The Complete Toll-Reconciliation Workflow for Turo Fleets

A complete toll workflow begins before a charge appears and ends only when the case is paid, denied, written off, or otherwise closed. Treating matching as the finish line leaves money and unresolved risk in the system.

Phase 1-2: Prepare the fleet data, and ingest provider activity

Keep vehicles, plates, transponders, toll accounts, and reservations current, storing effective dates for changing identifiers and validating time zones with precise timestamps. Preserve the original file and import date, mapping each provider's headings to standard fields — transaction time, posting time, amount, plate, tag, location, and provider transaction ID.

Phase 3-4: Validate/deduplicate, and generate possible matches

Flag missing identifiers, invalid dates, negative or zero amounts, unknown vehicles, and repeated transaction keys — don't silently discard bad rows, create a review reason. Compare plate or transponder, vehicle, and travel timestamp with reservation windows; historical transponder assignments should be evaluated at the transaction time, not based on the tag's current vehicle.

Phase 5-6: Review exceptions, and prepare evidence

Human reviewers should resolve back-to-back trips, overlapping reservations, conflicting plate/tag values, transactions outside a trip, delivery or repositioning use, duplicate notices, and penalties/non-toll charges. For each eligible case, retain the provider record, reservation match, itemized charges, calculation, and current Turo deadline — minimizing unrelated account information in guest-facing documentation.

Phase 7-8: Submit and track, then reconcile the reconciliation

Follow Turo's current invoice process, recording submission date, amount, evidence, outcome, payment, dispute, and reason for any adjustment — "ready to bill" and "submitted" must remain different statuses. At period end, compare source imports, matched totals, submitted totals, payments, disputes, and write-offs; every source charge should have an explainable disposition. Kelviz brings these phases into one workflow while keeping uncertain results available for human review.