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 →In-depth articleAutomating Fleet Document Management via TelegramRead → Case studiesAll case studies→

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