Stop Losing Hours to Manual Fleet Invoicing Automate and Reclaim Your Time
Fleet managers waste 15-20 hours weekly chasing paper invoices and reconciling driver logs. Our custom AI solution delivers up to 80% time savings, slashing costs by $50K annually for mid-sized operations.
Join 250+ businesses with streamlined fleet operations
The "Fleet Billing" Problem
Manual entry of IFTA-compliant fuel receipts and DOT mileage logs delays invoicing for cross-country OTR hauls, often extending payment cycles by 10-15 days
Disputed invoices from drivers and clients eat into profitability on long-haul routes
Reconciling PM service bills with ELD-tracked fleet downtime causes month-end bottlenecks, inflating idle time costs by up to 20% in high-volume logistics
Paper-based toll and parking reimbursements create compliance risks in regulated trucking
Inconsistent vendor billing for OEM parts and warranty repairs fragments your fleet's TCO visibility, obscuring true per-mile operating costs
Delayed approvals for emergency repairs tie up cash flow during peak delivery seasons
Our Custom AI Invoice Automation Built for Your Fleet
With a proven track record in automotive integrations, we've optimized billing for 50+ fleet operations, delivering enterprise-grade efficiency.
Why Choose Us
Like upgrading from a clunky old rig to a precision-tuned engine, our AIQ Labs solution transforms your invoice chaos into a seamless workflow. We build a tailored AI system that ingests data from telematics, driver apps, and vendor portals, automating everything from capture to payment. No more sifting through stacks of receipts after a 500-mile run. Instead, get instant, accurate billing that matches your exact routes and regulations. This isn't off-the-shelf software—it's a custom-built powerhouse designed to fit your fleet's rhythm, ensuring compliance with DOT standards while boosting your bottom line.
What Makes Us Different:
Unlock Time and Cost Savings That Drive Fleet Growth
Reclaim 15 Hours Weekly on Admin Tasks
Reclaim 15 Hours Weekly on Admin Tasks: Fleet admins spend endless shifts verifying HOS-compliant mileage against fuel invoices from EFS cards. Our AI automates this via telematics integration, freeing your team to focus on load planning and CSA score improvements. Industry benchmarks from ATA show a 75% reduction in processing time, translating to $40K+ annual savings for a 50-truck operation handling 200,000 miles monthly.
Achieve 5x Faster ROI Through Error-Free Billing
Achieve 5x Faster ROI Through Error-Free Billing: Manual errors in fleet invoicing, like mismatched odometer readings, can cost 2-5% of revenue in FMCSA disputes and rework. Our system uses AI to cross-check against GPS and ELD data, cutting disputes by 85%. Expect payback in under 6 months for operations with 100+ daily dispatches, with ongoing efficiency gains that scale as your fleet expands to include reefer units.
Boost Productivity with Real-Time Cash Flow Insights
Boost Productivity with Real-Time Cash Flow Insights: Waiting on approvals for roadside breakdowns stalls payments and strains vendor relationships. Get instant dashboards showing invoice status by route, VIN, or trailer ID, accelerating collections by 30% even during peak seasons like Q4 holiday surges. This means tighter budgets for DEF fluid and tire rotations, without the guesswork in variable-rate fuel hedging.
What Clients Say
"Before AIQ, our billing team was buried under IFTA fuel receipts from 120 OTR drivers—taking two full days every week just to reconcile ELD logs with EFS card swipes. Now, the AI pulls data straight from our Samsara telematics, and we've cut processing time to under an hour per cycle. Saved us about $25K last quarter alone on overtime and avoided a potential FMCSA audit fine."
Mike Reynolds
Operations Manager, TransLink Freight Haulers (a 150-truck regional carrier specializing in dry van loads)
"Disputes over PM invoices for engine overhauls were killing our margins on Midwest regional hauls with 53-foot trailers. After implementing their custom automation integrated with Geotab, approvals happen in real-time via mobile app for drivers, and errors dropped to zero. It's like having an extra fleet coordinator just for billing—our cash flow improved by 25% in the first three months, letting us bid on more LTL contracts."
Sarah Patel
Finance Director, Midwest Logistics Partners (managing 80 Class 8 trucks for less-than-truckload services)
"We run a tight 40-truck fleet of day cabs, and toll reimbursements via EZ-Pass were a nightmare with paper logs from yard jockeys. AIQ built this right into our workflow, integrating with EFS fuel cards and Verifone for auto-verification. No more chasing drivers for scans during peak urban deliveries; everything's auto-matched to routes. ROI hit in four months, and our accountants actually have time for analyzing per-diem driver pay strategies now."
Tom Vargas
CFO, Apex Delivery Network (a 40-unit short-haul fleet focused on last-mile e-commerce in the Northeast)
Simple 3-Step Process
Discovery and Mapping
We dive into your fleet's current invoicing pain points, from driver logs to vendor syncs, to map a custom blueprint that fits your operations like a glove.
AI System Build and Integration
Our engineers craft the AI core, linking it to your telematics and accounting tools for seamless data flow—no more manual bridges between systems.
Testing, Launch, and Optimization
We test rigorously on real fleet data, launch with minimal disruption, and fine-tune based on your feedback to ensure peak performance from day one.
Why We're Different
What's Included
Common Questions
How does this integrate with our existing fleet management software?
We start by auditing your current stack—whether it's Samsara, Geotab, or KeepTruckin—and build direct API connections for bidirectional data flow. For instance, invoice data pulls mileage and hours directly from telematics logs, eliminating manual uploads. This custom integration ensures no disruptions to your dispatch or tracking, and we've done this for fleets using everything from ERP systems to simple Excel trackers. Setup typically takes 4-6 weeks, with full handover including maintenance docs so your IT team can manage it ongoing. The result? A single pane of glass for billing without the usual integration headaches.
What kind of time savings can a 50-truck fleet expect?
Based on our deployments, mid-sized fleets see 12-18 hours saved weekly on invoicing tasks alone. Think about it: instead of your ops team manually entering data from 200+ daily receipts, AI handles extraction, validation, and routing in seconds. One client reduced their month-end close from 5 days to under 24 hours, freeing staff for proactive maintenance planning. We benchmark against industry standards like the 20% admin overhead in trucking reports, and our ROI calculator projects payback in 4-7 months through labor and error reductions. It's not just time—it's redirecting that energy to growing your routes.
Is this solution compliant with DOT and FMCSA regulations?
Absolutely, compliance is baked in from the ground up. We design the AI to flag anomalies in hours-of-service logs tied to reimbursements, ensuring adherence to ELD mandates and IFTA reporting. For example, the system auto-validates fuel taxes by state during cross-border hauls, reducing audit risks. Our team includes experts who've navigated these regs for logistics firms, and we include built-in audit trails for every invoice step. Unlike generic tools, this custom build adapts to your specific carrier status—whether interstate or intrastate—keeping you audit-ready without extra manual checks.
How much does a custom invoice automation system cost for our fleet?
Costs are tailored to your scale, but for a typical 30-100 vehicle operation, expect $25K-$60K for the full build, including integration and training. This covers everything from initial mapping to a live, optimized system—far below the ongoing fees of multiple subscriptions that add up to $10K+ yearly. We focus on ROI: with 15 hours/week saved at $30/hour labor rates, you recoup in months. No hidden fees; we provide a detailed quote after discovery, emphasizing the shift to owned tech that pays dividends as your fleet expands, unlike rented tools that lock you in.
Can we start small and scale as our fleet grows?
Yes, we design for modularity from day one. Begin with core invoicing for fuel and tolls, then layer on features like predictive maintenance billing as needed. Our architecture uses scalable cloud frameworks, so adding vehicles or new vendors is plug-and-play—no rebuilds required. A client started with 20 trucks for basic automation and expanded to full AP in six months without downtime. This phased approach minimizes upfront risk while building toward a comprehensive fleet OS, ensuring the system grows with your business demands like seasonal surges or acquisitions.
What if our drivers aren't tech-savvy—will this work for them?
We make it driver-friendly by design, with simple mobile interfaces that feel like submitting a timesheet. No complex apps; they snap a photo of a receipt via a basic web link, and AI does the rest—extracting details and routing for approval. Training takes under 30 minutes, and we've seen 95% adoption in blue-collar fleets. For resistance, we include fallback options like voice input for on-road submissions. The goal is empowerment, not overload—drivers get instant confirmations, reducing follow-ups and building trust in the system across your entire operation.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.