Stop Losing Hours to Manual Invoice Matching for Fuel Receipts and Maintenance Bills Automate It All with Custom AI

How does your automation handle varying invoice formats from different repair vendors?

We train the AI on your specific invoice types, from digital PDFs from national chains to paper scans from local shops. Using advanced OCR and pattern recognition, it extracts key details like part numbers, labor hours, and VINs with 98% accuracy—far better than generic tools. For a fleet like yours, this means no more rekeying data from crumpled receipts collected during breakdowns. We customize the model during onboarding, testing against your historical invoices to ensure it adapts to variations, such as regional tax formats or bilingual notes. The result? Processing times drop dramatically, letting your team focus on vehicle uptime instead of desk work. Plus, it's all owned by you, with no per-invoice fees.

We support deep, two-way integrations with popular platforms like Samsara, Geotab for telematics, and QuickBooks or NetSuite for accounting. Our custom APIs pull mileage data to validate fuel claims automatically, flagging any discrepancies like off-route expenses. For example, if a driver's log shows 500 miles but the invoice claims 600, it pauses approval for review. This isn't superficial syncing—it's robust engineering that handles real-time data flows without errors. We've integrated with over 50 fleet tools, ensuring your system fits seamlessly into daily operations, from dispatch to finance close.

Typically 4-6 weeks from discovery to go-live, depending on your current setup. We start with a quick audit of your invoice volume—say, 200 per week for a 50-truck operation—then build and test iteratively. Unlike cookie-cutter solutions, we avoid long delays by focusing on your priorities, like automating high-error areas first. Pilot testing with a subset of invoices ensures smooth rollout, with minimal disruption to your month-end routines. Post-launch, we provide hands-on training and monitor for the first month to hit 95% automation rates right away.

Absolutely—our architecture is designed for scalability, handling increased volumes without performance dips. As you expand to EVs, the AI adapts to new expense types like charging station bills or battery diagnostics, retraining on your data in days. For growing fleets, we've seen clients double their truck count with zero reconfiguration, maintaining sub-minute processing speeds. It's built on enterprise-grade frameworks, so you own a system that evolves with your business, not one that caps out at current scale.

Security is paramount in fleet ops, so we incorporate end-to-end encryption for all data, SOC 2 compliance, and role-based access to protect sensitive info like driver IDs or vendor contracts. For automotive regulations, it auto-generates audit trails for FMCSA-required expense docs, ensuring every invoice ties back to verifiable logs. We conduct regular vulnerability scans and offer on-prem options if needed. Clients in logistics praise this for passing audits effortlessly—no more scrambling for paper trails during inspections.

We track it precisely with built-in metrics: hours saved, error rates reduced, and cost per invoice. For a typical fleet, expect 20-30 hours reclaimed weekly at $25/hour labor, plus 5% savings on overpayments—often $20K+ yearly. We provide a pre-project ROI calculator and post-implementation reports, benchmarking against industry standards like 250% returns for AP automation in transportation. It's not vague promises; you see the numbers in your dashboard, tied to real outcomes like faster cash cycles.