Saving 4 minutes per service entry at 100% accuracy

Overview

Fleetio is a leading fleet management platform that helps thousands of organizations across 100+ countries track vehicle maintenance, inspections, and operations. Managing over 9 million vehicles with 8,000+ fleets, they process over 13 million repair orders through their platform. With millions of documents uploaded weekly, Fleetio needed an AI solution to automate the transcription of paper-based invoices and inspection forms into structured digital records.

The Challenge

Before implementing bem, Fleetio faced several critical challenges:

Manual Data Entry Bottlenecks: Customers were spending about 6.5 minutes manually creating each service entry — transcribing paper invoices from mechanics into Fleetio's system.

Paper-First Customer Base: "Paper is one of our biggest competitors beyond any other software competitors," Chuck Drews explained. The workforce was resistant to adopting new software, but the Fleetio product and engineering teams knew automation was essential.

Previous AI Solutions Fell Short: Fleetio had experimented with another provider, but it didn't support the line-item extraction capabilities required for service entries and invoices.

The Solution

Fleetio chose bem to power automated document processing across their platform:

Automated Invoice Processing: bem's AI transformation and routing capabilities enabled automatic extraction of service entry data from mechanic invoices, including line items, totals, and service details.

Maintained Paper Workflows: The solution allowed customers to continue using familiar paper processes while adding digital efficiency through photo upload and automatic transcription.

Financial Accuracy: Critical for service entries that act as receipts, bem's processing maintained precise total calculations and financial data extraction.

Results

Since implementing bem, Fleetio has delivered significant value to their customers:

Dramatic Time Savings: Processing time dropped from 6.5 minutes to 2 minutes per service entry — a 65% reduction. With some customers processing hundreds of entries monthly, this translates to 90+ hours saved of manual work.

Exceptional Accuracy: "The totals, they were accurate. Right. That was the biggest thing, and it's been spot on," noted the Fleetio team.

Exceeded Expectations: "We have not experienced any hiccups so far. The process has exceeded expectations as far as what we thought was going to happen," Chuck reported.

Given bem has provided 100% accuracy for all totals flowing through from Fleetio customers, the teams are now expanding into other use cases and document types.