Stop Losing Hours to Manual Fleet Invoicing Automate and Reclaim Your Time
Fleet managers waste up to 25 hours per week chasing invoices from drivers, vendors, and repair shops. Our custom AI solutions cut that to zero, delivering 3x faster processing and 40% cost savings on administrative overhead.
Join 150+ businesses with streamlined fleet operations
The "Fleet Billing" Problem
Manual entry of IFTA-compliant driver fuel receipts delays reimbursements and frustrates over-the-road teams
Vendor invoices for DOT-mandated vehicle repairs and PM services pile up, causing cash flow bottlenecks in high-mileage trucking operations
Disputed E-ZPass toll and parking fees from fleet fuel cards require hours of manual verification per tractor-trailer
Inconsistent invoicing across multi-site depots leads to compliance risks with FMCSA hours-of-service and DOT regulations
End-of-month close for CMV lease payments and commercial auto insurance premiums overwhelms small fleet accounting teams
Paper trails from AAA roadside assistance claims slow down emergency response budgeting for breakdown-prone fleets
Custom-Built Invoice Automation for Your Fleet
With over a decade in automotive AI integrations, we've optimized billing for 50+ fleet operators, reducing processing times by 70% on average.
Why Choose Us
Like tuning an engine for peak performance, we craft AI-powered invoice systems tailored to your fleet's unique rhythms—from GPS-tracked routes to vendor ecosystems. No off-the-shelf bandaids. We build from the ground up, integrating with your telematics, ERP, and accounting tools for seamless data flow. This isn't just automation; it's a production-ready asset that scales with your growing routes and vehicle counts.
What Makes Us Different:
Unlock Efficiency Gains That Drive Your Bottom Line
Reclaim 20+ Hours Weekly
Reclaim 20+ Hours Weekly: Your ops team spends less time buried in fuel receipt spreadsheets and more on HOS-compliant route optimization. Industry benchmarks from ATA studies show fleet managers regain 25 hours per week on telematics data analysis, boosting overall productivity by 35% as manual IFTA reconciliation drops to near zero.
Achieve 4x ROI in Year One
Achieve 4x ROI in Year One: Cut administrative costs by 40% on repair invoice processing, with payback in just 90 days. For a mid-sized fleet of 500+ Class 8 trucks, that's $150K saved annually on labor and error-related downtime—proven in our deployments for similar over-the-road operations.
Eliminate Billing Errors Fueling Disputes
Eliminate Billing Errors Fueling Disputes: AI cross-checks toll invoices against ELD odometer data and digital service logs, slashing disputes by 85%. This means faster vendor payments for parts and fewer chargebacks on fleet cards, keeping your cash flow steady even during peak seasons like Q4 holiday deliveries with 20% higher mileage.
What Clients Say
"Before AIQ Labs, our team was drowning in manual uploads of Comdata fuel receipts every Monday—easily 10 hours lost per dispatcher. Now, the system auto-pulls from the driver app and matches to ELD routes. We've cut processing from days to minutes, and our OTR drivers actually get reimbursed on time without constant follow-ups, improving retention by 15%."
Mike Rivera
Operations Director, TransPort Logistics (250-truck regional carrier)
"Integrating repair invoices with our Geotab telematics was a nightmare until this custom AI build. Last quarter, we saved $12K on overbilling disputes for brake and tire services alone across our 200-truck fleet. It's not flashy, but it runs like clockwork, even as we're expanding into cross-border hauls with stricter CSA scores."
Sarah Chen
Finance Manager, FleetPro Services (Midwest dry van operator)
"We handle leases for 150 Class 7 box trucks across three states, and end-of-month was chaos with mismatched UCC-1 filings and commercial auto premiums. Their AI sorted it all—approvals now take 2 hours instead of a full day, with zero compliance flags. ROI hit in two months, letting us reinvest in EV conversions without budget overruns."
Tom Hargrove
CFO, Midwest Fleet Managers (Specialized delivery network)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing workflows, from driver logs to vendor portals, to identify bottlenecks unique to your fleet operations.
Custom AI Design and Build
Our engineers construct a tailored system with AI extraction, approval routing, and integrations to your tools—tested rigorously for automotive-scale reliability.
Deployment and Optimization
We roll out the solution, train your team, and monitor for the first 30 days, fine-tuning based on real fleet data to ensure peak efficiency.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable costs like fluctuating fuel prices in fleet operations?
Our custom AI models are trained on automotive-specific datasets, including historical fuel trends and regional pricing variations. For instance, it automatically adjusts reimbursements based on odometer data from your telematics system, cross-referencing against current diesel rates from integrated APIs. This ensures accurate, real-time calculations without manual overrides. In one deployment for a regional hauler, this feature reduced reimbursement errors by 92%, saving $8,000 quarterly. We tailor the logic to your routes—urban vs. long-haul—and include alerts for anomalies, like sudden spikes that might indicate fraud. Setup involves mapping your pricing sources during discovery, so it fits your exact workflow from day one.
What integrations do you support for existing fleet management tools?
We build deep, bidirectional integrations with leading platforms like Fleetio, TMW Systems, and QuickBooks for accounting. For example, invoice data flows directly from vendor emails into your ERP, updating job costs and inventory in real time. Unlike superficial connectors, our APIs handle complex scenarios, such as syncing repair invoices with vehicle downtime logs to calculate true cost per mile. We've integrated with over 20 automotive tools, ensuring compatibility with your setup. During implementation, we test for edge cases like offline submissions from remote drivers. This creates a single source of truth, eliminating the 15-20 hours weekly many fleets lose to manual data transfers.
How secure is the system for handling sensitive fleet billing data?
Security is non-negotiable in fleet ops, where invoices often include driver details and payment info. We use enterprise-grade encryption (AES-256) for data at rest and in transit, compliant with SOC 2 and GDPR standards. Access controls are role-based—drivers see only their submissions, managers approve via secure portals. For automotive specifics, we incorporate features like geofenced approvals to prevent unauthorized claims from outside your operational areas. In a recent project for a logistics firm, this setup passed an external audit with zero findings, protecting against the rising cyber threats in supply chain billing. We also provide regular vulnerability scans and can align with your DOT compliance needs.
Can this scale as our fleet grows from 100 to 500 vehicles?
Absolutely—our solutions are designed for scalability, using cloud-native architecture that handles exponential invoice volumes without performance dips. For a growing fleet, we implement auto-scaling resources that ramp up during peak periods, like end-of-quarter closes. One client expanded from 80 to 300 trucks mid-project; we adjusted the system in weeks, maintaining 99.9% uptime and processing 5,000+ invoices monthly. Key is the modular design: add new vendor types or regions without rebuilding. We monitor usage post-launch and optimize proactively, ensuring your investment compounds as you grow, with costs scaling linearly rather than exponentially like fragmented tools.
What's the typical timeline and ROI for implementation in a fleet management company?
For most fleets, discovery and build take 4-6 weeks, followed by a 2-week testing phase—faster than custom dev norms. ROI kicks in immediately: expect 20-30% time savings in the first month, full payback in 2-4 months. A 150-vehicle operator we worked with saw $45K annual savings on admin labor alone, with invoice accuracy jumping from 78% to 98%. Factors like your current tools influence speed; we prioritize quick wins, like automating fuel uploads first. Post-launch, our support ensures sustained gains, with benchmarks showing 300-500% ROI over three years through reduced errors and faster cash cycles.
How does the AI handle handwritten or non-standard invoices from small repair shops?
Our AI uses advanced computer vision and NLP tuned for automotive docs, achieving 95% accuracy on handwritten notes—like mechanic descriptions on repair orders. It learns from your fleet's patterns during onboarding, improving over time with feedback loops. For a cross-country fleet, this cut manual reviews of shop invoices by 80%, even for varied formats from independents. If an invoice is ambiguous, it flags for human review with context, like matching to vehicle VINs. This isn't generic OCR; it's customized to extract specifics like part numbers, labor hours, and totals, integrating seamlessly into your approval flow without disrupting daily ops.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.