Northline Haul cuts the receipt chase

A regional dry van fleet got drivers texting pump tickets by SMS, matched them to card charges as they came in, and closed the week without a paper pile.

42%

Fewer unmatched receipts within two quarters

Client:

Northline Haul

Industry:

Regional dry van

Engagement:

Receipt matching rollout

Region:

Upper Midwest

The challenge

The setup

The week now

Friday meant chasing paper

Northline Haul runs dry van freight on regional lanes and gets most drivers home on weekends. Pump tickets came back crumpled in envelopes, stuck in visors, or not at all. Every Friday the office called drivers one by one to track down the missing ones.

The card statement showed what was spent, but without the ticket there were no gallons, no proof, and no way to close the week. Unmatched charges rolled into the next week and the pile kept growing.

30+

Unmatched card charges at the end of a typical week

Of office time spent calling drivers for tickets each week

Snap the ticket, send the text

SMS from the cab

Drivers text a photo of the pump ticket to one number. No app to install and no login, just the phone they already carry.

Matched to the charge

Spartan Stack reads the ticket and matches it to the card charge by truck, time and amount. The office only touches the few that don't line up.

Reminders instead of phone calls

If a charge posts without a ticket, the driver gets a reminder in the same text thread. The office can see who is still missing a ticket before Friday, not after.

The week closes on Friday, not Monday

Most tickets are matched before the driver pulls away from the pump. By Friday the office reviews a short list of misses instead of an envelope stack, and the week closes on time.

85%

Tickets matched the same day

Drivers text from the pump, so most charges have a ticket before the truck leaves.

1 number

One SMS thread for every driver

Nothing new to learn. Drivers send tickets the same way they text dispatch.

80%

Fewer calls to drivers

Automatic reminders handle most of the follow-up the office used to do by phone.

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faq

Fleet cards, receipts, and fuel tax: FAQ

What does Spartan Stack cover for fleet spend?

Card controls for drivers, receipt matching from messaging, exception review for finance, and fuel tax packets built from matched spend.

Is Spartan Stack only for large fleets?

No. Plans scale with card volume so smaller fleets get receipt matching and exception queues without enterprise overhead.

How does pricing work?

Starter, Fleet, and Command are clear by card volume and features. No surprise surcharges. Ask support@spartanstack.com for details.

How do card controls help day to day?

Set where and how drivers spend, then reconcile against matched receipts so exceptions surface early, not after the period closes.

What happens in the exception review queue?

Unmatched or flagged spend lands in a queue for finance to clear: missing receipts, odd merchants, or policy breaks, before fuel tax packets are assembled.

Who do we contact for help?

Email support@spartanstack.com for onboarding, receipt matching, exceptions, or fuel tax packet questions.