Vendors can now upload a photo or PDF of any estimate and Easy Fleet will automatically extract line items, totals, and work descriptions.
Processing vendor estimates has always been one of the most time-consuming parts of fleet management. Vendors submit PDFs, photos of printed invoices, or handwritten forms — and someone on the fleet side has to manually re-enter every line item into the system.
We've eliminated that step.
When a vendor uploads an estimate document — whether it's a PDF, a photo, or a scanned form — Easy Fleet's AI extraction engine powered by GPT-4o Vision analyzes the document and automatically populates the estimate form with:
The vendor can review and adjust the extracted data before submitting. The whole process takes seconds instead of minutes.
Faster estimate submission means faster approval cycles. When vendors don't have to manually re-type every line item, they submit estimates sooner — and fleet managers can review and approve them sooner. The approval bottleneck shrinks at both ends.
It also improves accuracy. Manual data entry introduces transcription errors. AI extraction reads directly from the source document, reducing the chance of a mistyped amount or missed line item holding up a repair.
AI-powered estimate extraction is available to all vendors using the Easy Fleet Vendor Portal. No configuration required — the feature is enabled by default on all estimate submissions that include an attached document.
Vendors who have been manually entering estimates can start using the upload flow immediately. If you have questions about the feature, contact support@easyfleet.ca.