Managing a fleet of 80 vehicles without automation means a mountain of paper: handover acts, invoices, fuel reports, maintenance logs. Most of it is done manually — and that's where errors, losses, and delays live.
Case study: logistics company, 80 vehicles
A client needed to bring order to a fleet of 80 commercial vehicles: document flow, fuel expense tracking, email invoice processing, and monthly reporting — all previously handled manually.
What was automated
Vehicle handover acts
The driver opens the bot, completes a structured quiz: vehicle condition, mileage, fuel level, visible damage. The bot asks for photos and video. On completion, it auto-generates a handover act PDF and saves it to Google Drive in the correct folder.
Invoice processing
Invoices arrive by email as PDF attachments. The bot monitors the mailbox, extracts key data (amount, contractor, date, vehicle number), logs it to Google Sheets, and moves the file to the appropriate folder. If something doesn't parse — it flags it for manual review.
Fuel anomaly detection
The bot compares declared fuel top-ups against mileage and consumption norms. If numbers don't add up — for example, a full tank was reported but the vehicle barely moved — the administrator receives an alert immediately.
AI monthly and annual reports
At month-end, the AI compiles a summary: total costs by vehicle, anomalies, top expense categories, cost per kilometer. The same is done annually. The manager gets a ready-to-present report, not raw data.
💡 The €500 finding: in the first week the system found a contractor invoice with an inflated amount. The invoice had been paid in previous months without anyone noticing. The bot flagged it immediately.
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