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    ProductPublished May 12, 20264 min read

    Introducing AI-Powered Estimate Extraction

    Easyfleet uses AI-powered extraction to pull line items, labour codes, and totals from uploaded estimate documents.

    By Marc Giles, Founder of EasyfleetMarc Giles is the founder of Easyfleet and has hands-on experience in fleet procurement, defleet, account management, and operations.

    The Problem With Manual Estimate Entry

    Every vendor in your network has their own invoice format. Some use PDF templates, others scan paper invoices, and a few still email photos of handwritten estimates. For decades, the only way to get that data into a fleet management system was to type it in by hand.

    That changes today.

    How It Works

    When a vendor uploads an estimate document in Easyfleet — whether it's a PDF, a photo, or a scanned image — the system uses AI-powered extraction to identify:

  1. Line items — parts, labour, sublets, and miscellaneous charges
  2. Work codes — matched against a structured fleet maintenance taxonomy
  3. Labour hours — broken out per line
  4. Totals — subtotal, tax, and grand total
  5. Vendor and unit identifiers — so the estimate is auto-associated with the right vehicle

    6. The extracted data is presented to the vendor for review before submission, so they can correct anything the AI missed or misread.

    Why This Matters for Fleet Managers

    Before this feature, a vendor receiving 20 repair requests per week might spend 4–6 hours per week on data entry alone. With AI extraction, that drops to under 30 minutes — and the data quality is significantly higher because line items are standardized against your work code library from the start.

    Fleet managers benefit immediately: estimates arrive pre-coded, pre-structured, and ready to review. Approval workflows can start faster, cost comparisons across vendors become easier, and historical reporting gets cleaner.

    Accuracy and Fallbacks

    No AI is perfect. Our extraction pipeline includes a confidence threshold — if the model isn't certain about a field, it flags it for manual review rather than silently guessing. Vendors always see what was extracted before they submit, giving them a final check before the estimate reaches your queue.

    Getting Started

    AI extraction is enabled by default for all Easyfleet accounts. The extracted information is presented for review before submission.

    Questions? Contact Easyfleet support.

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