Set up TollMatch

How TollMatch works, in one minute

TollMatch audits every toll you are billed against where your trucks actually went. It needs three things from you: GPS from your telematics, the toll transactions your agencies or toll management provider post to your accounts, and the list that says which transponder and plate sit in which unit.

From the GPS, TollTally reconstructs each trip and prices the toll that should have been charged at every crossing for that unit's class and payment method at that time. TollMatch then matches each posted transaction to a crossing on three keys: the unit, the toll facility and the timestamp. Every transaction ends up classified as matched, overpaid, unmatched or refunded, with the expected amount, the overpaid amount and a reason. The matching is deterministic. Same inputs, same result, and every finding carries the GPS evidence behind it.

Findings fall into two buckets, and they are worked differently:

• Agency side. The toll authority billed wrong: a maximum fare because entry or exit was not read, the same crossing billed twice, the wrong vehicle class, an express lane rate above the one in effect, a violation where the tag should have read. These are disputed and refunded.
• Fleet side. Your tag and plate setup caused the overpayment: a tag reading in the wrong truck, a trailer plate billed alongside the tractor tag, a tag not mapped to any unit, plate rate charged because the tag did not read, a tag type that is not the cheapest for where the truck runs. These are fixed once and stop recurring.

The full list of flags, with causes and what to do about each, is on Mismatch types. How to work them week to week is on the Toll manager guide.

Start with your own history

Every fleet starts the same way: a retrospective run on the toll and GPS data you already have. Nothing is installed and nothing changes on your toll accounts. You send three exports, we send back what your last quarter of tolls should have cost.

What you get back, usually within five to ten business days of complete data:

• Total toll spend reviewed, and what share of it TollMatch could match to a GPS crossing.
• Overcharges by mismatch type and by agency, each with a dollar amount and the evidence to dispute it.
• Unmatched and unassigned tolls: charges with no fleet unit at that facility at that time, and tags nobody has mapped to a truck.
• Transponder findings: tags reading in the wrong unit, units carrying two active tags, tag types that cost you more than they should where you run.
• A projected annual figure built from your own lane mix, not an industry average.

Fleets that go live from this run typically find 5 to 15 percent of toll spend carrying an error of some kind, and save 40 to 80 hours a month of manual reconciliation. Your own readout is the number that matters, and it is the one we put in front of you.

The three data connections

Going live means the same three inputs arrive on their own, every day. Pick one method per stream on the setup call. API pulls are preferred because nobody has to remember to send a file.

File formats and naming

For pushed files: CSV with a pipe separator is preferred, comma-separated CSV, JSON and Parquet all work. Name files with the fleet, the stream and the date they run to, in mmddyyyy, for example FleetName_GPS_12022024, FleetName_TollProvider_Invoice_12022024, FleetName_TransponderPairing_12022024. One file per stream per day. We confirm the columns we need from your first sample file, so send one before you automate the push. Three things that save a round trip: keep identifiers exactly as your systems hold them, leading zeros included; include the plate's state; and keep the travel date and the posting date as separate columns in toll exports, because a trip at the end of one month is often billed in the next.

GPS frequency

The more frequent the ping, the more findings we can prove. One to two minute pings are ideal. Five minutes works. At ten minutes and above a truck covers enough distance between pings that some crossings cannot be placed, so fewer mismatches are flagged and some disputes cannot be evidenced. If your provider allows it, increase the ping rate in toll-heavy corridors only.

Credentials

Everything we receive is read-only. Telematics access comes through the provider's own token or OAuth flow, never a shared password. Portal logins for toll accounts are shared through a password-manager share, not email or chat. Some agency portals send a one-time verification code to the account email when a new session signs in; forward it to tollmatch@mapup.ai or ask us to schedule the pull for a time you can approve it. Data is used only to run your audit, in the production environment, and is deleted on request at the end of the engagement.

Access and roles

1. 1

   Sign up

   Go to platforms.mapup.ai and create a MapUp account with your work email. Ask everyone who will use TollMatch to do the same.

2. 2

   Tell us who

   Send the names and emails to tollmatch@mapup.ai, and tell us who the primary admin is. We activate TollMatch on those accounts; most requests are done within a few hours.

3. 3

   Open the dashboard

   Log in at platforms.mapup.ai, open Dashboard, and click TollMatch. It appears in your product list once activated. If you signed up with a different email than the one you sent us, the list stays empty; tell us the address you used.

Who usually gets access: the person who owns toll spend (toll or fuel tax manager), accounts payable, the operations lead who moves transponders between trucks, and whoever rebills tolls to customers.

From data to live dashboard

1. 1

   Setup call

   Thirty minutes with your TollMatch manager. We confirm one method for each stream, set up the SFTP folder or the API tokens, and check that data is flowing.

2. 2

   We build and QA your dashboard

   We pair units to tags and plates, run the history, build the fleet's dashboard and check every view before you see it. Median five business days from complete data; most fleets are under eight.

3. 3

   Onboarding call

   Forty-five minutes: dashboard walkthrough, the dispute workflow end to end, statuses, who on your side owns which finding, and the escalation path. Automatic disputes are switched on the next day.

4. 4

   Weekly sync

   Thirty minutes a week for the first months: open findings, disputes filed, refunds landed, pairing fixes made. It drops to as-needed once the loop runs itself.

5. 5

   Daily refresh

   GPS is matched as it arrives. Toll transactions appear as your provider or agency posts them, which is often 30 to 60 days after travel, so the most recent weeks fill in over time. The date selector defaults to a range that is fully posted.

Your first month

The first month is about two things: filing the disputes the history run already found, and fixing the fleet-side causes so next month's statement has fewer of them. A workable week-by-week plan:

1. 1

   Week one: transponders and pairings

   Open the Tag/Plate view and sort by transactions without GPS percent. A tag billing tolls with no truck under it is either in the wrong vehicle or gone. Open the Unit Summary for tags reading in a unit other than the one assigned and accept the pairing recommendations. Send the corrected pairing list to your toll management provider. This single pass removes most of the misreads and unassigned tolls from future statements.

2. 2

   Week two: maximum fares

   In Invoices, set the match type filter to Max toll. Each one has the GPS entry and exit points and the correct fare. File them, either with Create request from the dashboard or with the generated evidence report, and set the status to Disputed. Max fares are the largest agency-side bucket for most fleets and the one agencies refund most readily.

3. 3

   Week three: duplicates and class

   Filter to Duplicate and Misclassification. Check the trip detail and map for each, add a note, generate the report, file, set the status. Where a tractor and trailer tag were both charged for one crossing, that is also the moment to decide whether the trailer tags stay active.

4. 4

   Week four: policy and refunds

   Read the Refunded tab: refunds are recognized from later statements and tied back to the original transaction. Agree the fleet-side policies the data raises: whether drivers may use express lanes, whether a unit may carry more than one active tag, which tag type new trucks get for the states they run.

Acceptance checklist before you call it live

• All three streams arrive without anyone sending a file by hand, and the last seven days of GPS show for every active unit.
• One truck traced end to end: a completed trip with a posted toll, where the GPS, the pairing and the invoice row all name the same unit and the row shows GPS + Rate Match.
• The pairing list in TollMatch matches the one at your toll management provider.
• Every user who needs access can log in and sees the fleet's dashboard.
• At least one dispute has been filed from the dashboard and its status set to Disputed.
• Someone on your side owns the weekly review, and it is on the calendar.

Troubleshooting

Raising a ticket

Write to tollmatch@mapup.ai. Put the fleet name in the subject. For a transaction question include the unit, the transaction ID and the date; for a data question include the stream and the file name or the date range. Screenshots help.

Your TollMatch manager is copied on every ticket and raises it on the weekly sync if it needs a decision from your side.