RoadFlex
By Openlane Technology Corporation
Sign Up and Account Creation: Start by completing an online application. After approval, receive access credentials for the RoadFlex dashboard.
Initial Consultation and Requirement Assessment: Collaborate with RoadFlex’s support or customer success team to outline business needs, preferred integrations, and setup preferences.
Card Issuance and Setup; Instantly issue physical and virtual Visa Business Cards for each driver or employee. Customize spending policies, card limits, and rules per user or vehicle.
Integration with Fleet, Telematics, and Accounting Tools: Connect RoadFlex to existing fleet management, telematics, or accounting platforms for automated transaction verification, real-time fuel validation, and seamless expense reporting.
User Training and Onboarding: Access introductory training and guides through RoadFlex’s intuitive dashboard. Dedicated onboarding specialists provide support as needed for fast adoption.
Policy and Workflow Configuration: Set up transaction controls, real-time alerts, and customized approval workflows to match business policies. Define rules for card usage, fuel types, locations, and exception reports.
Testing and Go-Live: Run test transactions, validate integrations, and confirm alert, analytics, and reporting functions. Once validated, move to live operation—issue cards and invite users to begin purchases.
RoadFlex is purpose-built to provide extensive customization, allowing organizations to adapt the platform for their unique business needs across a broad range of fleet, expense, and operational requirements.
Spending Controls: Set precise rules and spending limits for each card and driver. Customizable per-transaction, daily, weekly, or monthly limits based on job roles, vehicles, or projects.
Real-Time Authorization: Instantly authorize or decline purchases through a live dashboard, letting managers approve or flag transactions in real time.
Merchant and Category Restrictions: Specify allowed merchant types or categories for each card, restricting purchases to fuel, maintenance, or any business-defined category.
Custom Expense Policies: Enable fuel-only purchases or expand card use to additional fleet expenses (maintenance, tolls, parking, field supplies, etc.), tailoring policies to business rules and compliance needs.
Custom Alerts and Approvals: Configure real-time alerts and notifications for irregular or out-of-policy transactions, providing fast response to emerging risks or spending anomalies.
Approval Workflows: Managers can set up multi-step approval processes for large or unusual expenses.
Telematics and Fleet Software Integration: RoadFlex easily connects to a wide range of telematics, maintenance, and fleet management platforms for seamless data flow and centralized expense visibility.
Accounting and ERP Integration: Sync RoadFlex data with accounting tools for automated reconciliation, exports, and custom financial reporting.
Role-Based Customization: Assign customized controls based on driver, vehicle, or location. For example, restrict card use to a designated vehicle and validate vehicle location and fuel type with each purchase.
6-Layered Security: Adjust security parameters such as transaction controls, user validation, fuel type, fuel level, retroactive analysis, and location verification to the risk profile of your fleet.
Customizable Fraud Blocking: Automatically block or flag transactions that fall outside your defined rulesets and provide insights for further investigation.
Custom Reports: Generate tailored analytics, spending reports, and benchmarking by team, vehicle, cost center, or region to align with organizational KPIs and accounting needs.
Dashboard Configuration: Personalize your dashboard layout, data widgets, and report frequency to suit the preferences of finance, operations, or executive teams.
Personalized Onboarding: Dedicated customer success advisors help set up and tailor dashboard, controls, and reporting during onboarding, ensuring optimal fit with your operational processes.
Tailored Managed Services: For fleets with complex requirements, RoadFlex works directly with your team to build custom reports, new integrations, or managed fuel services.
Industry-Specific Solutions: RoadFlex offers pre-built adaptations for industries such as utilities, trucking, and field services, with custom options for others on request.
Easy Scaling: Instantly add or deactivate cards, adjust policies as your business grows or seasonal needs shift, and roll out new controls across the fleet without downtime.
RoadFlex offers a streamlined onboarding process designed to ensure new users—whether fleet managers, drivers, or finance teams—can quickly become proficient with the platform. After sign-up, each account is assigned a dedicated Customer Success Team tasked with guiding users through every setup step, including dashboard configuration, card issuance, and the creation of custom spending policies and approval workflows. This tailored onboarding is available to fleets of all sizes and includes hands-on assistance for connecting RoadFlex with fleet management, telematics, and accounting software.
One-on-One Training: A RoadFlex product expert provides personalized walkthroughs, system configuration guidance, and policy setup help from the start.
Remote and Onsite Expertise: Training sessions can be conducted remotely via phone or video conference, and onsite training is available for fleets with more complex requirements or larger teams.
Ongoing Education: New features, system updates, and workflow optimizations are regularly reviewed with customers to ensure teams maximize the platform’s value over time.
RoadFlex employs a comprehensive suite of advanced security measures to safeguard sensitive business and fleet data. The platform’s multi-layered approach targets both fraud prevention in transactions and the robust protection of customer information, ensuring compliance, transparency, and real-time data security.
Encryption in Transit and at Rest: All data transmitted between users, vehicles, and the RoadFlex platform is secured using industry-standard TLS/SSL encryption methods to prevent unauthorized interception. Stored data, including transaction and fleet information, is also encrypted to ensure privacy and data integrity.
Continuous Monitoring: A 24/7 Security Operations Center (SOC) actively monitors for unauthorized access or suspicious activity, ensuring prompt detection and response to security threats.
6-Layered Security Program: RoadFlex integrates six distinct security checks on every transaction: transaction controls, user validation, location validation, fuel type validation, fuel level validation, and retroactive fuel analysis. This program proactively identifies and blocks suspicious or fraudulent activities before they affect your operation.
User and Mobile Authentication: Each card issued is linked to a unique cell phone number, and cards require SMS-based unlocking. This ensures only authorized users can conduct transactions, providing an additional layer of security for lost or stolen cards.
Real-Time Alerts and Blocking: Fleet managers receive instant notifications for all suspicious activities and can easily lock cards or block transactions directly from the dashboard, which helps prevent misuse or theft in real time.
Vehicle and Card Location Validation: RoadFlex integrates with fleet telematics systems to confirm that both the authorized vehicle and card are at the fueling location before approving a transaction. Purchases attempted beyond 100 meters from the designated vehicle are automatically declined.
Fuel Level and Type Validation: Purchases that exceed a vehicle’s fuel tank capacity or use the incorrect fuel type are blocked, minimizing the chance of misallocation or fraud.
AI-Driven Risk Management: The platform’s AI-powered analytics retroactively analyze gallons pumped versus miles driven, detecting anomalies such as fuel theft, misuse, or inefficiency. This enables RoadFlex to alert users to risky transactions and potential fraud with high precision.
Automated Spend Profiles: By building spending profiles for each vehicle and monitoring usage patterns, RoadFlex can identify and prevent unauthorized or excessive fuel purchases before they result in financial loss.
Customizable Controls: Managers can set detailed spending limits, merchant and category restrictions, and approval workflows on each card, ensuring that only authorized expenses are allowed according to company policy.
Access Limitation: RoadFlex restricts unnecessary employee access to sensitive data, safeguarding personally identifiable and financial information from internal and external threats.
Documentation and Audit Trails: The platform maintains detailed activity logs and audit trails, supporting transparency and compliance with data protection laws.
RoadFlex maintains a proactive update schedule, ensuring that its fleet management and fuel expense platform stays current with technological improvements, user feedback, and ongoing security standards. While the company does not publish a strict public release calendar, marketplace reviews and industry reports confirm that the software receives regular product updates and feature enhancements throughout the year. This includes maintenance releases, new feature rollouts, bug fixes, and security enhancements designed to adapt to the evolving needs of modern fleets.
For example, platform enhancements related to fraud prevention, real-time analytics, and telematics integration have been introduced multiple times annually, reflecting continuous investment in the user experience and security capabilities. Analytics tools and dashboard features, as well as integrations with new fleet and accounting software, are also frequently refreshed.
RoadFlex is delivered as a cloud-based platform, allowing for centralized, seamless update management across all client accounts. This means:
Automatic Updates: All system and feature updates are deployed centrally by RoadFlex, with no manual action required by end users. This ensures clients always operate on the latest, most secure version of the platform.
Minimal Disruption: Updates are typically delivered to the cloud backend outside peak business hours to minimize any disruption in service. Users generally experience new features and improvements immediately upon rollout.
Real-Time Integration Enhancements: Integrations with telematics, accounting, and fleet management tools are also updated as part of these managed releases, ensuring continued compatibility with external systems.
In-Platform Notifications: Users are notified of key changes or significant product updates directly within the RoadFlex dashboard or via email, ensuring transparency and awareness of new features.
Documentation and Training: Updated help resources, feature guides, and training materials are provided when major updates introduce new workflows or controls.
24/7 Customer Support: The RoadFlex support team is available around the clock to address user questions, provide troubleshooting, and assist clients in adapting to updated features or integrations.
Continuous Security Patching: Security enhancements and vulnerability fixes are prioritized in the update schedule, safeguarding sensitive fleet and financial data.
RoadFlex recognizes and upholds customers’ rights to the data they generate and store within its platform. Users retain control and ownership of their personal and business data entered into the service. RoadFlex uses collected data solely to provide, maintain, and enhance its service offerings, and does not sell or share user data with unrelated third parties for independent use. This data includes financial transactions, fleet activity, and account information, which remain confidential and are accessed or processed in alignment with users’ permissions and legal obligations.
RoadFlex provides robust data portability rights that empower users to access and transfer their information:
Right to Access: Users can request a copy of their personal data, which will be supplied in a structured, commonly used, and machine-readable format, such as CSV or JSON.
Right to Data Portability: Customers can obtain and reuse their data across other services or to facilitate migration to other providers, supporting regulatory requirements like GDPR where applicable.
Request Process: Users may request data export or deletion via contact with RoadFlex’s support team. Exported data is structured to ensure usability and integrity for migration or personal use.
Users also have the right to request the deletion of their data from RoadFlex systems. The company provides mechanisms for permanent data erasure upon user request, subject to regulatory or contractual retention requirements. Data deletion is processed securely to prevent unauthorized access to previously stored information.
RoadFlex uses encryption and security protocols to safeguard all data in transit and at rest. Access to sensitive information within RoadFlex systems is limited by strict policies, and user consent is central to all data processing activities. These measures ensure that user rights are respected and that personal or organizational data remains protected against unauthorized access, disclosure, or misuse
Automatic Renewal: After the initial subscription term, RoadFlex contracts typically automatically renew for additional periods unless otherwise specified in the customer’s quote or agreement.
Renewal Period: The length of renewal terms (e.g., annual, monthly) depends on the type of account and what is set forth in the initial agreement or applicable quote.
Notification: Details regarding advance notice before renewal, if required, should be confirmed directly within the signed agreement or by contacting RoadFlex customer support, as this is not specifically detailed in the available online terms.
Modification of Terms: RoadFlex reserves the right to update its terms and conditions. Any changes become effective as specified within updated agreements or at renewal.
How to Cancel: The procedure for cancellation and notice requirements (e.g., written notice, notice period) are not exhaustively detailed in public documentation. Customers are generally expected to provide notice (usually in writing/email) if they wish to avoid automatic renewal.
End-of-Term Cancellation: If you cancel your subscription, it typically becomes effective at the end of your current billing cycle (monthly or annual), as is standard with SaaS platforms.
Mid-Term Cancellation: There is no explicit public statement regarding penalties or prorated refunds for mid-cycle cancellation. Customers should review their specific agreement or reach out to RoadFlex to confirm if early termination fees or refund policies apply.
Based on available public information, RoadFlex emphasizes robust security and risk management features for fleet and fuel expense management, but does not publicly claim or list specific industry-recognized compliance certifications or standards (such as PCI DSS, SOC 2, ISO 27001, etc.) on its website or third-party listings.
6-Layered Security Program
Includes transaction controls, user and vehicle validation, location and fuel type validation, fuel level tracking, and real-time fraud detection.
Integration With Telematics and Fleet Tools
Supports secure data connectivity with accounting, fleet management, and telematics providers through API integrations, which helps with regulatory and tax compliance automation (e.g., IFTA fuel tax report generation).
Visa Business Card Compliance
RoadFlex cards are issued through Visa, which mandates that all card transactions and data handling comply with Visa's global network security and operational requirements. This often implies adherence to high-level payment transaction safeguards.
