Fuel is one of the biggest recurring expenses in trucking, so managing it efficiently in your TMS isn’t just helpful, it’s critical. Alvys supports fuel card integrations with providers like EFS, Comdata, TCS, QuickQ/Love’s, and Compass, offering automatic and manual fuel uploads, deductions, and clean reporting.
🔌 Step 1: Connect Your Fuel Provider
To begin using fuel features in Alvys, you’ll first need to connect your fuel card provider.
Go to Integrations
Select the Fuel category
Find your provider and click the Pencil button
Enter the required credentials (provided by your fuel card company)
Choose the subsidiaries this provider should apply to
Click Save
📚 Need help setting this up for a specific provider? View our integration guide collection
Some providers (like QuickQ and EFS) require you to contact their support and request API credentials or enable partner access before integration. Don’t skip this step — your credentials won’t work otherwise.
👤 Step 2: Link Fuel Cards to Drivers
Once the integration is active, Alvys needs to know which driver is using which fuel card.
Go to Assets → Drivers
Select a driver and open their profile
Click the “Fuel Card Numbers +” button
Enter:
The fuel card number
The provider (e.g., Comdata, EFS, Love's, etc.)
Whether fuel is discounted or needs to be deducted from the driver ℹ️ Please note that the discount information is imported directly from your fuel provider, and it is not possible to set the discount to a custom value within Alvys.
Click Save
Repeat for all drivers using fuel cards.
📝 Some providers (like TCS) only require partial card numbers (e.g., last 4 digits). Double-check formatting guidelines in the integration article if unsure.
📥 Step 3: Import Fuel Transactions
You can upload fuel data in two ways — automatic sync (if supported) or manual import.
Manual Upload
Most providers support manual uploads via CSV:
Download the fuel transaction file from your fuel card portal
Go to Reports → Fuel Report
Click Transaction File Upload
Select your provider from the dropdown
Upload your CSV file
Alvys automatically matches transactions to drivers using card numbers, so make sure that part's configured beforehand.
Automatic Upload
If your provider supports it (like EFS or Love’s), Alvys can pull transactions daily at a scheduled time (usually around 1–2 AM EST).
Once enabled:
Alvys will sync fuel transactions from the last 1–2 days
Transactions are auto-mapped to your drivers
No need for manual uploads ❗️Please note, we programmatically scan for duplicates when conducting this import, however manual changes made directly in EFS between those import jobs could result in Alvys not recognizing the transaction and importing it as a near-duplicate. Fuel Discount Settings: Ensure that the "Discount" column is marked in fuel card settings to apply the discounted fuel rate accurately. Leave this unchecked only if discounts do not apply.
⏱️ Time Zone Handling
Fuel providers use different time formats — some store transactions in UTC, others in local time. Alvys standardizes everything in UTC, but displays it in your local time zone based on your user profile settings.
This makes filtering and reporting more accurate, especially when working with multiple providers across time zones.
⚠️ Heads up: You may need to expand your date filters by +/-1 day to catch edge-case transactions depending on your location.
Fuel management in Alvys is built to simplify what’s usually a messy, manual process. Whether you’re using full API integrations or uploading reports by hand, Alvys helps you keep fuel expenses organized, accurate, and tied to the right drivers.
📋 Best Practices for Fuel Reporting
Regularly audit fuel card assignments to verify that all drivers have assigned cards.
Update fuel card settings promptly when changes occur.
Verify the correctness of all settings, including deduction automation and discount applications. By following these practices, you can streamline fuel reporting and minimize errors in deduction or transaction tracking.
🔍 Step 4: Troubleshooting Common Fuel Issues
Managing Automatic Deductions for Fuel Transactions
Automation of fuel deductions can fail if fuel cards are not properly assigned to drivers. When a fuel card isn't linked to a specific driver in the system, the automatic deduction setting defaults to "false." This results in manual intervention being required for transactions. Solution:
Assign the fuel card to the appropriate owner-operator in the system.
Specify the transactions to deduct and the corresponding driver or contractor from whom to deduct.
Regularly review system assignments to ensure all fuel cards are properly linked to active drivers.
Handling Driver Reassignments
Issues can arise when a driver or owner-operator is reassigned, and their transactions are not updated accordingly. For instance, transactions may continue to appear under the original card owner instead of being routed to the new assignment. Solution:
After reassigning a driver, ensure that all associated fuel cards are updated in the system to reflect the new contractor or owner-operator.
This adjustment ensures that all transactions will appear correctly in the pay schedules of the newly assigned operator moving forward.
Ensuring Proper Discount Application
Sometimes, the system deducts the retail fuel cost instead of the discounted rate. This occurs if the "Discount" column is not marked in the fuel card settings. Solution:
Verify and update the fuel card settings to ensure the "Discount" column is marked.
Repeat this step for every card where a discount applies to ensure accuracy in deductions.
Updating System Settings for Automatic Deductions
In some cases, resolving deduction issues comes down to making specific changes to system settings. For example, switching the provider setting from "EFSCSV" to "EFS" may resolve unexpected automation problems. Solution:
Navigate to system settings and update the provider setting as per recommendation.
Verify that deductions process correctly after implementing this change.