Transport company · fleet accounting
Fleet Control: fleet invoices and fuel under control
Supplier invoices arrive by email and sort themselves by vehicle and cost category, while fuelling is checked against mileage.
Before
Vehicle handovers, invoices and fuel control were handled manually, on paper and by email. Mistakes and extra costs were noticed far too late.
After
Incoming email is processed automatically: invoices are recognised, checked and posted, and files go to an archive on Google Drive. Fuelling is checked against mileage and fuel cards, and deviations arrive in Telegram.
What the solution does
- Invoices from email with no manual data entry
- A wrong company or vehicle on an invoice becomes an issue with a Telegram alert
- If the line items do not add up to the total, the system shows it
- Fuelling with another vehicle's card or a wrong odometer reading goes to the issue list
- Cost per kilometre from all running costs: fuel, AdBlue, tolls, repairs, leasing
- Driver cost and costs per vehicle
- Questions about fleet data in plain language via AI
- Interface in four languages, light and dark themes
Results
~30 PDF invoices turned into tables and charts in the first week
30 fuel anomalies detected automatically
An extra €500 invoice caught in the first week: another contractor was supposed to pay it
Built with
DjangoPostgreSQLGmail APIGoogle DriveTelegramAI model
ServiceEmail and documentsLearn more →ServiceAI in processesLearn more →ServiceReports and dashboardsLearn more →YouTubeShort videos about this case, each under a minute (in Ukrainian)Watch the playlist →In-depth articleAutomating Fleet Document Management via TelegramRead → Case studiesAll case studies→
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