Keep your vehicle list current
Maintain each active vehicle's plate, state and internal identifier. Update the list when a plate changes or a car leaves the fleet. Every vehicle on the list is covered by scheduled scans.
Check and reconcile regularly
Review newly reported charges on a schedule. Record the ticket number and issue date so repeat notices do not become duplicate cases.
Match, then verify
Compare the charge with agreement dates and driver assignments. Route handoff days, missing timestamps and overlapping agreements to your team for review. Keep the original notice and the reasoning behind each decision.
Close the loop
Record who reviewed the case, whether the charge was passed on, and its final payment status. Reconcile open cases against incoming mail and account statements so late notices are still caught.