Stop Losing Hours to Manual Invoice Chaos Automate Your AP Process with AI Precision
Reclaim 15-20 hours per week from tedious data entry, slashing processing costs by 40% and ensuring zero errors in your fleet payments.
Join 250+ businesses with streamlined logistics operations
The "Invoice Overload" Problem
Sifting through stacks of driver fuel receipts, parking vouchers, and vendor bills for ride-share shifts at end-of-day closeout
Manual matching of invoices to electronic dispatch logs, GPS-tracked route manifests, and load manifests for freight hauls
Delayed approvals causing cash flow squeezes during peak ride surges
Error-prone manual entry of odometer mileage, toll plaza data, and HOS (Hours of Service) logs from telematics GPS trackers
Auditing compliance for fare disputes and regulatory filings
Auditing FMCSA compliance for passenger fare disputes, DOT regulatory filings, and IFTA quarterly fuel tax reports
Custom-Built AI for Your Taxi Invoice Workflow
With over a decade in logistics AI, we've optimized AP for 150+ fleet operators, delivering enterprise-grade systems that scale with your routes.
Why Choose Us
At AIQ Labs, we engineer tailored AI solutions that ingest your invoices—whether scanned receipts from drivers or digital bills from fuel suppliers—and automate the entire process. No more fumbling with spreadsheets. Our system cross-references data against your dispatch software, flags discrepancies instantly, and routes approvals via mobile alerts to managers on the go. Built on robust frameworks, it's designed for the high-volume, real-time demands of taxi services, ensuring compliance with transport regs while integrating seamlessly with your existing tools like QuickBooks or fleet management platforms. Short on time? We handle the heavy lifting, from OCR extraction to payment scheduling, so your team focuses on keeping cabs rolling.
What Makes Us Different:
Quantifiable Gains Tailored to Your Fleet
Save 15+ Hours Weekly on Processing
Save 15+ Hours Weekly on Processing: Dispatch teams in mid-sized taxi fleets waste up to 25 hours weekly chasing and entering fuel and toll invoice details from driver logs. Our AI-powered OCR extracts and validates data against telematics in seconds, freeing staff for dynamic route optimization during peak hours. Industry benchmarks from the American Trucking Associations show a 60% productivity boost, enabling 20% more rides or deliveries served without additional hires.
Achieve 5x Faster ROI Through Cost Cuts
Achieve 5x Faster ROI Through Cost Cuts: Manual errors in invoice matching cost taxi and logistics firms 2-5% of annual revenue in overpayments and FMCSA fines. Our custom AP automation system delivers 99% accuracy in reconciling bills to dispatch manifests, reducing accounts payable overhead by $50K yearly for 50-vehicle fleets. Expect full payback in under 6 months, as verified by our implementations with regional haulage companies.
Enhance Efficiency with Real-Time Insights
Enhance Efficiency with Real-Time Insights: Track vendor performance metrics and cash outflows for fuel, maintenance, and tolls instantly via integrated dashboards, avoiding cash flow disruptions during diesel price spikes or holiday surges. Fleets using our system report 30% improved fuel budgeting accuracy, transforming invoice processing drudgery into strategic advantages—like predictive maintenance alerts keeping your fleet operational without costly downtime.
What Clients Say
"Before AIQ, our end-of-shift pile-up of driver fuel receipts and toll chits meant admins pulling 12-hour days just to match them to GPS dispatch logs. Now, it's fully automated—we saved 18 hours a week and caught a $2K duplicate vendor payment last month that would've led to an FMCSA audit headache."
Marcus Hale
Operations Manager, CityRide Taxis (Serving 200+ vehicles in urban markets)
"We integrated this seamlessly with our TMS routing software—no more approval delays for mechanic invoices during peak holiday surges; now approvals happen on my phone while overseeing depot repairs. It cut our AP processing costs by 35% in the first quarter, freeing up capital for fleet expansions."
Lena Torres
Finance Lead, Metro Fleet Services (Regional logistics provider with 150 trucks)
"The AI flags anomalous mileage claims against our telematics GPS data, which helped us audit and recover $1.5K from a vendor overcharge on tire services. Implementation took just three weeks for our 80-cab network, and it's been reliable ever since—finally, automation tailored for urban taxi fleets, not off-the-shelf software."
Raj Patel
Fleet Owner, Urban Cab Network (Operating in high-density metro areas)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow—from driver submissions to payment runs—identifying bottlenecks specific to your taxi ops. This ensures our build aligns perfectly with your dispatch and accounting rhythms.
Custom AI Design and Build
Our engineers craft a bespoke system using advanced OCR and ML models trained on logistics data. We integrate it with your tools, testing rigorously to handle peak-hour volumes without a hitch.
Deployment and Optimization
Roll out with hands-on training for your team. We monitor performance for the first month, tweaking for even faster processing—like fine-tuning a cab's suspension for smoother rides.
Why We're Different
What's Included
Common Questions
How does this automation handle the high volume of daily driver receipts in a taxi service?
Our custom AI is engineered for the relentless pace of taxi operations, processing hundreds of receipts per shift with sub-second OCR and validation. It pulls data from mobile uploads or email scans, cross-checks against GPS-verified trips, and flags anomalies like mismatched odometer readings. For a 50-cab fleet, this means handling 200+ invoices daily without manual intervention, reducing errors from 15% to under 1%. We've seen operators reclaim entire admin shifts, redirecting focus to customer service and route efficiency. Setup involves mapping your exact workflow, ensuring it fits like a glove—no generic templates here.
What integrations are possible with our existing dispatch and accounting software?
We specialize in deep, bidirectional integrations tailored to logistics tools. For taxi services, we connect seamlessly with platforms like Verizon Connect for GPS data, QuickBooks for payments, and custom dispatch systems to auto-match invoices to rides. Unlike superficial links that break during updates, our API-driven approach creates a single data pipeline—pulling fare details directly into AP workflows. This eliminates re-entry, with clients reporting 40% faster month-ends. We start with a full audit of your stack, building only what's needed for your operation, ensuring scalability as your fleet expands.
How secure is the system for sensitive financial and driver data?
Security is paramount in transportation, where data breaches can lead to regulatory fines. Our solutions use enterprise-grade encryption (AES-256) for all invoice data, with role-based access controls so drivers see only their submissions, and managers get approval views. We comply with GDPR and CCPA standards, plus transport-specific regs like those from the DOT. Automated audits log every action, providing tamper-proof trails for compliance checks. In one deployment for a regional taxi group, this setup passed an external audit with zero issues, giving peace of mind amid rising cyber threats in logistics.
What's the typical timeline and cost for implementing this for a mid-sized taxi company?
For a 20-100 vehicle operation, we deliver a fully custom system in 4-8 weeks, starting with a one-week discovery to map your processes. Costs range from $25K-$60K, based on complexity like multi-vendor integrations—far below the ongoing fees of subscription tools that add up to $10K yearly. ROI hits quickly: one client offset the investment in 4 months through 35% AP savings. We provide a detailed proposal post-consult, with phased payments and no long-term contracts, emphasizing ownership over rentals.
Can the AI learn from our specific patterns, like seasonal fare adjustments?
Absolutely—our machine learning models are trained on your historical data, adapting to nuances like holiday surge pricing or route-specific tolls. Over time, it refines accuracy by analyzing patterns, such as predicting higher fuel invoices during peak hours. For a urban taxi service, this meant auto-adjusting validations for event-driven rides, cutting manual reviews by 70%. We deploy with initial rules based on industry benchmarks, then iterate using your inputs, ensuring the system gets smarter without constant tweaks—much like a veteran dispatcher who knows every backroad.
What if we need to scale this as our fleet grows or adds new services like ridesharing?
Scalability is core to our architecture; we use cloud-based frameworks that handle 10x volume spikes without downtime. As your taxi business expands—say, from 50 to 200 cabs or incorporating Uber-like integrations—we modularize the system for easy upgrades. One fleet operator scaled from regional to city-wide ops, adding rideshare data feeds in just two weeks, maintaining 99.9% uptime. Post-launch, we offer optimization sessions to incorporate new workflows, preventing the bottlenecks that hobble 60% of growing logistics firms using rigid tools.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.