Automated Fuel Card Transaction Import to Hope on Wheels P&L Smartsheet

Summary

Build a private, login-protected app that automatically imports A to B fuel card transactions into the Hope on Wheels P&L Smartsheet, organized by transaction date. The app will pull transaction data from A to B's portal download and push it directly into Smartsheet, eliminating manual data entry.

Problem

The team is manually entering fuel card transaction data from A to B receipts into the Hope on Wheels P&L Smartsheet, which is time-consuming and prone to errors. They need automated reporting by date to track fuel spending.

Users affected

Hope on Wheels finance/operations team members who currently manage fuel expense tracking and P&L reporting

Current process

Transactions from A to B fuel cards are manually typed into the Hope on Wheels P&L Smartsheet. The team can download transaction data from the A to B portal (which includes amounts and dates) but still manually enters it. Physical receipts are kept as backup.

Desired process

A private app that users log into, which automatically pulls A to B fuel card transaction data (from portal downloads) and imports it directly into the Hope on Wheels P&L Smartsheet, sorted by transaction date. No manual data entry required.

Systems involved

A to B fuel card company portal (data download/export capability), Smartsheet (Hope on Wheels P&L sheet), private web app with authentication

Inputs

Transaction data downloaded from A to B fuel card portal (CSV or similar format), including transaction date, amount spent on fuel, and any other transaction details

Outputs

Automated entries in the Hope on Wheels P&L Smartsheet, organized by transaction date, showing fuel spending per date

Must-haves

Private app with user login/authentication; automated import of A to B transaction data; direct integration with Smartsheet; transactions organized by date; secure handling of financial data

Nice-to-haves

Ability to upload physical receipt images for backup/audit purposes; notifications when imports complete; error handling for duplicate transactions; reconciliation view comparing portal data vs. Smartsheet entries

Risks / Unknowns

Format and structure of A to B portal data export not confirmed; Smartsheet API capabilities and authentication requirements need validation; whether A to B offers API access or only manual downloads; user authentication method (SSO, custom login, etc.) not specified; data retention and security compliance requirements unknown

Feasibility

Moderately complex. The Smartsheet integration is straightforward via their API. The main complexity lies in: (1) securely building a private authenticated app, (2) determining whether A to B offers API access or requires manual file uploads, and (3) handling data mapping/transformation between A to B's export format and Smartsheet's structure. If A to B only allows manual downloads, the app will need a file upload interface rather than direct API integration.

Recommended next step

Get a sample export file from the A to B fuel card portal to understand the exact data format, field names, and structure. Then map those fields to the Hope on Wheels P&L Smartsheet columns to design the transformation logic.