrier health, and fraud had no command center.
Manual Reconciliation
Bank imports, rejects, NACHA exceptions, and QuickBooks were matched by hand.
Gaps Across the Business
No carrier self-service, no trailer system, scattered leads, and fuel stops picked by guesswork.
Approach
Our Solutions
We took over the legacy code, rebuilt it in custom PHP and MySQL on AWS, added React Native apps and AI, and connected everything into one platform. Each system has its own case study.
Admin Portal
Live dashboards, automated invoicing, reconciliation, pricing, rebates, and fraud alerts. Read the case study.
Leads System
FMCSA leads, agent queues, SMS leads, campaigns, calendar, and commissions. Read the case study.
Carrier Portal
Self-service fuel cards, invoices, IFTA reports, requests, and team access. Read the case study.
Fuel Finder
Route-based station ranking with live prices on iOS, Android, and web. Read the case study.
Trailer System
Built from scratch for leases, billing, maintenance, alerts, and revenue. Read the case study.
AI Automation Layer
A ChatGPT RAG chatbot, AI PDF reader, and email automation shared across systems.
Shared Services Behind All Five Systems
-
AI Automation 5 services
- ChatGPT RAG chatbot
- AI PDF reader
- Email reading
- Encoded file extraction
- Data summaries
-
Finance 5 services
- QuickBooks
- Wells Fargo imports
- NACHA exceptions
- Authorize.net
- Plaid
-
Carrier Data 5 services
- EFS
- FMCSA
- Experian
- DocuSign
- FedEx
-
Communication 5 services
- Twilio calling
- SMS and MMS
- SendGrid
- Email campaigns
- Message boards
-
Fuel Networks 5 services
- AMBEST
- SAPP
- Love’s
- TA
- Custom pricing sync
-
Reporting 4 services
- 50+ reports
- Activity logs
- Live dashboards
- Revenue analytics
Delivery Areas
- Code Takeover and Stabilization
- Admin Portal and Finance Automation
- Leads System and Carrier Portal
- Trailer System and Fuel Finder
- AI Automation Across the Platform
Delivered by dedicated developers since 2018, with new features still rolling out.
Custom Features
Custom Functionalities
What makes five systems behave like one platform.
Legacy Takeover Without Docs
Undocumented code mapped and stabilized before any rebuild began.
Migration With History Intact
Systems moved over without downtime, and historical data was kept.
Shared Integration Layer
EFS, QuickBooks, Wells Fargo, Twilio, and more, connected once and used everywhere.
AI on Back-Office Work
Emails read, files extracted, and data summarized automatically.
Pricing and Rebate Engine
Daily fuel prices and vendor rebates feed the admin portal and fuel finder alike.
One Communication Hub
Calls, SMS, and email for every team from a single module.
Support
On Going Support
A&I has relied on the same dedicated developers since 2018, and the platform keeps growing with the business.
No More Lost Knowledge
The team that runs the platform today is the team that rebuilt it.
Features as the Business Grows
New systems and tools are added on the same shared backbone.
The Same CTO, Another Platform
Daryn also worked with us on TMSCloud. See that case study.
Mohsin Baloch and the iCommuneTech team took over a mess, rebuilt everything, and gave us a system that actually works. They automated 90% of our manual work, added AI where it matters, and they’re still helping us grow. We’re not going anywhere else.
Impact
Project Outcome
- Of manual tasks automated
- 90%
- Less time on daily invoicing
- 70%
- Fewer carrier support calls
- 65%
- Downtime during migration
- 0
Figures reported by A&I Transport.
Before: an abandoned system
- Original developers gone, no docs
- Every change risked a break
- Most operational work done by hand
- Separate tools, no shared view
After: one platform, one team
- A team that knows every system
- Features shipped without fear
- 90% of manual tasks automated
- Five systems on one backbone
A&I went from a system nobody could safely change to five connected systems its sales, operations, finance, leasing, and driver teams use every day.
Billing and reconciliation run on their own, AI handles back-office reading and summaries, and the move happened with no downtime and every record kept.
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