Lewis Auto Hire – Invoice Intelligence & Fleet Cost Automation

Who They Are

Lewis Auto Hire runs a large fleet supporting mining and industrial projects. Service invoices arrive constantly from multiple suppliers, in different formats, across many vehicles, every mistake impacts cost control and reporting.

Challenges

Manual Invoice Triage

• Staff had to open every email and PDF to check if it was an invoice or statement
• High chance of missed items, double entries, or delays

Data Entry Errors

• Extracting invoice number, dates, amounts, odometer readings and linking them to the right unit/rego was repetitive and error-prone

Lost & Misfiled Invoices

• Multi-page PDFs and documents referencing vehicles indirectly were often skipped or filed incorrectly

Poor Traceability

• Costs with no clear vehicle mapping required manual follow-up
• Slower reconciliation, weaker visibility on true cost-per-vehicle

What We Built

A full invoice intelligence and routing system tailored to high-volume fleet operations:

1. Smart Document Classification

Automatically detects:

• Invoice vs statement
• Single vs multi-invoice PDFs

Routes each to its correct workflow

2. Robust Data Extraction

Reads:

• Invoice number, issue date, due date
• Line items and totals
• Odometer / service details when available

Handles multi-page and multi-invoice PDFs reliably

3. Vehicle Matching Engine

• Matches documents to the right unit number or registration
• Handles cases where only rego is present
• Uses flexible matching logic to handle inconsistent formats

4. Exception & Fallback Handling

If the system cannot confidently match:

• Routes that entry into a controlled exception queue
• Or temporarily assigns to overheads for review instead of silently dropping it

Ensures no invoice is ever lost

5. Configurable & Future-Proof

• Built as a flexible layer that can be tuned as supplier formats change
• New patterns can be added without rebuilding everything

Results & Impact

Key Metrics

• 80%+ reduction in manual invoice processing time
• Zero invoice loss: all relevant documents are captured, even complex or messy ones
• Accurate vehicle costing:
  • Costs are tied correctly to units
  • Stronger reporting, better commercial decisions
• Clean statement handling:
  • Statements are no longer misclassified, reducing noise and follow-up

Key Benefits for Similar Businesses

• Automated repetitive admin
• Lower error rate
• Faster invoice-to-ledger pipeline
• Reliable, auditable workflow for high-volume fleets

"80%+ reduction in manual processing time. Zero invoice loss. Every document is captured, classified, and mapped correctly - eliminating the gaps that were costing us both time and money."