Stop Losing Hours to Manual Invoice Processing Reclaim Your Time with Custom AI Automation
Fleet managers waste 15-20 hours weekly on invoice reconciliation for fuel, maintenance, and vendor payments. Our custom solutions deliver up to 80% time savings, boosting ROI by streamlining your exact workflows.
Join 250+ businesses with streamlined fleet operations
The "Invoice Overload" Problem
Manual fuel receipt matching for multiple drivers, often involving IFTA compliance logs and varying mileage rates across state lines
Delayed approvals for urgent vehicle repair invoices
Error-prone reconciliation of telematics data (e.g., GPS mileage and engine hours) with vendor bills for fleet maintenance
Tracking scattered maintenance invoices from third-party shops, including DOT inspection reports and warranty claims
Overpayments due to unverified tire and parts supplier statements, such as mismatched DOT-stamped tire serial numbers or OEM part invoices
Overpayments due to unverified tire and parts supplier statements for Class 8 trucks and heavy-duty vehicles
Custom-Built AI Invoice Automation Tailored for Fleet Operations
With over a decade of experience engineering AI for automotive efficiency, we've helped fleet companies like yours achieve industry-leading automation.
Why Choose Us
We design invoice automation systems from the ground up, integrating directly with your fleet management software, accounting platforms, and telematics providers. No off-the-shelf templates. Instead, we analyze your specific pain points—like reconciling driver logs with fuel vendor data—and build a unified AI workflow that captures, verifies, and processes invoices automatically. This isn't just software; it's a production-ready asset you own, scalable as your fleet grows.
What Makes Us Different:
Quantifiable Gains for Your Fleet Efficiency
Save 15+ Hours Weekly on Invoice Handling
Save 15+ Hours Weekly on Invoice Handling: Fleet admins spend endless cycles matching fuel receipts to telematics odometer readings and ELD (Electronic Logging Device) logs. Our system automates this matching, freeing your team for route optimization and FMCSA (Federal Motor Carrier Safety Administration) compliance checks. Expect a 75% reduction in manual entry, directly translating to higher productivity in driver scheduling and vehicle dispatching.
Achieve 6-12 Month ROI Through Cost Reductions
Achieve 6-12 Month ROI Through Cost Reductions: Overpayments on vendor invoices for parts and fuel plague 68% of fleet managers, per ATA (American Trucking Associations) benchmarks. We build AI validation that flags discrepancies in real-time, such as incorrect mileage-based fuel surcharges, cutting unnecessary expenses by up to 25%. Your investment pays off fast, with measurable savings on DOT-compliant repairs and bulk lubricant billing.
Boost Productivity with Instant Workflow Integration
Boost Productivity with Instant Workflow Integration: Like tuning a diesel engine for peak torque, our custom AI syncs invoices with your GPS telematics and CMMS (Computerized Maintenance Management System) for predictive maintenance alerts. No more delays in month-end closes for fleet-wide PM (Preventive Maintenance) schedules. Teams report 40% faster decision-making on budgeting for tire rotations and brake overhauls, keeping your vehicles rolling without financial bottlenecks.
What Clients Say
"Before AIQ Labs, our team was buried under stacks of fuel and repair invoices every week—it took two full days just to sort them against ELD logs and odometer data. Now, the system auto-matches everything to our telematics, and we've cut processing time to under an hour. Saved us about $12,000 last quarter alone on overbilling errors from fuel surcharges and unauthorized shop visits."
Mike Reynolds
Operations Director, Horizon Fleet Services (250+ vehicle trucking fleet)
"We manage 150 Class 8 trucks, and vendor invoices were a nightmare with all the third-party shops for DOT inspections and alignments. Their custom setup integrated right into our ERP, handling approvals based on our driver hierarchies and warranty protocols. Month-end reconciliation used to drag on for a week; now it's done in a day, with automated flags for non-compliant repairs. Real game-changer for keeping costs in check on cross-country hauls."
Sarah Chen
Finance Manager, Apex Logistics (Regional dry van carrier)
"Implemented this for our regional fleet of 180 semis last fall, and the ROI hit within four months through reduced overpayments on parts. The AI catches mismatches in parts invoices that we used to miss, like duplicate tire orders with incorrect DOT codes or OEM alternator billing. Our accountants are thrilled—no more late nights auditing CMMS entries, and we've improved cash flow by paying accurately on time for scheduled PM services."
Tom Vargas
Fleet Controller, Midwest TransHaul (Refrigerated freight specialist)
Simple 3-Step Process
Discovery and Workflow Audit
We dive into your current processes, mapping out invoice flows from fuel stops to repair approvals. This ensures our solution fits your fleet's unique needs, like integrating with specific telematics APIs.
Custom AI System Design and Build
Our engineers craft a tailored automation engine, using advanced frameworks to handle OCR for receipts and rule-based approvals. We test rigorously against your real invoice data for seamless performance.
Deployment, Training, and Optimization
We roll out the system with hands-on training for your team, then monitor and refine it based on live fleet data. You gain full ownership, with ongoing support to scale as your operations expand.
Why We're Different
What's Included
Common Questions
How does this automation handle varying invoice formats from different fuel vendors?
Our custom AI uses advanced OCR and machine learning trained on automotive-specific documents to parse diverse formats, from ExxonMobil PDFs to independent station receipts. We start by auditing your top vendors' invoices during discovery, then build extraction rules that achieve 98% accuracy. For edge cases, like handwritten notes on repair orders, the system flags them for quick human review. This setup has helped fleets reduce processing errors by 90%, ensuring no fuel bill slips through unmatched to your telematics data. Integration is direct, so verified data flows straight to your accounting without manual re-entry.
What kind of time savings can a mid-sized fleet expect?
For a fleet of 100-200 vehicles, expect to save 12-18 hours per week on invoice tasks alone. Manual reconciliation of fuel and maintenance bills typically eats up 20+ hours, per benchmarks from the American Trucking Associations. Our system automates 85% of that, from capture to approval, letting your team focus on route planning instead. One client saw their month-end close drop from five days to eight hours within the first quarter. ROI kicks in fast—often 4-6 months—through reduced labor costs and fewer overpayments, with full customization ensuring it aligns perfectly with your workflow.
Is this solution secure for sensitive fleet financial data?
Absolutely. We architect with enterprise-grade security, including end-to-end encryption, role-based access, and compliance with standards like SOC 2 and GDPR. For automotive fleets, we incorporate features like audit logs for every invoice action, crucial for DOT compliance. Data stays within your controlled environment—no cloud dependencies unless you choose them. We've built similar systems for logistics firms handling millions in transactions, preventing breaches while enabling seamless integrations with your ERP. Your team gets secure mobile access too, so dispatchers can approve urgent repairs without risking data exposure.
How do you integrate with our existing fleet management software?
We perform a deep API analysis of your tools—whether it's Samsara, Verizon Connect, or custom systems—and create two-way integrations that pull in real-time data like odometer readings or GPS locations to validate invoices. No brittle connectors; we use robust, custom code for reliability. For example, fuel invoices auto-match to driver routes, flagging anomalies like off-route stops. Deployment includes testing with your live data to ensure zero disruptions. Clients report 100% uptime post-launch, transforming disjointed systems into a single source of truth for fleet finances.
What if our fleet grows—does the system scale?
Yes, our solutions are built on scalable frameworks that handle expansion effortlessly. Starting with your current 150 vehicles? We design for 500+ without rebuilding. As your fleet adds routes or vendors, the AI adapts via configurable rules—no code changes needed. We've scaled automations for growing fleets, maintaining 99% efficiency even during peak seasons like holiday shipping. Monitoring tools track performance, and we provide quarterly optimizations to incorporate new data sources, like electric vehicle charging invoices. This future-proofs your investment, avoiding the costly migrations common with off-the-shelf tools.
How long does implementation take for a typical fleet?
From consultation to go-live, it's 6-8 weeks for most mid-sized fleets. Week one: audit your processes and gather sample invoices. Weeks two to four: design and build the core AI engine, integrating with your telematics and accounting. The final two weeks cover testing, training, and tweaks based on your feedback. We minimize downtime by running parallel to your current setup initially. One fleet went live in five weeks after a streamlined audit, immediately cutting their weekly invoice hours by 15. Post-launch, you're supported with a dedicated engineer for the first month to ensure smooth adoption.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.