📋 Applies to: Admin · Support · Partner Admin
Module: Management > Integrations > Fuel
Last reviewed: 2026-06 · Owner: Support team
The Pilot Flying J fuel integration lets you import fuel transaction data from your Pilot Flying J fuel card account into the Alvys Fuel Report by downloading a transaction file from the Pilot Flying J portal and uploading it to Alvys.
What This Integration Does
The Pilot Flying J fuel integration lets you import fuel transaction data from your Pilot Flying J fuel card (fuel network) account into the Alvys Fuel Report. Transactions are matched to driver profiles using each driver's fuel card number. This is a one-way, manual import: you download a transaction report (statement) from the Pilot Flying J Fuel Card portal and upload the Excel file to Alvys. Alvys matches transactions to drivers using the last 3 digits of each fuel card number.
💡 This integration is sometimes called the Pilot Flying J fuel card import, fuel network sync, or fuel transaction upload. · It is manual and one-way (Pilot Flying J to Alvys) with no scheduled or automatic sync.
Prerequisites
Before configuring this integration, confirm the following:
You have "Admin", "Support", or "Partner Admin" access in Alvys (set on your user role in the Company Profile).
Your drivers have been added to Alvys.
You have access to the Pilot Flying J Fuel Card portal.
You know the last 3 digits of each driver's Pilot Flying J fuel card number.
Connect and Authenticate
Click your username in the bottom left corner of Alvys, then select Management.
Select the subsidiary you want to integrate with Pilot Flying J.
Click the blue Integrate button.
In the pop-up window, open the Integration Type drop-down menu.
Scroll down to find PilotFlyingJ and select it.
Select the subsidiary that should use this integration.
Click Save.
Add each driver's fuel card number to their profile so Alvys can match transactions:
From the blue Alvys toolbar, select Assets, then choose Drivers.
Find and double-click a driver to open their profile.
In the first section of the profile, click the plus sign next to Fuel Card Numbers.
Driver profile with the Fuel Card Numbers (+) option highlighted
Enter the fuel card number. For Pilot Flying J manual import, enter only the last 3 digits of the fuel card number.
Add Fuel Card Number pop-up with the PilotFlyingJ provider
Select PilotFlyingJ in the Provider drop-down menu.
Check the applicable boxes if you want to deduct fuel or if fuel is discounted for this driver.
Click Save.
Repeat for each driver who has a Pilot Flying J fuel card.
Download the fuel transaction report from Pilot Flying J:
Log in to the Pilot Flying J Fuel Card portal.
Navigate to Fuel Card > Reporting/Statements > Transactions.
Pilot portal: Fuel Card > Reporting/Statements > Transactions
Choose whether to view the report By Invoice or By Date, select the period, and click Search.
After the report generates, click Export, select Excel, and save the file to your device.
Exporting the transactions report to Excel
Upload the fuel transaction file to Alvys. Before uploading, confirm each driver has the correct fuel card number (last 3 digits) entered in their profile.
From the blue Alvys toolbar, select Reports, then choose Fuel Report.
Alvys toolbar: Reports > Fuel Report
Click the blue Transaction File Upload button.
In the pop-up window, select PilotFlyingJ from the Integration Type drop-down menu.
Quick Upload pop-up with PilotFlyingJ as the Integration Type
Click the blue button to browse for your file, or drag and drop the Excel file you exported from the Pilot Flying J portal.
Upload the file.
Once the upload completes, use the Transaction Date range filter in the Fuel Report to review the imported transactions.
Field & Data Mapping
Matching key: Alvys matches transactions to driver profiles using the fuel card number. For Pilot Flying J, only the last 3 digits of the fuel card number are used. Each driver profile must have the correct last 3 digits entered, with PilotFlyingJ selected as the provider, before you upload a transaction file.
File format: Alvys accepts the standard Fuel Card portal Excel export. Custom or reformatted files are not supported.
Sync Behavior
The Pilot Flying J integration imports fuel transaction data from your Pilot Flying J Fuel Card account into the Alvys Fuel Report.
Direction: One-way, Pilot Flying J to Alvys, via manual Excel file upload. There is no scheduled or automatic import.
⚠️ Only the last 3 digits of the Pilot Flying J fuel card number are used for driver matching. · Entering more or fewer digits will prevent transactions from being matched. · Uploading the same file again may create duplicate entries.
Verify It's Working
After uploading, use the Transaction Date range filter in the Fuel Report to confirm the imported transactions appear and are matched to the correct drivers.
Troubleshooting
Fuel transactions are not appearing after upload
Confirm that each driver's fuel card number in Alvys shows the last 3 digits of their Pilot Flying J card and that PilotFlyingJ is selected as the provider on the driver's profile. Alvys uses this number to match transactions from the uploaded file to the correct driver.
The upload pop-up does not show PilotFlyingJ as an option
Confirm the Pilot Flying J integration is active in Management > Integrations. If the integration does not appear, return to the connect steps and reactivate it for the correct subsidiary.
The Excel file fails to upload
Confirm the file is the unmodified export from the Pilot Flying J portal in Excel format. Modifying the file structure before uploading may cause the import to fail.
Limits and Unsupported
Import is manual and one-way (Pilot Flying J to Alvys); there is no scheduled or automatic sync.
Only the standard Fuel Card portal Excel export is supported. Custom or reformatted files are not supported.
Only the last 3 digits of the fuel card number are used for matching.
FAQs
Q: How many digits of the fuel card number do I enter in the driver profile?
A: For the Pilot Flying J manual import, enter only the last 3 digits of the fuel card number in the driver's profile.
Q: How often should I upload fuel transaction reports?
A: This depends on your reporting and settlement schedule. Many teams upload weekly or after each billing period.
Q: What if a driver's transactions are not showing up after I upload the file?
A: Confirm the driver has the correct last 3 digits of their Pilot Flying J fuel card number entered in their profile, and that PilotFlyingJ is selected as the provider. If the card number or provider is incorrect, the transactions cannot be matched to that driver.
Q: Can I upload the same file more than once?
A: Uploading the same file again may result in duplicate entries. Review the Fuel Report before re-uploading to check whether the transactions already appear.