When you are using toll management telematics integration, it means that your GPS and vehicle tracking data can work together so that all of the charges coming through are verified and reconciled automatically. This process is an effective way to eliminate the need for manual labor, and it also provides your fleet management team with a centralized place to view all of the toll transactions that are occurring for each vehicle.
Here’s how it works to integrate your toll management platforms and why it matters.
What “Integrated” Actually Means (and How You Benefit)
Most fleets have both toll management and telematics tools, but these systems are run separately because there isn’t a toll management GPS integration in place. For example, the invoices are coming through in one place, and the GPS data is coming through somewhere else, then someone in the office is trying to match up the transactions.
But when you have a fleet software integration toll system, it means that the vehicle location data and the transponder reads are coming through in the same system. The billing also flows through so that a single reconciliation can be done automatically.
If you are looking for a solution to implement this type of integration in your toll management, then it’s important to understand that “API available” is different. Make sure you choose a solution that offers a native, maintained integration.
How the Data Actually Moves Between Systems
There are three data layers that need to sync in order to ensure that the system is running smoothly:
- Vehicle Level Info: Vehicle Identification Number (VIN), device ID, and the transponder.
- Event Level Info: Toll crossings, timestamp of the toll, and the lane that the vehicle passed through.
- Business Level Info: Cost center, driver details, and the invoice.
A telematics toll management system uses API connections to bring all of the data into one centralized system. Depending on the setup, you might have real-time data flow or SFTP if you need overnight batch transfers.
There is a matching engine that reconciles the GPS data with the reads that are coming through the transponders. This process confirms that each charge is legitimate and correctly assigned, and there are checks in place to ensure that the billing is reflecting the right rates.
The Detail Most Fleets Overlook: Transponder-to-VIN Mapping
One of the most common reasons why toll mischarges occur is that a transponder doesn’t have a clean, current map for the vehicle and trailer that it is assigned to. For example, if there is a trailer swap and the transponder isn’t updated, then the system record will be off.
In order for GPS toll verification for fleets to work correctly, it’s critical to ensure that the system is updated with accurate mapping. All of the IDs and vehicles need to be linked correctly since you are relying on GPS data.
Five Benefits You Can Expect After Toll Management Telematics Integration
Consider these reasons to see why it makes sense to invest in toll management GPS integration:
- Managing Expenses: If you are still billing by plate instead of transponder, then you are likely paying 25-50% more per toll. Having an integrated system will flag these higher costs so that you can reduce your overall spending.
- Dispute Evidence: Unfortunately, there are times when tolling agencies overbill. This type of system integration gives you the evidence you need to dispute the charges using documentation that is time-stamped and GPS verified.
- After-Hours Use: Since all toll crossings are tracked and GPS-verified, you can see when toll crossings don’t line up with scheduled routes and driver hours. As a result, it’s easier to identify unauthorized vehicle usage.
- Invoice Timing: It can be hard to keep up with costs when toll authorities take 2-8 weeks to send invoices. Instead, an integrated system gives you real-time GPS data so that you can accrue all costs immediately and accurately.
- Admin Time: A toll management telematics integration reduces the administrative burden, saving your team hours each week because manual reconciliations are no longer needed. The matching engines eliminate most of the manual work.
Rolling Out Your New Toll Management Integrations
While the transition might seem daunting to implement new toll management integrations, it’s worth the effort because of the long-term benefits that are available for your fleet management team. Remember that this system will save you both time and money in the future. Having real-time toll tracking and full integrations helps to save money on toll invoices, overcharges, late payment penalties, administrative costs, and more.
As you are bringing this new system online, the first step is to make sure that all transponders are mapped correctly to the VINs and driver IDs. This information needs to be updated and live before the integration is launched.
Then, you have the option to customize your system so that you receive alerts for any exceptions that are occurring, such as duplicate charges or plate-rate billings. These notifications make it easier than ever to get ahead of potential issues and avoid unnecessary tolling costs.
FAQ
What’s the difference between transponder tolling and GPS-based toll tracking?
While transponder tolling uses an RFID device to track the toll crossings, GPS tracking is an independent verification that ensures the crossing happened at the right location and with the right vehicle.
Do I need to replace my transponders to use integrated toll management?
In most situations, there is no need to replace the transponders that you are already using. Often, this toll management telematics integration can be set up using your existing transponders and adding in GPS data for the verification and reconciliation that is needed.
How quickly does a toll crossing appear in an integrated system?
Since these integrations use API connections, it allows GPS crossing data to update in the system almost immediately. Even if the agency billing is lagging, you can see all of the information right away in the centralized system.
Stop Leaving Money on the Table
If you are still using manual reconciliation processes, then it means that you are leaving money on the table. It’s time to update your systems and streamline fleet toll management. Innovative Toll Solutions is here to help with customized solutions. Contact us today to learn more about your options.