Since 2008, Strong Tower Consulting, LLC has helped asset-based motor carriers protect millions of gallons of diesel from organized fuel-card skimming rings. Our architecture replaces slow, portal-dependent reconciliation with direct nightly FTP batch processing, real-time GPS validation, and automated accounting entries that post directly into your general ledger.
The Problem: Fuel Card Skimming in Modern Trucking
Professional fuel thieves target Comdata, EFS, and WEX cards by skimming magnetic stripes or using cloned devices at truck stops. More sophisticated attacks involve drivers colluding with fuel attendants to pump 80 gallons while the card is charged for 140. Traditional fuel-card portals show only the billed amount. Without independent validation against GPS breadcrumb data, ELD odometer readings, and truck-specific tank capacity, these losses flow straight into your fuel variance account and distort driver settlements.
Direct FTP Batch Architecture
Instead of relying on vendor APIs or manual CSV downloads, we establish secure direct FTP/SFTP connections with Comdata, EFS, and WEX. Nightly batch files containing every transaction (authorization, capture, void, and adjustment) are pulled at 02:15 CT. Each record includes:
- Card number (tokenized)
- Truck / unit number
- Transaction date-time (to the second)
- Merchant ID and location
- Gallons purchased
- Price per gallon
- Product code (Ultra Low Sulfur Diesel, DEF, etc.)
| Fuel Card Provider | Typical File Name Pattern | Key Fields for Fraud Detection | Delivery Latency |
|---|---|---|---|
| Comdata | CD_YYYYMMDD_Transactions.txt | Unit#, TranDate, MerchantID, Gallons, Odometer (if provided) | Under 4 hours |
| EFS (Electronic Funds Source) | EFS_Daily_Trans_YYYYMMDD.csv | VehicleID, TranTime, LocationCode, Quantity, Price | Under 3 hours |
| WEX | WEX_Trans_YYYYMMDD.dat | CardToken, TruckID, POSTDate, SiteID, Volume, FuelType | Under 5 hours |
GPS Odometer Correlation Engine
Every fuel transaction is matched against the truck's ELD or telematics breadcrumb stream (typically sampled every 60-90 seconds). Our stored procedure calculates:
- Distance traveled since last fuel event using Haversine formula on GPS coordinates
- Expected fuel consumption based on historical MPG by route type, terrain, and season
- Odometer delta from the ELD event nearest the transaction timestamp
When the reported gallons exceed the physical tank capacity or the implied MPG falls below a statistically derived threshold (typically 2.8 standard deviations from the truck's 90-day rolling average), an alert is generated and routed to the fuel audit team.
Algorithmic Gallon-Capacity Skimming Detection
The core detection logic lives in a set of SQL Server stored procedures and Azure Functions. Key checks include:
- Tank capacity validation: Reported gallons + current tank level cannot exceed certified tank size for that specific tractor (data maintained in a normalized Equipment table).
- Geofence validation: GPS point at time of transaction must fall within 150 meters of the merchant's physical pump location (cross-referenced against a master truck-stop geofence library).
- Driver settlement cross-check: Fuel ticket submitted by the driver must match the card transaction within 2% before settlement processing.
- Pattern analysis: Multiple transactions at the same merchant within a 20-minute window across different trucks triggers a high-severity fraud score.
Automated GL Ledger Integration
Validated transactions are transformed into journal entries and posted directly to your transportation accounting system. Typical accounts affected include:
- Debit: Fuel Expense (by cost center / terminal)
- Credit: Fuel Card Liability (Comdata/EFS/WEX control accounts)
- Debit/Credit: Fuel Variance (when skimming or over-purchase is detected)
- Allocation of fuel surcharges on EDI 210 invoices and driver pay calculations
For carriers running Truckmate, McLeod, or TMW, we map these entries directly into the native SQL schema so they appear in the standard fuel reconciliation screens and driver settlement reports.
Independent by Design
Strong Tower Consulting, LLC and Exspeedite LLC are separately organized sister companies under common ownership (separate EINs; liability firewall). Carriers retain full ownership of their data and never have to buy our software. Many clients implement the architecture described here using their existing TMS and SQL Server environments with our guidance only.
Implementation Roadmap
A typical engagement begins with a two-week discovery sprint that maps your current fuel-card workflow, identifies data gaps between your TMS (Truckmate, McLeod, TMW), ELD provider, and accounting system, and delivers a working prototype FTP parser. Subsequent phases include stored-procedure development, exception dashboard creation, and user training for your fuel audit and accounting teams.
Our approach integrates cleanly with existing EDI 204 tender, 214 status, and 210 freight invoice workflows so that fuel costs are properly reflected in both customer billing and driver pay.
Results Achieved for Motor Carriers
Carriers who have deployed this architecture typically recover between 1.8% and 4.2% of annual fuel spend in the first twelve months. More importantly, the visible controls dramatically reduce attempts at collusion between drivers and fuel-island attendants.
Frequently Asked Questions
How do direct FTP feeds from Comdata, EFS, and WEX improve fuel fraud detection for motor carriers?
Direct FTP batch files deliver raw transaction data within hours of pump activity. When correlated in real time against GPS breadcrumb trails, odometer readings from ELD systems, and truck-specific fuel-tank capacity tables, carriers can detect skimming attacks that traditional card portals miss.
What is gallon-capacity skimming and how is it detected algorithmically?
Gallon-capacity skimming occurs when a driver purchases less fuel than reported on the fuel card receipt but records the full amount on the driver fuel ticket. Our architecture flags anomalies by comparing purchased gallons against truck-specific tank capacity, odometer delta, and GPS location at the exact moment the transaction posts.
Can this architecture integrate with Truckmate, McLeod, or TMW Systems?
Yes. The reconciliation engine is TMS-agnostic. We have deployed direct FTP parsers and automated GL journal entry routines for Truckmate SQL Server databases, McLeod Transportation Management, and TMW Suite. EDI 210 freight invoices and driver settlement files are cross-referenced to ensure fuel surcharges and detention are properly allocated.
Do I have to buy software from Strong Tower Consulting to implement this solution?
No. Strong Tower Consulting, LLC and its sister company Exspeedite LLC are independently organized. We never require carriers to purchase our software. Many clients choose to implement the architecture using their existing SQL Server, Azure, or on-premise environments with our guidance only.
Protect your fuel spend and strengthen your audit posture. Schedule a no-obligation technical assessment of your current fuel reconciliation process.
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