For many fleet managers, receipt paperwork is one of the most time-consuming parts of fleet management. Between tracking down crumpled receipts and matching them to transactions, the administrative burden adds up quickly. In fact, research shows that 28.5% of managers in smaller fleets say manual recordkeeping and paperwork is their most time consuming task.
But the real cost isn’t just the hours lost — it’s the spend you can’t see when you don’t know what was actually purchased.
Fleet managers shouldn’t have to choose between manual audits and financial uncertainty. That’s why Motive is introducing AI-powered receipt reading to automatically flag non-compliant spend. This new AI receipt reading feature uses Motive Card transaction data and AI to scan receipts and classify each line item, so fleet managers get item-level visibility into every transaction.
Start eliminating blind spots with AI-powered intelligence
Merchant data can lack line-item detail. A portion of transactions often come through without Level 3 data — the item-by-item details of what was purchased — making it difficult to confirm whether each charge is in policy. This leaves managers in the dark, unable to distinguish between fuel and non-fuel items.
Motive uses advanced AI models to automatically capture and itemize every fuel stop receipt. By bridging the gap between card networks and physical receipts, Motive ensures that every in-store purchase is audited against your specific spend policies. The result? 100% visibility into every dollar spent on the road.
How it works: Enable automation from checkout to dashboard
This feature is designed and built to be seamless for both drivers and managers. Once the feature is enabled by a fleet manager, they can access the following:
- Real-time driver prompts: When the system detects a transaction is an in-store purchase at a merchant or a transaction with missing item-level data, it automatically prompts the driver to upload a photo of the receipt via the Motive Driver App.
- Instant AI classification: Motive’s AI reads the receipt in seconds, instantly classifying line items as fuel vs. non-fuel. No more manual data entry or “Misc” labels.
- Automated policy enforcement: If our AI detects out-of-policy items — like food, drinks, or unauthorized supplies — it automatically flags the transaction for manager review in the Motive Dashboard.
- Audit-ready reporting: Replace the shoebox of paper receipts. Every transaction is now backed by a digital, itemized record, reducing the time spent on manual audits and IFTA preparation.
Maximize your savings with Motive Spend Management
This new feature is the latest addition to Motive Spend Management, designed to simplify expense management and maximize savings for fleets, offering fuel discounts at over 35,000 savings partners nationwide, transparent and integrated spend reporting, and robust fraud protection.
Explore Spend Management to learn more, or talk to your Motive representative about adding the Motive Card to your Motive solution.
