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 a 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. Documents can be uploaded one-at-a-time or in bulk. The information extraction and document review steps are the same whether a document is uploaded individually or as part of a bulk upload. Bulk uploads have additional guidelines detailed below. 

Single Document Upload & Information Extraction

AI-powered document creation follows this process:

• 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.

The AI is designed to automatically extract data from uploaded documents based on templates. There are instances where the AI is not able to parse some information, 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 a 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. 

Bulk-uploading documents with AI

Fleet users can upload up to 500 document files at once using bulk upload. The AI classifies the type of document that is associated with each file that is uploaded, and then it extracts key fields according to the Information Extraction process outlined above.

Note: Only vehicle documents can be uploaded in bulk at this time. Uploading trip documents in bulk will be available in Summer 2026. Ask your Account Manager for early access.

• Finding the Bulk Upload interface: Open the dropdown next to Add document and select Bulk upload. 
• Template Selection: Click the Document types dropdown and check the boxes for the document types you want to upload. AI will only attempt to classify the uploaded files according to the document types that you have selected.
• Vehicle Selection: If you are uploading multiple files for just one vehicle, you may optionally select that vehicle from the Vehicle dropdown. If you are uploading files for multiple vehicles, leave the Vehicle field empty, and the system will automatically associate each document with the correct vehicle using the VIN, license plate, or unit number found in the document.
• Upload and Process: Click Upload or simply drag and drop the vehicle document files for upload. Supported file types are PDF, JPG, and PNG (up to 50 MB per file, up to 500 files per session). Once you have uploaded all the documents, click Process to initiate AI processing.
• Uploads in progress: Large batches of documents will take time to upload and are especially dependent on the speed of your internet connection. You may navigate across the Fleet Dashboard while uploads process in the background. A status bar in the lower right will show the uploads in progress. If you close your browser or log out of the fleet dashboard before all files are uploaded, the upload operation will not complete.
• Completion notification: You will be notified once all files have been processed by AI through a message in the Notification Center and a link to view the documents in the Upload History page.  

The Upload History page shows all files that have been uploaded in bulk and whether the file was successfully processed with AI. A file can complete processing (Complete on Upload History) while one or more of its resulting documents still need review because some required fields were not able to be parsed (Needs Review on the Documents page).

• Finding Upload History: Open the dropdown next to Add document and select View upload history. The Upload history page displays a complete list of all the files uploaded by your fleet. For every file, you can view the file name, the uploader, upload details, and status.
• Bulk Upload File Status: Each uploaded file can have one of the following statuses:
  • Processing status is displayed for files still being processed.
  • Complete status is displayed when document creation finishes successfully. If a page in the file is omitted (because it is blank, for example), a corresponding message will be shown under the completion status.
  • Failed status is displayed along with one of the following details:
    • Document type not supported. Upload manually. This will occur if a document is uploaded that does not match one of the selected document types. It will also occur if the user specifies that they are uploading a certain document type but the uploaded file does not match.
    • Something went wrong. Try again. This will occur if there is an error in processing.
    • Multiple documents in one file. Upload them separately. This will occur if a single file is uploaded that contains multiple vehicle documents.
• Preview: Each row in the bulk upload history can be clicked to see a preview of the file that was uploaded and a link to the document that was created. 

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 the 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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