Stop Fuel Fraud.
Automate Reconciliation.
Stop bleeding margins to unauthorized fill-ups and lost receipts. Get an internally vetted Fuel Card Virtual Assistant to reconcile statements while our Project Manager oversees accuracy—at zero extra cost.
FLUENT IN MODERN FLEET SOFTWARE
Protect Your Bottom Line.
Your dedicated Project Manager ensures your VA executes backend expense auditing flawlessly, keeping your drivers accountable and your books ready for tax season.
Receipt vs. Statement Matching
Comparing physical fuel receipts submitted by drivers against master WEX/Fleetcor statements to ensure every penny is accounted for.
Fraud & Anomaly Detection
Flagging suspicious activity. Identifying if 100 gallons were pumped into a 50-gallon truck, or if a card was used 200 miles off the dispatched route.
IFTA Reporting Prep
Consolidating fuel gallons purchased per state, combining it with ELD mileage data (Motive/Samsara), and prepping spreadsheets for your IFTA filings.
Missing Receipt Chasing
Acting as the bad cop. Texting or calling drivers consistently to submit missing toll, scale, or fuel receipts before the month-end close.
Ledger Categorization
Exporting clean, verified data from your fuel card portal and pushing it accurately into QuickBooks or Xero for your CPA to review.
Toll & Scale Reconciliation
Auditing PrePass, EZPass, and CAT Scale transactions. Assigning costs to the correct truck or driver profile to ensure accurate profitability tracking.
A Standardized Audit Path.
Plug a trained reconciliation assistant into your fleet in 4 simple steps.
Submit Needs
Tell us your fleet size, fuel card provider, and primary accounting software via Email or WhatsApp.
Strategy Call
Your Project Manager connects with you to establish secure read-only access and map out anomaly thresholds.
Expert Execution
Your VA executes the line-by-line audits. The PM reviews flagged transactions before escalating to dispatch.
Pay For Output
We track and charge exclusively for the VA's time spent reconciling ledgers. PM oversight is free.
Why Fleet Managers Choose Sagedoer
Stop trusting your massive fuel budgets to unmanaged freelancers.
| Operations Standard | Traditional Freelancers (Upwork) | Sagedoer Managed VA |
|---|---|---|
| Platform & Management Fees | Up to 40% in platform cuts and bidding memberships | 0% Hidden Fees. Pay strictly for hours worked. |
| Quality Assurance & Auditing | You must spend hours double-checking their data entry | Dedicated PM acts as your operations lead and QA |
| System Standardization | Generalists who don't understand IFTA or ELD logs | Vetted experts trained in fleet expenses and fuel portals |
| Staff Turnover Risk | If they leave mid-month, your accounting stalls | Seamless internal replacements. Zero workflow disruption. |
| Financial Security | Unverified contractors viewing sensitive corporate spend | Strict internal security protocols managed directly by your PM |
Transparent, Output-Based Pricing
No monthly retainers. Scale your administrative support based on your active truck count and monthly mileage.
Part-Time Auditor
20 Hours / Week
Est. $560 USD / Month (4 Weeks)
- Pay only for pure administrative hours
- Dedicated Project Manager included
- Free operational compliance & QA
- Zero setup or onboarding fees
- No monthly membership charges
Full-Time Fleet Admin
40 Hours / Week
Est. $960 USD / Month (4 Weeks)
- Pay only for pure administrative hours
- Dedicated Project Manager included
- Free operational compliance & QA
- Zero setup or onboarding fees
- No monthly membership charges
"We run 40 trucks. Our Sagedoer VA caught a driver using a company card to fill his personal vehicle by cross-referencing Motive GPS data with the WEX statement. They paid for themselves in week one."
— Sarah B., Fleet Owner"I used to spend three days at the end of the month chasing drivers for missing scale tickets and fuel receipts. Now, the VA texts them daily, and the PM ensures the QuickBooks ledger is perfect."
— David T., Dispatch Manager"The Project Manager is incredible. They double-check our VA's IFTA spreadsheet compilation before it goes to our accountant. We have had zero compliance issues since switching."
— Elena R., Operations Director"No hidden platform fees and centralized time tracking means we only pay for the exact hours our assistant is working on ledgers. Our overhead dropped significantly."
— Marcus J., Logistics Executive"We run 40 trucks. Our Sagedoer VA caught a driver using a company card to fill his personal vehicle by cross-referencing Motive GPS data with the WEX statement. They paid for themselves in week one."
— Sarah B., Fleet Owner"I used to spend three days at the end of the month chasing drivers for missing scale tickets and fuel receipts. Now, the VA texts them daily, and the PM ensures the QuickBooks ledger is perfect."
— David T., Dispatch ManagerFrequently Asked Questions
Are your VAs trained on standard fleet software?
How does the Project Manager save me time?
How do you handle data security?
What if I only need help at month-end?
Ready to automate your audits?
Fill out the form below or reach out directly to start Phase 1. We match you with the perfect operations assistant rapidly.