Fuel is one of the biggest recurring expenses in trucking. This article walks you through the complete fuel workflow in Alvys (fuel card setup, fuel transaction import, fuel deductions, fuel reporting): connecting your fuel card provider, linking cards to drivers, and importing fuel transactions, either automatically or by manual upload.Alvys supports fuel card integrations with providers like EFS, Comdata, TCS, QuikQ (Love’s), and Compass, offering automatic and manual fuel uploads, deductions, and reporting tied directly to your drivers. This guide covers the end-to-end fuel workflow: from connecting your provider to importing transactions into the Fuel Report.
You must have active fuel card credentials from your provider (EFS, Comdata, TCS, QuikQ/Love’s, or Compass).
Some providers (such as QuikQ and EFS) require you to contact their support team and request API credentials or enable partner access before the Alvys integration will work. Complete that step with your provider before proceeding.
Fuel cards must be linked to individual drivers before transaction matching will work.
All users can connect integrations, link fuel cards, and import fuel transactions.
Find your provider and click the Pencil (edit) button.
Enter the required credentials provided by your fuel card company.
Choose the subsidiaries this provider should apply to.
Click Save.
Upload fuel-provider-integration-setup.gif here. This image shows the Integrations page with the Fuel category selected, the pencil icon being clicked, and the credential entry form being completed and saved
For provider-specific setup steps, refer to the integration guide for your provider (EFS, Comdata, TCS, QuikQ/Love’s, or Compass).
Once the integration is active, Alvys must know which driver is using which fuel card. Transactions are matched to drivers using card numbers, so this step must be completed before importing.
Go to Assets > Drivers.
Select a driver and open their profile.
Click the Fuel Card Numbers + button.
Enter the following:
The fuel card number (some providers like TCS require only partial numbers, such as the last 4 digits, so check your provider’s formatting guidelines).
The provider (for example: Comdata, EFS, Love’s).
Whether fuel should be discounted or deducted from the driver’s pay. Note: discount information is imported directly from your fuel provider and cannot be set to a custom value within Alvys.
Click Save.
Repeat for all drivers using fuel cards.
This image shows a driver profile open with the Fuel Card Numbers + button clicked
You can bring fuel data into Alvys in two ways: automatic sync (if your provider supports it) or manual import from a provider report file.Manual file import is available when you have an active integration for Compass, TCS, Pilot Flying J, or EFS (CSV upload). Download the transaction report from your provider’s portal first, then import it from the Fuel page.
Go to Assets and open Fuel.
Click the ⋮ menu in the page header (next to Add Transaction).
Select Import Report.
Choose your Integration type (for example, Compass or TCS).
Optional: check Update existing transactions if duplicates are found when you are re-importing a file and want Alvys to update matching transactions instead of creating duplicates.
Upload your CSV or Excel file and follow the import assistant to map your file columns to Alvys fields.
Review any warnings or errors, then finish the import.
After you upload your file, Alvys opens an import assistant where you match each column in your provider report to an Alvys template field. You only need to complete this mapping the first time you import a given file layout; Alvys can reuse your mapping on later uploads.The fuel import template has 16 Alvys fields. Some require you to map a column from your file (even when individual cells are blank). Others only need a value on each row when your file includes that data.
Template field
Map a file column?
Value required on every row?
Notes
Transaction date
Yes
Yes
Must be a valid date. Time is accepted when your file includes it.
Net amount
Yes
Yes
The charge for the line. Rows with zero or no amount are skipped at import.
State
Yes
No
Map this field even if your file has no state column — leave cells blank when state is missing. If you provide a value, use a US, Canadian, or Mexican state code or name (not a full address).
Product / fuel type
Yes
No
Picklist in the import assistant. Blank values import as Misc Truck Expense (you see a warning).
Quantity (gal)
Yes
No
Gallons purchased. Blank values import as zero.
Truck stop / chain
Yes
No
Merchant or stop name. Map the column even when some rows are blank.
Card number
No
No
Used to match a driver or truck. Rows without a card number still import but may not link to a driver.
Transaction ID
No
No
Provider reference number. Helps detect duplicates and supports re-import updates.
Driver name
No
No
Informational only. Driver matching uses the card number on the driver profile.
Unit / vehicle #
No
No
Used to match a truck when the card number does not match.
Price / gallon
No
No
Per-gallon price when your file includes it.
Discount
No
No
Provider discount amount when your file includes it.
Fee
No
No
Additional fees when your file includes them.
City
No
No
City where the purchase occurred.
Store / location #
No
No
Provider location identifier when available.
Country
No
No
Defaults to US when not provided.
Errors block a row from importing (for example, an invalid date, unparseable amount, or invalid state value). Warnings let the row import but flag something to review (missing card number, blank fuel type, duplicate transaction, or zero amount).
If your file has no state column, still map State in the template and leave those cells empty. If your file has no truck stop name column, map Truck stop / chain to the closest available column or an empty column so the template is complete.
Fuel page with the header actions menu
Import Report in the page actions menu
Alvys matches imported transactions to drivers using the fuel card numbers on driver profiles. Rows without a matching card number still import, but they are not linked to a driver until you add or correct the card number and re-import (with Update existing transactions checked if you are updating the same file).For provider-specific download and upload steps, see the integration guide for your fuel card company (Compass, TCS, QuikQ/Love’s, or EFS).If your provider supports automatic upload (such as EFS or Love’s), Alvys can pull transactions daily on a scheduled basis, typically around 1 to 2 AM EST. Once enabled:
⚠️ Alvys scans for duplicate transactions during automatic import. · Manual changes made directly in your provider’s portal between import jobs may cause Alvys to not recognize a transaction, which can result in a near-duplicate being imported. · Review your Fuel Report after each import to catch any duplicates.
Fuel providers use different time formats: some store transactions in UTC, others in local time. Alvys standardizes all transaction times to UTC but displays them in your local time zone based on your user profile settings. This keeps filtering and reporting accurate when working with multiple providers across time zones.If you notice transactions appearing to fall outside your expected date range, expand your date filter by plus or minus one day to catch edge-case transactions.
Confirm the driver’s fuel card number is entered correctly under their profile (Assets > Drivers > fuel card). Check the formatting your provider requires (partial vs. full card number).
Confirm the integration credentials are saved under Management > Integrations > Fuel for the correct subsidiary.
For automatic sync, allow up to 24 hours after enabling the integration for the first transactions to appear.
For manual imports, confirm you selected the correct Integration type, mapped all required template fields (Transaction date, Net amount, State, Product / fuel type, Quantity (gal), and Truck stop / chain), and uploaded a file from that provider’s portal.
If none of the above applies, contact Alvys support with the provider name, affected card number, and the date range of the missing transactions.
This occurs when manual changes are made directly in the provider portal between automatic import jobs. Alvys does scan for duplicates programmatically, but provider-side changes made between imports can result in near-duplicates being imported.Review and delete the duplicate entry from the Fuel Report. If duplicates continue to appear, contact Alvys support.
Q: Which fuel providers does Alvys integrate with?A: Alvys integrates with EFS, Comdata, TCS, QuikQ (Love’s), and Compass. Each provider has its own setup requirements, so refer to the provider-specific integration guide for credential and access details.Q: Does Alvys support both automatic and manual fuel transaction imports?A: Yes. Providers such as EFS and Love’s support automatic daily sync. Compass, TCS, Pilot Flying J, and EFS (CSV) support manual imports from Assets > Fuel using Import Report.Q: Can I connect multiple fuel providers at the same time?A: Yes. You can connect multiple providers under Management > Integrations > Fuel, assigning each to the applicable subsidiaries.Q: What happens if a fuel card transaction cannot be matched to a driver?A: If the card number on the transaction does not match any card number on a driver profile, the transaction is not linked to a driver. Alvys may still match a truck using Unit / vehicle #. Confirm card numbers and unit numbers are correct on driver and truck profiles, then re-import or contact Alvys support.Q: Can I re-import the same fuel file to fix or update transactions?A: Yes. Use Import Report again and check Update existing transactions if duplicates are found. Alvys updates matching rows instead of creating duplicates. Transactions that are already paid or settled on a driver statement are not overwritten. Leave the box unchecked if you only want to add new rows.Q: Is a state or province required on every imported fuel row?A: No. You must map the State template field, but individual rows can leave state blank. If you provide a state value, it must be a valid US, Canadian, or Mexican state code or name — full addresses in the state column are rejected.Q: Can I set a custom fuel discount rate in Alvys?A: No. Discount information is imported directly from your fuel provider. It is not possible to set a custom discount value within Alvys.
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