Fuel and toll invoices into accounting

A transport company's accounting department receives hundreds of cost documents every month: DKV and Eurowag statements with dozens of lines per lorry (fuel, AdBlue, tolls in several countries, ferries and tunnels) and subcontractor invoices for individual trips. They arrive in Outlook, as PDFs and from supplier portals where you have to sign in and download them. The accountant keys each one into SAP Business One and assigns it to a lorry, a trip and a cost category. Errors surface when the trip cost in CargoWise does not match what management expects and someone has to find where something was assigned to the wrong place.

The solution collects invoices on a schedule from agreed Outlook mailboxes and the DKV and Eurowag portals. Each document is split into lines: supplier, number, date, location, quantity, amount, VAT. Using the number plate, card number, date and location, lines are assigned to a lorry and a trip from CargoWise, and using the supplier and item type, to a cost category in your SAP Business One chart of accounts. The prepared batch is shown to the accountant in a table: they see the document, the recognised fields and the assignment, correct what is needed and approve the whole batch, not one invoice at a time. The approved batch is imported into SAP Business One, and trip costs are returned to the CargoWise cost column. We build it with Power Automate flows in your Microsoft 365 tenant, use AI Builder or Azure AI Document Intelligence in an EU region for document recognition, integrate with SAP Business One through an import file or API, and with CargoWise through an API, a file export or an email flow, depending on the version. If your ERP runs on our ERP hosting, the integration is simpler, but the solution also works with Sage or another accounting system.