Fuel Card Transaction Reviewer

A fuel card charge can sit under the daily limit at an approved station and still be theft - when 38 gallons go into a 26-gallon tank, or the same card is swiped twice, miles apart, minutes apart. This assistant audits each transaction against the vehicle's tank capacity and fuel grade, your card policy, and the odometer-based MPG, flagging the purchases worth holding. Every swipe lands as one row with an approve-or-hold call.

Category: Finance

How it works

1. A fuel card transaction arrives - from the card feed, an uploaded statement, or a scheduled sweep - and triggers the assistant.
2. It checks each swipe against the vehicle's tank capacity and fuel-grade spec, the card policy (daily limit, approved stations and hours), and the odometer-based MPG.
3. It returns a decision - approve, flag for review, or hold-suspected misuse - with the misuse risk and the policy rule or data point behind each flag.
4. Every transaction lands as one row in your audit queue for fleet or finance to approve before reconciliation.

Key benefits

• Catch impossible volumes and shared or skimmed cards before payment
• Flag wrong-grade fills, off-hours buys, and off-route purchases
• Tie every flag to a policy rule or odometer data point
• Give every fuel card swipe one consistent audit before reconciliation

Use cases

• Fleet managers controlling fuel card spend across drivers and vehicles
• Finance and AP teams reconciling fuel card statements
• Operations leaders enforcing fuel and expense policy
• Field service and logistics teams running company vehicles

Good to know

No external connection - your transactions, vehicle profiles, and policy stay in your workspace. The assistant audits and recommends; it never reconciles a charge or suspends a card on its own. A fleet or finance reviewer approves every call.

Frequently asked questions

How does the Fuel Card Transaction Reviewer detect fuel theft?

It compares each swipe against the vehicle's tank capacity and fuel-grade spec, the card's policy limits, and the odometer-based MPG to flag impossible volumes, wrong fuel grades, and off-hours or off-route purchases.

Does this assistant automatically block a card or reconcile charges?

No, it only audits and recommends an approve-or-hold decision. A fleet or finance reviewer must approve every call before reconciliation.

Which fuel card providers or apps does it connect to?

It has no external connections; your transactions, vehicle profiles, and policy stay in your workspace, and data arrives via a card feed, uploaded statement, or scheduled sweep.

Can I customize the policy rules it checks against?

Yes, the assistant uses your card policy (daily limit, approved stations and hours) and vehicle specs (tank capacity, fuel grade, odometer MPG) that you define in your workspace.

Is it free to try this assistant?

This depends on your Gaia plan; the assistant runs within your workspace, so you can test it with your own data, but usage may be subject to your subscription tier.