Fuel receipts
Fuel receipts, captured on the road and filed automatically.
Fuel is usually a fleet’s biggest running cost, and the hardest to keep track of. With CarFai, drivers photograph each receipt as they pay. AI extracts the details and files it to the right vehicle, so fuel spend is accurate, on time and comparable across vehicles.
The problem
Why fuel spend gets out of hand
Paper receipts get lost
Thermal receipts fade, get crumpled in a pocket or never leave the cab. Every missing one is a cost you can’t account for.
Month-end chasing
Collecting receipts from every driver at the end of the month is slow, and costs land in the wrong period.
No link to the vehicle
A pile of receipts or a card statement shows totals, not which vehicle used what, so an inefficient vehicle or an unusual fill-up goes unnoticed.
How it works
At the pump, in under a minute
- 01
Snap
The driver photographs the receipt in the CarFai app before leaving the station.
- 02
Check
AI reads the amount, vendor, date and category in seconds. The driver checks the fields and confirms.
- 03
File
The cost is attached to the driver’s assigned vehicle and appears in the fleet’s reports straight away.
What you get
Accurate fuel spend, without the paperwork
Seconds per receipt
No typing. The receipt is read before the driver puts the phone away.
Review before saving
The extracted fields appear on a review screen, so the driver can correct anything before it is saved.
Fuel spend per vehicle
See fuel cost per vehicle and per period, and compare vehicles on cost per kilometre.
The receipt stays on file
Each document is kept with its vehicle, searchable and exportable when the accountant or an auditor asks.
Every other receipt too
The same capture works for repairs, parking, tolls, fines and registrations.
Ready for the accountant
Export fuel and other costs to PDF or CSV per period, by vehicle or by category.
Questions fleet managers ask
What if the photo is blurry or the receipt has faded?
The driver sees the extracted amount, vendor and date on a review screen and can correct any field before saving.
Does it work with fuel cards?
CarFai works from receipts and invoices, whatever the payment method. A driver paying with a fuel card photographs the receipt the same way.
Can a driver submit a receipt for the wrong vehicle?
Drivers submit costs for the vehicles assigned to them, so each receipt lands on the right vehicle.
Which languages does the app support?
English, French, Spanish and Arabic, so each driver can use the app in their own language.
Do drivers need training?
Hardly any. If a driver can take a photo, they can submit a receipt. They join by invitation and only see their own vehicles.
Related guides
More fleet features
- Fleet expense tracking without the spreadsheet.
- Fleet maintenance planned from real service history.
- Every vehicle document in one place, with reminders before they expire.
- Fleet reports that answer questions, not just add up totals.
- A driver app your team will actually use, and a fleet that stays yours.
- Fleet overview
Never chase a fuel receipt again.
Your drivers capture, CarFai files. Plans for fleets of 3 to 200+ vehicles.
