Accounts Payable & Payroll
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      Uploading Fuel Receipts

      Use Fuel Receipts under the Billing Module to track your fuel expenses and apply deductions for owner operators.

      The Fuel Receipts module helps carriers and fleet operators efficiently track and manage fuel expenses - especially when working with owner-operators (O/Os). By automating receipt handling and driver deductions, this tool reduces manual work, ensures accurate payouts, and gives you better visibility into operational costs.

      What You Can Do with the Fuel Receipts Module

      With Fuel Receipts, you can:

      • Create fuel receipts manually or upload via a CSV or Excel file

      • Auto-create and assign vendor and fuel card records

      • Link fuel receipts to drivers and assets

      • Automate deductions from owner-operator pay when receipts are approved

      Step-by-step: Uploading Fuel Receipts 

      Step 1. Set up Fuel Cards

      Go to Settings > Module Settings > Fuel Receipts and create a fuel card for each card in use.

      • Each card can be assigned to a Driver and an Asset

      • Make sure the Driver and Asset exist before assigning them

      • Cards can also be assigned on a Driver or Asset

      Step 2. Upload Fuel CSVs

      Upload a CSV of Fuel Transactions in bulk from your fuel card provider like Wex under Billing > Fuel Receipts. The system will:

      • Auto-map or prompt you to map CSV columns to Rose Rocket system fields

      • Create new Vendor (Where the money was spent) and Fuel Card records if they don’t already exist and match existing ones if they do

      • Generate a Fuel Receipt for each row in the file

      Step 3. Review Uploaded Fuel Receipts

      After upload, review receipts in the Fuel Receipts Board. Track all uploaded fuel transactions in one place. You’ll see the fuel amount, vendor, driver, asset and other relevant fields. Receipts move through statuses like Draft, Needs Review, and Approved.

      • View details like Amount, Vendor, Driver, Asset, Individual Line Items as part of a Receipt

      • Monitor progress through statuses: Draft → Needs Review → Approved

      • Edit or approve entries as needed

      Step 4. Automatic Driver Deductions (Owner-Operators)

      Save time and reduce errors by automating fuel-related deductions from O/O pay.

      • Enable “Fuel Deduction Enabled” in the driver’s profile:
      • A negative Driver Pay Item will be created when a Fuel Receipt tagged with a Driver is approved. If the Fuel Receipt line item includes a description, it will be used; otherwise, the default description will be “Fuel.
      • Deductions and other items can be put on the same paystub for a specific Driver.