AI-powered Document Capture

AI-powered document capture for Trip and Vehicle documents streamlines how fleets manage critical operational and compliance paperwork. By using automated information extraction, Motive helps organizations eliminate manual data entry, reduce errors, and ensure that both drivers and fleet managers have instant access to accurate records.

Overview

Motive provides specialized templates for common Trip and Vehicle documents that are enabled with Artificial Intelligence. AI-powered templates are easily identified in the Documents hub by a blue star icon. When a driver or fleet user uploads an image or a PDF of a document, the AI automatically identifies and extracts key data fields—such as expiration dates, jurisdictions, and unit numbers—to create a digital record.

• Reduce Manual Entry: AI handles the heavy lifting by reading and transcribing details from photos or attachments.
• Improve Accuracy: Automated extraction minimizes human error in critical compliance data like permit expiration or fuel quantities.
• Instant Organization: Extracted information is used to automatically associate documents to vehicles and to track and power alerts for document expiration. 

AI-powered Documents

AI Trip Document Templates

Trip documents help fleets gather job-specific paperwork from drivers. With AI-powered templates, drivers can quickly submit these from the road through the Motive Driver App and fleet users can quickly submit these through the Fleet Dashboard.

• Fuel Receipts: Extracts price, quantity, and jurisdiction data. This information integrates directly with the Fuel Hub for IFTA reporting and analysis.
• Bill of Lading (BOL): Simplifies proof of shipment and billing by capturing delivery details.

AI Vehicle Document Templates

Vehicle documents are used to share compliance information (like registrations or permits) with drivers via the Driver App. They are also used to track the effective date and expiration dates of these documents so that fleets can stay in compliance with expiration date reports and alerts. Vehicle documents may only be uploaded using AI by fleet users through the Fleet Dashboard. 

• Apportioned Cab Card: State-issued, apportioned registrations for vehicles crossing state lines. 
• Commercial Vehicle Registration: Standard government-issued identification.
• Insurance Identification Card: Official proof of liability coverage.
• Annual Inspection Report: Verifies compliance with FMCSA safety examinations.
• Permit: A flexible template for various legal permits.

Vehicle Documents allow for Smart Association: When an document is uploaded for AI-powered capture, the AI reads the VIN, license plate, or unit number on the document to automatically link it to the correct vehicle in an organization’s fleet. Like standard vehicle document templates, AI-powered vehicle document templates allow for Expiration Monitoring. The AI extracts the expiration date to populate the Vehicle Document Expiration alerts (if set by an admin), helping organizations track renewals proactively.

Fleet Dashboard AI-powered document creation 

Fleet users can create Trip and Vehicle documents using AI. Drivers are not able to upload vehicle documents through the Driver App; these must be managed by fleet users on the Dashboard.

Document Upload & Extraction

For most standard uploads, the process follows a streamlined automated flow:

• Template Selection: The user selects an AI-powered document template that matches the file type being uploaded.
• Document Upload: The user uploads the digital file or image to the Documents Hub.
• Automated Parsing: The system automatically parses the document based on the selected template, extracting relevant data into the form fields.
• Review and Save:  If the AI successfully identifies information for all required fields, the user can simply review the extracted data for accuracy and click Save.

AI Processing errors

The AI is designed to automatically extract data from uploaded documents based on templates. While the system is highly accurate, there are instances where it may be unable to parse a specific field—especially if the information is handwritten or in an unusual format. 

• If the AI is unable to identify information for a required field, that specific field will be highlighted in yellow (caution status). In this case, the user is required to manually enter the missing information from the document image before the system will allow the document to be saved. If date for a non-required field is not extracted, this will not be highlighted as the information is optional. 
• In the event of a system error during the upload process, the document will appear with a yellow status banner stating: "We could not extract data. Please add details manually." The details can be entered manually or, optionally, a user can cancel without saving and try to upload again. 

Driver App AI-powered document creation 

Drivers can create Trip documents using AI via submission in the Driver App. Drivers are not able to upload vehicle documents through the Driver App.

Document Upload & Extraction

For most standard uploads, the process follows a streamlined automated flow:

• Template Selection: The driver selects document template that matches the file type being uploaded.
• Document Upload: The driver uploads the digital file or image to the Documents Hub. After adding a photo or attachment, Motive's AI processes the image and fills in the required fields automatically.

Drivers do not review information extracted by AI prior to submitting a document. Drivers simply submit an image of their document. After processing, a driver will see the extracted information once it is synchronized back to the Driver App. Any review and correction is done by fleet users on the Fleet Dashboard. 
 

The Fuel Receipt template includes a required field for Drivers to select their vehicle, since this information is not contained in the fuel receipt itself. 

"Needs Review" status

If the AI cannot successfully extract a field that is marked as "required," the document will be flagged with a "Needs Review" status in the Documents Hub. This status informs fleet users that the document is incomplete and requires manual verification.

Clearing the “Needs Review” status

To finalize these documents, a user must manually review and enter the missing details:

• Identify the Document: In the Documents Hub, the user searches for files with the "Needs Review" status.
• Edit the Form: The user opens the document. A banner will indicate that some required fields were not populated. The user clicks Edit to enter the form.
• Enter Missing Details: The form will display the uploaded image alongside the data fields. The user locates the missing information on the image and manually enters it into the corresponding required fields.
• Save to Finalize: The user must complete all required fields before the document can be saved. Once the user clicks Save, the "Needs Review" status is automatically removed, and the document is marked as complete.

Processing failures

In some cases, a technical error may prevent our system from automatically processing your uploaded document. If this occurs, drivers will need to manually enter the document details to complete the submission.

How a driver knows

If a document fails to process due to a system error, drivers will see the following:

• Notification Alert: A "Processing Failed" alert will appear in your Notifications center.
• Status Banner: When a driver opens the document, a red banner will display: "We could not extract data. Please add details manually."

What drivers do next

To move forward, drivers can manually verify and enter the information from their upload:

• Select Add Details: Tap the Add details button on the document screen.
• Verify Information: The form will already include the driver’s uploaded image. Use the image as a reference to fill in the required fields.
• Submit: Once the driver has manually entered the details, they tap Submit. The document status will update, and the "Failed" alert will be cleared.

Note: This flow is specifically for system errors. If a document is readable but the AI was unable to parse the required fields due to poor image quality, this document will be marked as “Needs Review.”

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