OptiMile Pro Documentation

Account Setup & Registration

1. DOT-Based Registration: Enter your USDOT number during signup — we'll automatically pull your company information from FMCSA records.
2. Email Verification: Check your inbox for a verification email and click the confirmation link.
3. Complete Profile: Review and update your company details, contact information, and business address.
4. Set Password: Create a secure password with at least 8 characters, including uppercase, lowercase, and numbers.

Understanding User Roles

Onboarding Process (6 Steps)

1. Company Setup: Complete your company profile with business details, DOT number, and contact information.
2. Add Fleet: Register your trucks with VIN, license plate, and fuel tank capacity.
3. Create First Trip: Set up your first route to see immediate fuel savings potential.
4. Upload Fuel Prices: Import your contracted fuel prices via Excel/CSV for accurate cost calculations.
5. Telematics Integration (Optional): Connect a telematics provider (Samsara, Geotab, or Motive) for automated vehicle sync and real-time MPG data.
6. Add Team Members (Optional): Invite dispatchers and drivers to collaborate on your account.

Creating Trips

OptiMile Pro offers two ways to create trips:

1. Manual Entry

• Click "Create Trip" from the Trips page.
• Select a truck from your fleet.
• Enter origin and destination addresses.
• Add intermediate stops (optional).
• Set departure date and time.
• Click "Optimize Route" to calculate fuel savings.

2. AI Trip Parsing

• Paste trip details from emails or text into the AI parser.
• AI automatically extracts addresses, dates, and stop sequence.
• Review and confirm extracted information.
• Make any necessary corrections.
• Save and optimize the trip.

Multi-Stop Routes

• Add unlimited stops to any trip for complex delivery routes.
• Stops are processed sequentially in the order you specify.
• Each stop can include delivery dates, time windows, and notes.
• Fuel optimization considers all stops when recommending fuel purchases.
• Drag and drop to reorder stops and recalculate optimization.

Optimizing Routes

1. After creating a trip, click "Optimize Route" to run fuel cost analysis.
2. System calculates optimal fuel stops based on your contracted prices.
3. Review baseline vs. optimized cost comparison (11–17% average savings).
4. Adjust route settings if needed (detour limits, fuel price multipliers).
5. View detailed itinerary with turn-by-turn directions and fuel stop recommendations.

Viewing Trip Details & Itineraries

• Access complete trip details from the Trips dashboard.
• View interactive map with route, fuel stops, and delivery locations.
• Download printable itineraries for drivers with fuel stop instructions.
• See fuel cost breakdown: baseline vs. optimized savings.
• Track trip status: planned, in progress, completed.

How Fuel Optimization Works

Dynamic Programming Algorithm

The system uses advanced dynamic programming to evaluate every possible fuel stop sequence, considering:

• Your contracted fuel prices at each station.
• Distance to each fuel stop from your route.
• Truck fuel tank capacity and current fuel level.
• Remaining distance to destination.
• Reserve fuel requirements for safety.
• Detour distance limits you've configured.

Route Settings (Customizable Parameters)

Fuel Price Multiplier (Default: 1.0)

Adjust fuel prices up or down for optimization calculations. For example, 1.1 increases all prices by 10% to be more conservative.

Detour Distance Limit (Default: 50 miles)

Maximum additional miles the system can route you off your main path to reach a cheaper fuel station.

Reserve Fuel Requirement (Default: 10%)

Minimum fuel buffer to maintain in the tank for safety and unexpected situations.

Maximum Fuel Stops (Default: unlimited)

Limit the number of fuel stops per trip for driver convenience.

At Least One Fill Up

When enabled, forces the algorithm to include at least one fuel stop even when the truck has enough fuel to reach the destination without stopping. Useful for compliance requirements or driver scheduling needs where a planned fuel break is expected regardless of tank level.

Understanding Optimization Results

Baseline Cost (What You'd Pay Without Optimization)

Calculated by fueling at the first available station along your route without price consideration.

Optimized Cost (With OptiMile Pro)

Total fuel cost using our recommended fuel stop sequence and purchase amounts.

Savings Breakdown

Detailed comparison showing exactly where savings come from: lower prices, strategic purchase timing, and optimized quantities.

What Is IFTA?

The International Fuel Tax Agreement (IFTA) is a compact among U.S. states and Canadian provinces that simplifies fuel tax reporting for interstate carriers. Instead of filing separate fuel tax returns in every state you operate in, you file a single quarterly return with your base state.

What Is Pre-State-Tax Contracted Pricing?

When OptiMile compares fuel stations along your route, it can optionally strip out each state's excise tax before comparing prices. This reveals the true economic cost of fuel at each station after IFTA reconciliation, rather than the posted contracted price which bundles in state tax.

How to Enable It

1. Navigate to Route Optimization Settings in the settings menu.
2. Scroll to the Fuel Pricing & IFTA card.
3. Check the "Use Pre-State-Tax Contracted Price" toggle.
4. Save your settings; all future route optimizations will use pre-tax pricing as the basis for station comparison.

Why It Matters for Savings

• Avoids false savings: Without pre-tax comparison, the optimizer might favor a low-posted-price station in a high-tax state, only for your IFTA return to claw back those apparent savings at quarter-end.
• More accurate route planning: The optimization algorithm uses a consistent pricing basis across all states, making station-to-station comparisons economically meaningful.
• Consistent threshold calculations: The "best price" strategy threshold (used to decide whether a station is cheap enough to top off the tank) is also computed on a pre-tax basis, so the same logic applies throughout the entire optimization.
• Better quarterly budgeting: When your dispatchers' stop decisions align with your actual IFTA liability, fuel cost projections become more predictable.

Frequently Asked Questions

Do I need to file my own IFTA return?

Yes. OptiMile Pro optimizes your fuel purchasing strategy with IFTA economics in mind, but it does not file IFTA returns on your behalf. You'll still file your quarterly return with your base state as normal.

Where does OptiMile get state fuel tax rates?

State excise tax rates are maintained in your fuel price data. When you upload contracted prices via Excel or CSV, each station's state tax is included in the pricing record and used for pre-tax calculations.

Can I switch between pre-tax and standard pricing?

Yes. You can toggle the setting on or off at any time in Route Optimization Settings. The change takes effect on the next route you optimize.

Adding Trucks

1. Navigate to the "Fleet" or "Trucks" page.
2. Click "Add Truck" button.
3. Enter required information:
   • VIN: 17-character vehicle identification number.
   • License Plate: State and plate number.
   • Fuel Tank Capacity: Total gallons (e.g., 250 gallons).
   • Truck Name: Friendly identifier for dispatchers.
   • Average MPG: Typical fuel efficiency (optional, can be auto-imported from Samsara).
4. Save to add truck to your active fleet.

Managing Fleet

• Edit Trucks: Update truck details, specifications, or MPG data at any time.
• Archive Trucks: Remove trucks from active service without deleting historical trip data.
• Location Tracking: View current truck locations on map (requires Samsara integration).
• Fuel History: Track fuel purchases and efficiency trends per truck.
• Utilization Reports: See which trucks are most active and generating highest savings.

Truck Location Options

When creating a trip, specify truck starting location using one of three methods:

Telematics Integration (Samsara)

• One-time setup: Enter Samsara API token in Integrations page.
• Trucks automatically sync with VIN, license plate, and specifications.
• Real-time GPS tracking for live truck locations.
• Driver-specific MPG data automatically updates for each truck.
• Fuel level monitoring (if equipped with fuel sensors).

Uploading Fuel Prices

Import your contracted fuel prices to enable accurate optimization:

1. Navigate to "Fuel Prices" page.
2. Click "Upload Fuel Prices" button.
3. Select Excel (.xlsx) or CSV (.csv) file with fuel price data.
4. Ensure file includes required columns:
   • Station Name: Fuel station identifier.
   • Address or City/State: Station location.
   • Price per Gallon: Your contracted price.
   • Provider: Network (Pilot Flying J, Loves, TA, etc.).
   • Effective Date: When price becomes active.
5. Review upload preview and correct any mapping errors.
6. Confirm upload to make prices available for optimization.

Fuel Price Heatmap

• Interactive map visualization showing fuel price distribution across regions.
• Color-coded markers: green (cheapest) to red (most expensive).
• Filter by fuel provider network (Pilot Flying J, Love's, SAPP Brothers, TA Petro, etc.).
• Click any station to view detailed pricing and address.
• Zoom and pan to explore fuel prices in specific regions.
• Identify pricing patterns and plan routes through low-cost areas.

Price Data Management

• Updating Prices: Upload new price files to replace outdated data.
• Price History: System maintains historical pricing for reporting and analysis.
• Coverage Gaps: Dashboard shows regions with missing fuel price data.
• Expiration Alerts: Notifications when fuel prices haven't been updated in 30+ days.
• Bulk Updates: Update multiple stations at once using provider price sheets.

My Fuel Yards

Companies can register their own proprietary bulk fuel yards alongside contracted network stations. Navigate to the Fuel Prices page and select the My Fuel Yards tab to manage them.

• Add a yard by entering its name, address, and your current price per gallon.
• Fuel yards are treated exactly like network stations — the optimizer evaluates them alongside your contracted prices during every route calculation.
• Ideal for fleets with a home terminal or bulk-purchase facility that consistently offers better pricing than retail networks.
• Update the price per gallon at any time; the change takes effect on the next optimization run.

Telematics Providers

Samsara

1. Log in to your Samsara dashboard.
2. Navigate to Settings → API Tokens.
3. Generate a new API token with "Read" permissions.
4. In OptiMile Pro, go to the Integrations page.
5. Paste the API token and click "Connect".

Syncs: vehicles (VIN, license plate, specs), real-time GPS locations, driver-specific MPG data, and fuel level readings (if sensors installed).

Geotab

1. Obtain your Geotab Database Name, username, and password from your Geotab administrator.
2. In OptiMile Pro, go to the Integrations page and select Geotab.
3. Enter your Database Name and credentials, then click "Connect".

Syncs vehicles, GPS positions, and MPG data. Note: your Geotab credentials must have access to the specific database you enter — cross-company tenant access is not supported.

Motive

1. Sign in to your Motive (formerly KeepTruckin) Fleet Manager account with a Fleet Admin role — Drivers and Dispatchers can't create API tokens.
2. Open your account avatar (top-right) → Admin Settings, then in the left sidebar expand Integrations → API Access and create a new token with Read access to Vehicles, Drivers, Locations, Driver/Vehicle Status, and Inspection Reports. Copy the token immediately — Motive shows it only once.
3. In OptiMile Pro, go to the Integrations page, select Motive, paste the token, and click "Save Configuration".
4. If your API key can reach more than one Motive company, OptiMile Pro will ask you to identify one for the connection record — only one Motive company can be recorded per OptiMile account.

Syncs vehicles, real-time GPS locations, driver-specific MPG data, and fuel level readings (when the vehicle reports fuel level).

TMS Connectors

OptiMile Pro can receive order and load data directly from your Transportation Management System (TMS), automatically creating and optimizing trips without manual re-entry.

Automated Email Order Ingestion

Dispatchers or your TMS can forward order and load emails to a company-specific inbox address. OptiMile Pro parses the email, extracts stop addresses and dates, creates a trip, optimizes the route, and automatically SMS's the itinerary to the assigned driver — with no manual data entry required.

• Your dedicated inbox address is shown on the Integrations page.
• Supported source: AxonETA (additional providers available on request).
• If parsing fails, a notification email is sent so you can create the trip manually.
• Successfully parsed trips appear in your Trips list like any other trip and can be reviewed or adjusted before the driver is notified.

Chrome Extension

The OptiMile Pro Chrome Extension lets dispatchers import and optimize trips directly from any web page — a TMS portal, email, or broker load board — without switching tabs or re-typing data.

What it does

• Highlight any trip text on a webpage (stop addresses, dates, load details).
• Click the extension icon and then "Optimize" to send the data to OptiMile Pro.
• The app parses the selection, creates a trip, and runs fuel optimization instantly.

Installation

1. Find the OptiMile Pro extension in the Chrome Web Store and click "Add to Chrome".
2. Click the extension icon in your browser toolbar and sign in with your OptiMile Pro credentials.
3. Navigate to any page with trip or load information.
4. Highlight the relevant text, click the extension icon, then click "Optimize".

Fuel Price Data Sources

OptiMile Pro supports fuel pricing from multiple sources:

• Your Contracted Prices: Upload Excel/CSV files from your fuel network providers.
• Supported Networks: Pilot Flying J, Love's, TA Petro, SAPP Brothers, and more.
• Email Integration: Forward price update emails for automatic parsing.
• API Connections: Direct integration with major fuel networks (enterprise plans).

User Management

Company Admins can invite and manage team members:

Inviting New Users

1. Navigate to User Management page.
2. Click "Invite User" button.
3. Enter email address and select role (Admin, Dispatcher, or Driver).
4. Add first and last name.
5. Click "Send Invitation".
6. User receives email with registration link and instructions.

Assigning Roles

• Each user must have exactly one role: Company Admin, Dispatcher, or Driver.
• Roles determine access permissions and available features.
• Company Admins can change user roles at any time.
• Role changes take effect immediately upon save.

Managing Permissions

• Company Admins: Full access to all company data and settings.
• Dispatchers: Create trips, manage fleet, upload fuel prices, view reports.
• Drivers: View assigned trips and itineraries only.
• Deactivate users to revoke access while preserving data.

Driver Invitation & Verification

Drivers in OptiMile Pro are identified primarily by phone number — email is optional. This enables reliable SMS delivery for itineraries even when drivers don't have a company email address.

Inviting a driver

1. Navigate to User Management and click "Invite User".
2. Select the "Driver" role and enter the driver's phone number (required) and name.
3. Click "Send Invitation" — an SMS verification message is sent to the driver's phone.
4. The driver confirms via SMS to opt in to receiving trip itineraries.

Manual verification

If a driver has not yet confirmed, Company Admins and Dispatchers can manually mark them as verified from the User Management table, or re-trigger the verification SMS if the original message was not received.

Telematics-imported drivers

Drivers imported automatically from a telematics provider (Samsara, Geotab, or Motive) have SMS consent recorded at import time. Review their verification status in the User Management table before sending itineraries.

SMS / Communication History

Every SMS message OptiMile Pro sends to a driver is logged and viewable from the trip details page. Company Admins and Dispatchers can audit the full communication history for any trip.

• Open any trip and scroll to the SMS History section to see all messages sent for that trip.
• Each entry shows the message content, delivery status, and timestamp.
• Opt-out events are also recorded so you can see if a driver has unsubscribed from SMS notifications.
• Use this log to confirm a driver received their itinerary or to troubleshoot delivery issues.

Company Profile

Keep your company information up to date:

• Business Details: Legal name, DBA, business type, industry.
• DOT Information: USDOT number, MC number, operating authority.
• Contact Info: Primary contact, phone, email, business address.
• Fleet Info: Total trucks, driver count, cargo types.
• Company Logo: Upload logo for branding and invoices.

Subscription Management

Billing

• View current subscription plan and pricing.
• Update payment method (credit card, ACH).
• Download invoices and payment history.
• Set up automatic billing notifications.

Upgrading Truck Count

• Per-truck pricing model — pay only for active trucks.
• Add trucks at any time with prorated billing.
• Volume discounts automatically applied at tier thresholds.
• Remove trucks to reduce subscription cost (effective next billing cycle).

Viewing Invoices

• Access all historical invoices from Subscription page.
• Download PDF copies for accounting records.
• See itemized charges: per-truck fees, add-ons, credits.
• Track ROI with fuel savings vs. subscription cost comparison.

Using the Feedback Button

• Located in the left navigation panel (visible on all authenticated pages).
• Click to open feedback form without leaving your current page.
• Choose feedback type: Bug Report or Feature Request.
• System automatically captures:
  • Your account and company information.
  • Current page URL and browser details.
  • Timestamp and session context.
• Feedback goes directly to our development team for rapid response.

How to Submit Bug Reports

When reporting a bug, include these details for faster resolution:

1. Clear Description: What went wrong? What did you expect to happen?
2. Steps to Reproduce: Detailed sequence of actions that caused the issue
   • Step 1: Navigated to Trips page.
   • Step 2: Clicked "Create Trip".
   • Step 3: Entered origin and destination.
   • Step 4: Error appeared when clicking "Optimize Route".
3. Severity Level: How critical is this issue?
   • Critical: System unusable, blocking all work.
   • High: Major feature broken, significant impact.
   • Medium: Feature partially working, workaround available.
   • Low: Minor issue, cosmetic problem.
4. Date/Time: When did this occur? Is it happening consistently?
5. Screenshots: If applicable, attach screenshots showing the error.

Feature Requests

We love hearing your ideas for improving OptiMile Pro:

• New Features: Completely new functionality you'd like to see.
• Improvements: Enhancements to existing features.
• Integrations: Third-party services you want connected.
• Workflow Changes: Suggestions for better user experience.
• All feature requests are reviewed by our product team and prioritized based on user impact.

Additional Resources

• Video Tutorials: Step-by-step guides for common tasks (coming soon).
• Knowledge Base: Searchable articles for self-service support.
• Release Notes: Visit the Updates page to see the latest feature releases and platform improvements.
• Community Forum: Connect with other OptiMile Pro users.