Smarter Week

How to automate it

How to automate “hand in fuel receipts and trip sheets”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

15 min
typically, once a week
70%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Use the fleet app for location, logs, inspections and messages

Fleet apps show where every truck is, record driving hours and inspections electronically, and let dispatch message drivers. Fewer calls, and the paperwork fills itself in.

Typically saves about 45% of the time2 h to set up
  1. 1Check whether your fleet already has Samsara, Motive or Geotab.
  2. 2Turn on electronic inspections (eDVIR), hours-of-service logs and driver messaging.
  3. 3Have dispatch check the live map before phoning a driver.
  4. 4Use the fuel card and receipt capture so trip sheets build themselves.

Tools: Samsara, Motive or Geotab

Fix 2 of 2

Software feature

Snap receipts into an expense app as you go

Expensify, Ramp, Brex, Navan, SAP Concur and most corporate cards read the receipt photo and fill in the report for you.

Typically saves about 70% of the time15 min to set up
  1. 1Ask finance which expense app or card app the company uses.
  2. 2Install it and turn on receipt capture.
  3. 3Photograph each receipt when you get it, or forward email receipts to the app's address.
  4. 4Submit the auto-built report at month end.

Tools: Expensify · Ramp · Brex · Navan · SAP Concur

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Fleet / transport dispatcherDelivery driver

HourLeak · the 8-minute work audit

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Other common tasks for Fleet / transport dispatchers