1. The dashboard at a glance
TollTally has three views of the same records, one per job. Finance works in Transactions. Fleet managers work in Units. Dispatch and job costing work in Trips. Every view filters by date range, unit and facility, and every number traces back to a crossing on a map.
| View | One row is | Who lives here | What it answers |
|---|---|---|---|
| Transactions | One toll crossing | Finance, billing | What was this crossing, when, at which rate, and does it match the statement line |
| Units | One vehicle | Fleet manager | What did each vehicle spend, is its configuration right, is its tag verified |
| Trips | One reconstructed trip | Dispatch, job costing | What did this job or leg cost in tolls, and did the driver use a lane we do not authorize |
Above the three views sits the fleet summary: total toll spend, the monthly trend, the top toll routes and the policy flags for the period. It is the place to notice a change; the views are where you find out why. Reports sit beside it: a Toll Activity report as PDF to send a customer with the invoice, and CSV or Excel for reconciliation.
Where you open it: tolltally.mapup.ai/dashboard, or inside MyGeotab from the Add-Ins menu for Geotab fleets. Same records either way.
2. Reading a transaction
Every crossing carries the fields a statement line carries, plus the ones a statement never shows.
| Field | What it is | Why it is there |
|---|---|---|
| Facility, gantry or plaza, direction | The toll point the vehicle passed and which way | Matches the statement's facility and plaza codes |
| Facility-local timestamp | Time of the crossing in the facility's own time zone | Statements are stamped in facility-local time; this is what makes line matching work months later |
| Vehicle class applied | The class TollTally priced, from the unit's configuration | If this is wrong, the rate is wrong; fix the unit, not the transaction |
| Tag rate | The toll at the transponder rate for that class, time and direction | What you should pay with a working tag; the rate to reimburse drivers at |
| Plate rate | The toll at the plate or video rate | What you pay when the tag is missing or not read; the gap between the two is what a misread costs |
| Map and trace | The GPS points around the crossing | The evidence for the crossing, and the first place to look when a crossing is disputed |
| Quality flag | A gap, jump or low-quality segment near the crossing, when one exists | Tells you how much to trust the record before you bill it |
Tag and plate, both shown
TollTally shows both rates on every crossing. Reimburse and bill at the tag rate where the unit has a verified tag. Where the statement shows the plate rate for a tagged unit, the tag was not read; that is a dispute, and it is TollMatch's job to file it.
3. Units: configuration and the verified tag
The Unit view lists every vehicle with its toll total for the period and the configuration TollTally priced it on: axle count, weight, height, vehicle class, tractor and trailer pairing, payment method, transponder ID and plate. A unit whose transponder is mapped and confirmed shows a verified tag badge. A unit without one is priced at the plate rate, which is the honest number for a vehicle that has no tag.
Three things to check every time a unit is added or changed:
- Class and axle count. The same road prices differently by axle count and weight. A five-axle unit configured as two axles underprices every crossing it makes.
- Tag to unit. A transponder that lives in a different vehicle from the one it is mapped to produces a statement that does not match the GPS. TollTally prices on the mapping you confirm.
- Trailer. Where a trailer carries its own tag or plate, the pairing decides whether one crossing is priced once or twice.
Correct a unit and tell us; we regenerate the affected period so the history is priced on the corrected configuration. To reconcile against your own roster, export the Vehicles list (name, VIN, plate) as CSV and join on VIN or plate.
4. Trips: legs, jobs and lane policy
A trip is reconstructed from the GPS, not declared by anyone. The Trip view shows each trip with its legs and the toll per leg, so a multi-stop day can be costed to the job, customer or cost center each leg served. Where the fleet has set a managed-lane policy, a leg that used an express lane, HOV or HOT lane the policy does not authorize carries a flag.
What the flag is for: the toll is real and the customer may or may not be billed for it, but the driver chose it. Fleets use the flag to charge the difference back to the driver, to coach, or to exclude the leg from the customer invoice. The flag never changes the toll; it changes who pays it.
Excluding a trip from billing: deadhead, yard moves and shop runs are toll like any other, but not billable to a customer. Exclude the trip and it drops out of the billable export while staying in the record and in the unit total.
5. Billing customers and reimbursing drivers
This is the reason TollTally exists. A toll authority statement arrives weeks after the crossing and rolls up by transponder, not by trip. TollTally has the crossing within the dashboard's refresh window, priced, on the trip it belongs to. Billing cycles compress from 30 plus days to under one hour.
| Workflow | What TollTally supplies | What you do |
|---|---|---|
| Customer invoicing | Billable toll per trip, with excluded trips removed and the job reference carried through the export | Add the toll as an accessorial on the invoice for the load. Carriers recover 80 to 90 percent of toll costs as accessorial charges to shippers when they bill from the trip record |
| Driver reimbursement | Toll per driver per period at the tag rate, facility and time on every line | Pay from the TollTally statement on your payroll cycle instead of waiting for the authority statement |
| Owner-operators and contractors | The same per-trip record, so nobody pays tolls out of pocket and waits | Reimburse per trip or per settlement |
| Cost-center allocation | Toll per unit, per trip and per leg | Allocate to the department, customer or contract each leg served |
| Forecasting | Trip-level history by lane and unit | Price bids and lanes on what those lanes actually cost in tolls |
The record you bill from is the expected toll for that unit at that time. The statement, when it arrives, is what you were charged. Keep both. Where they differ, the difference is either your configuration or the authority's billing, and section 8 says which.
6. Exports and the API
Nothing in TollTally has to be copied out by hand.
- Scheduled SFTP export. Pick the columns, the timestamps (facility-local, so the file matches the statement later) and the schedule. The file lands on your SFTP for your TMS, ERP or payroll system to pick up.
- API. The same transactions, units and trips by API for a back-office integration that wants to pull rather than receive a file.
- Dashboard export. CSV or Excel of a filtered view for a one-off question, a reconciliation or an audit request; the Vehicles list exports the same way.
- Toll Activity report. A PDF per period, per unit or per customer, to attach to an invoice as the proof behind the toll line.
Every export carries the unit, the facility, the direction, the facility-local timestamp, the class applied, the tag rate and the plate rate, so an auditor can walk from an invoice line back to a crossing on a map.
7. Tracing a crossing in six steps
When someone asks "why is this toll on my invoice", this is the walk.
Find the line
In Transactions, filter by unit and date. The line carries facility, direction and facility-local time.
Open the map
Select the row. The map shows the crossing point and the trace on either side. If the trace passes through the plaza, the crossing happened.
Check the flag
A gap, jump or low-quality flag near the crossing means the record needs a second look before it is billed. No flag means the trace supports it.
Check the class
The class applied comes from the unit. If it does not match the vehicle, fix the unit; the transaction is re-priced when the period regenerates.
Compare the rates
Tag rate is what a working tag pays; plate rate is what the statement shows when the tag was not read. Bill and reimburse at the tag rate for a tagged unit.
Find the trip
Open the Trip view for that unit and day. The leg tells you which job the crossing belongs to and whether a lane policy flagged it.
8. When TollTally and the statement differ
TollTally produces the expected toll. The statement is the charged toll. They differ for a short list of reasons, and each has an owner.
| Difference | Usual cause | Owner |
|---|---|---|
| Different class or rate on every crossing for one unit | Unit configuration: axles, weight, class, tag or plate | You correct the unit; we regenerate |
| Plate rate charged on a tagged unit | Tag not read, tag in the wrong vehicle, or tag not mapped in the toll account | Tag to unit mapping on your side; dispute through TollMatch |
| Maximum fare on a closed system | Entry or exit not read at the plaza; the authority charged the longest trip | TollMatch files the dispute with the GPS entry and exit |
| Same crossing twice | Tractor and trailer both charged, or an authority duplicate | TollMatch |
| Crossing on the statement, none in TollTally | GPS gap at the plaza, or a facility not yet in the toll data | Check the gap flag; report the facility if it is coverage |
| Crossing in TollTally, none on the statement | Statement not yet posted (authorities post weeks late), or the tag was not read and the plate toll is still coming | Wait one cycle; then TollMatch |
TollTally is the expected toll. TollMatch compares it line by line against what you were charged, classifies every posted transaction, and files the disputes. Fleets that run both bill from TollTally and recover from TollMatch.
9. The weekly review
Fifteen minutes, one person, once a week.
- Units: any vehicle added or changed this week? Confirm its configuration and the verified tag.
- Flags: how many trips carry a quality flag, and is one unit responsible for most of them? A unit that flags every day has a device problem.
- Policy flags: which drivers used unauthorized managed lanes, and what does the fleet do about it.
- Exclusions: were this week's deadhead and yard moves excluded before the billable export ran.
- Exports: did the scheduled files land, and did the TMS or payroll pick them up.
- Statement: if one arrived, reconcile the period and hand the differences to TollMatch.