Fuel Transactions (Beta)

Learn about the Fuel Transactions (Beta) feature.

The Fuel Transactions (Beta) page is an integrated solution designed to provide clear, reliable fuel data and mismatch detection.

Important: The fuel transaction mismatch features and reports are designed to help identify data anomalies for further investigation. They are not determinative of fraud or misconduct. These reports relate to vehicles and fuel card transactions, not individuals, and should not be used as the primary basis for employment-related decisions, including termination, suspension, or disciplinary action. All flagged transactions should be independently investigated before any action is taken.

Important: Please note that this feature will replace the ability to view fuel transaction related information in the existing Fill-ups page, Fill-ups Excel report, and the Fuel Mismatch Excel report. The Fill-ups page will remain available in MyGeotab to review the detected, estimated fill-ups using your vehicles’ telematics data, but there will be no reference to fuel transactions in the Fill-ups page after the full launch of this feature. However, historical data will continue to be available.

Important: Customers must have fuel transactions being actively imported into the database to use this feature. Fuel transactions are auto-imported if you already have the Fuel Transaction Provider Add-In with transactions flowing in from your fuel card provider, such as Wex (US), Corpay (US), and Voyager (US). Transactions can also be submitted directly by the drivers through the Drive app Add-In called the Fuel Tracker Add-In (available on the Geotab Marketplace). The last option is to bulk upload fuel transactions via the Fuel Transaction Import Add-In.

Enabling the Fuel Transactions (Beta) feature

Learn how to enable the Fuel Transactions (Beta) feature in MyGeotab.

To access the Fuel Transactions (Beta) feature, you’ll need to enable the feature for your database on your Profile page.

Select the profile icon in the top right corner and click Profile.
Navigate to the Beta Features tab.
Toggle the Fuel Transactions (Beta) page item to On.
Click Save.

The Fuel Transactions (Beta) feature is enabled.

Fuel card integration

Before you can use the Fuel Transactions feature, you'll need to set up your fuel card integration.

Geotab current supports fuel card integrations with the follow providers:

Note: You may complete your fuel card integration setup in the Fuel Transactions page after completing Step 1 in the above documents. Please disregard steps 2 and 3 in the above documents if you have enabled the Fuel Transactions feature under Beta Features.

Note: Some fuel cards may not be supported by the standard integration with the above providers. For confirmation, please reach out to your fuel card provider to verify whether they have a supported integration with Geotab for your product.

Setting up your fuel card integration

Learn how to set up your fuel card integration in MyGeotab to begin accessing fuel transaction data.

Navigate to Fuel and Energy > Fuel Transactions in the main menu.
Click Fuel card integration in the top menu.
Click + Add fuel card provider.
Add your Customer ID.
Select your fuel card provider in the Provider dropdown menu.
Click Submit.

Allow a few days for the data to populate onto the page. If the data is not populating after this period, check with your provider to ensure the data is being shared with Geotab and confirm your account number.

Fuel transaction assignment

Learn about the two methods for assigning fuel transactions.

Fuel transactions are assigned in one of two ways: by asset or by driver.

To adjust which assignment method you want to use, set up your fuel transaction preferences.

Asset-based matching

Asset-based matching is designed for fleets that use fuel cards assigned to vehicles. In order to accurately assign fuel transactions to the correct asset, you’ll need to keep your asset information consistent across MyGeotab and your fuel card provider’s web portal.

Vehicle Identification Number (VIN)
Serial Number
License Plate
Description

We strongly advise using the VIN and ensuring it matches exactly between MyGeotab and the fuel card provider's web portal for precise transaction assignment.

Important:

With Asset-based matching, the ‘Cardholder’ column displays the name exactly as it appears on the fuel transaction record.

Driver-based matching

Driver-based matching is designed for fleets that use fuel cards carried by drivers who operate multiple vehicles. In order to accurately assign fuel transactions to the correct driver, you will need to keep the names consistent between MyGeotab and your fuel card provider’s web portal.

MyGeotab matches fuel transactions to drivers by using the cardholder name in your fuel card provider web portal, and the driver name in MyGeotab. The two names must match exactly for successful transaction assignment to a driver in MyGeotab.

Once the transaction is matched using the exact name, the system will look for the asset that was assigned to the driver at the time of the fuel transaction. If there was no asset assigned to the driver at the time of transaction, the Asset column will display ‘--’.

Important:

With Driver-based matching enabled, the system links the fuel transaction to the corresponding driver in MyGeotab using the exact name match between the cardholder and the MyGeotab driver. If the driver is not assigned to an asset in MyGeotab at the time of the transaction, vehicle-dependent data such as ‘Assigned asset’ and corresponding potential issues cannot be generated.

Please note, retroactive assignment of a driver to a trip record in MyGeotab will not be reflected on the Fuel Transactions (Beta) page.

Setting your fuel transaction preferences

Learn how to set your preferences for the Fuel Transactions (Beta) feature.

Before you can begin using the Fuel Transactions (Beta) feature, you need to set your preferences.

Navigate to Fuel and Energy > Fuel Transactions in the main menu.
Click Preferences at the top of the page to open the Settings panel.
Select your assignment preferences:
- Select Asset if your fuel cards stay with the vehicle, potentially used by multiple drivers.
- Select Driver if your fuel cards are distributed by drivers who may operate more than one vehicle.

Important: Preferences for the Fuel Transactions (Beta) feature are saved at the database level. Administrators should be careful when changing preferences, as this may impact other users.

Viewing fuel transactions

Learn how to view fuel transactions using theFuel Transactions (Beta) feature in MyGeotab.

Reviewing your fuel transactions can help you spot mismatches.

Navigate to Fuel and Energy > Fuel Transactions in the main menu.
Set the date period for which you want to view transactions using the date picker at the top of the page.

Note:
The date picker automatically sets to the previous week.
Filter the page by specific groups using the Groups dropdown and click Apply.
Review your transactions in the list.

Important:

Retroactive changes to drivers or assets will not update existing records on the Fuel Transactions (Beta) page or Excel reports. The system uses the driver and asset data available at the specific time of import. Updating an asset’s fuel type, tank size, or driver assignment later will not reprocess past transactions or recalculate potential mismatches.

Downloading the Fuel Transaction Report

Learn how to download the Fuel Transaction Report.

You can download your fuel transactions in a single, convenient report directly on the Fuel Transactions (Beta) page.

Navigate to Fuel and Energy > Fuel Transactions in the main menu.
Set the date period for which you want to view transactions using the date picker at the top of the page.

Note:
The date picker automatically sets to the previous week.
Filter the page by specific groups using the Groups dropdown and click Apply.

Depending on the size of your report, it may take some time to generate. Navigate to Reports > My Reports to view its status.

Troubleshooting fuel transactions

Learn about potential issues with fuel transactions.

The Potential issues column of the Fuel Transactions table identifies mismatches between the fuel transaction record and vehicle’s telemetry data. The total number of each type of mismatch is displayed on the cards at the top of the page.

Click each card to automatically filter the table for each type of mismatch.


Potential issue	Definition
Location mismatch	Location mismatches are flagged when the recorded location of the asset in MyGeotab is more than approximately 0.6 miles (1 km) away from the fuel purchase location. This occurs when the wrong timestamps are provided in the fuel transaction record. The system will look at a +/- 3 hour range of fuel transaction timestamp to identify the asset’s closest location relevant to the fuel purchase location.
Tank size mismatch	Tank size mismatches are flagged when the recorded amount of fuel purchased on the fuel transaction record exceeds the asset’s recorded fuel tank capacity by more than 110%. To prevent false tank size mismatches, we highly recommend that the asset’s fuel tank capacity is entered on the Assets page, under Asset Information.
Fuel type mismatch	Fuel type mismatches are flagged when the product type recorded on the fuel transaction record does not match the fuel type assigned to the asset in MyGeotab. To prevent false fuel type mismatches, we recommend ensuring that the asset has the appropriate fuel type specified on the Assets page under Asset Information. MyGeotab auto-detects fuel type based on telemetry data, but some assets must be manually classified by the user. You can learn more about fuel type by reading Managing Powertrain and Fuel Type Groups.

Unassigned fuel transaction records

Learn about what causes unassigned fuel transaction records.

When MyGeotab cannot find a matching asset or driver (dependent on your matching preferences) based on the information provided on the fuel transaction record, the Fuel Transaction table displays Not assigned under the Assigned asset or Assigned driver column. The total number of unassigned records is displayed on the Not assigned card at the top of the page.

These records may be assigned to an asset or a driver (depending on your matching preferences) by clicking the Not assigned pill within MyGeotab.

However, fleet managers can minimize the number of unassigned records by ensuring that the asset or the cardholder details on the fuel card provider’s web portal and in MyGeotab are an exact match.