Summit Bulk files fuel tax from the packet
Every quarter started from a pile
Summit Bulk runs dry bulk and pneumatic trailers across eight states. Fuel was bought on cards, but miles came from trip sheets and ELD exports that never lined up with the card statement. Each quarter the office rebuilt gallons by state in a spreadsheet before anyone could start the return.
That work landed on two people in the back office. Missing receipts meant estimating gallons, estimates meant second-guessing the return, and the filing deadline always showed up before the numbers felt settled.
One packet built from card and mileage data
Card data sorted by state
Every fuel purchase on a Summit card carries its location, so gallons land in the right state the day the charge posts.
Miles next to gallons
ELD miles come in by truck and by state, so miles and gallons sit side by side for the same period instead of in separate files.
Packet export for filing
At quarter end the packet shows miles, gallons and purchases by state with receipts attached. Summit exports it into the workflow they already file from. They still file the return; the packet just shows up ready.
Quarter end is an export, not a project
The office reviews the packet, checks any state totals that look off, and moves the export into their filing workflow. Nobody rebuilds the quarter from receipts and trip sheets anymore.
What used to take two weeks of rebuilding is now a few days of checking.
Every state they run shows miles, gallons and receipts together for the period.
Card data and ELD miles feed the packet, so the office stops keying numbers by hand.
Fleet cards, receipts, and fuel tax: FAQ
Card controls for drivers, receipt matching from messaging, exception review for finance, and fuel tax packets built from matched spend.
No. Plans scale with card volume so smaller fleets get receipt matching and exception queues without enterprise overhead.
Starter, Fleet, and Command are clear by card volume and features. No surprise surcharges. Ask support@spartanstack.com for details.
Set where and how drivers spend, then reconcile against matched receipts so exceptions surface early, not after the period closes.
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.
Email support@spartanstack.com for onboarding, receipt matching, exceptions, or fuel tax packet questions.
