Add Vehicles

Next, add your vehicles to the platform.
You can do this manually, enter VINs, or import data directly from your telematics provider, including Samsara, Geotab, or Powerfleet.

Each vehicle entry should include:

• Unit number
• Vehicle description, such as make and model
• Fuel type and tank capacity

This ensures accurate reporting and enables real-time visibility across your entire fleet. You can add or remove vehicles at any time, with no limits — your Summit Fleet account grows with your business.

Spend Controls

Set clear parameters that keep your operations efficient and compliant. Spend controls can be customized for your entire fleet or tailored by driver.

Options include:

• Purchase limits (e.g., $150 per fill)
• Frequency limits (e.g., 2 transactions per week)
• Product restrictions (Fuel, Wash, EV, Parking, etc.)
• Day and time (e.g. business hours)

You can disable or adjust permissions instantly from the Summit Fleet portal or app. These controls reduce fraud, improve accountability, and make expense management effortless.

Prompts & Receipts

Each purchase can trigger simple prompts for required data, giving you richer insights at every transaction.

Common prompts include:

• Odometer reading (auto-captured with telematics)
• Vehicle or unit ID
• Work order number
• Personal driving miles
• Receipt photo upload
• Customizable prompt to capture any other information

Once submitted, all data appears instantly in your Summit Fleet portal for reporting and audit purposes.

Invite Drivers

There are a few ways to add your team:

• Manually
add drivers in the app or portal. Just enter the driver’s name and mobile number.
• Add multiple drivers at once using the CSV template available in the portal under Team.
• Import drivers directly from Samsara, Geotab, or Powerfleet. If a driver already exists in the app, their telematics profile can be merged – no duplicate invites or accounts will be created.

Once invited, drivers receive an SMS immediately with instructions to download the Summit Fleet app and add their digital card to their wallet. They can begin making purchases right away. A physical card will also be automatically ordered for each driver and shipped to your address.

Pilot Program

For fleets with more than 25 drivers, it’s common to do a short pilot phase before rolling out fleet-wide. This allows your team to confirm spend rules, validate integrations, and gather driver feedback.

Typical pilot setup:

• 2–5 drivers or vehicles
• 1–2 weeks of testing
• Weekly review with your Account Manager

During the pilot, you’ll identify any adjustments needed in spend controls or workflows before expanding to the rest of your fleet.

Go Live

After a successful pilot, it’s time to go live.

• Digital cards remain active and ready.
• Physical cards arrive by mail.
• All reporting and spend insights are visible in your Summit Fleet dashboard.

Your entire fueling process is now digital, unified, and transparent.
From this point on, your team can track every gallon, driver, and dollar — all in one place.