Contents
How the service works
- 1
Dedicated email address
Once you have booked the service, you receive an email address just for your company. You give it to your suppliers as the invoice address. Invoices that arrive with you, you simply forward. Your drivers photograph fuel receipts in the driver app as before.
- 2
Capture
FleetCred takes every invoice from the email: PDF, photo or e-invoice as XRechnung and ZUGFeRD. The data is read out and the invoice appears in your incoming invoices.
- 3
Check
Our team checks whether the work matches the vehicle and the order, whether prices, quantities and totals are correct and whether the mandatory details are complete. This reveals duplicate invoices, changed bank details, the wrong fuel or an implausible mileage.
- 4
Clarify and approve
Anything that is not right, we clarify with you or the supplier. You approve checked invoices for posting and pass them to your accounting as usual, as a DATEV posting batch, an Excel file or by email.
What we check
| Check | What we look for |
|---|---|
| Work charged | Does the work match the vehicle, the damage and the approval? Was what had been ordered actually charged? |
| Prices and quantities | Hourly rates, parts, tyres and fuel compared with earlier invoices and other suppliers |
| Invoice | Totals, VAT, mandatory details, invoice number and, for e-invoices, matching the PDF against the XML |
| Duplicate invoices | same number, same amount or the same work charged twice |
| Bank details | a different IBAN from the supplier's earlier invoices, a typical sign of fraud |
| Vehicle data | fuel or charging matching the drive type, mileage and consumption plausible |
Cost transparency and cutting costs
Because every invoice is recorded with vehicle, cost centre and category, you see the costs per vehicle, per kilometre and per drive type, broken down by workshop, tyres, energy, leasing and insurance. We report anything unusual to you: vehicles with unusually high workshop costs, workshops with expensive hourly rates, high consumption, fuel that does not match the vehicle, or contracts that no longer pay off. We also propose measures to cut your costs.
We check invoices for accuracy and plausibility. Posting and tax assessment remain with your accounting department or your tax adviser.
Data protection and access
Our service team only sees the incoming invoices of companies that have booked the service, and no employee data, checks or duty rosters. Every step is recorded with name and time in the invoice history. The staff are bound to confidentiality and work according to your instructions, as set out in the data processing agreement. FleetCred stores emails that cannot be assigned to a company in encrypted form and deletes them after 30 days. All data is stored on servers in Germany.
Frequently asked questions
Do I need the Vehicles add-on for this?
Yes. The invoices go into the incoming invoices of the Vehicles add-on, where they are assigned to the vehicles.
Can we still upload invoices ourselves?
Yes. Uploading, receipt photos from the driver app and the email address work side by side. Everything ends up in the same incoming invoices.
Who approves the invoices?
You do, by default. Our team pre-checks the invoice and marks it as factually correct. If you want our team to approve invoices as well, you set a maximum amount. Above that, you approve them yourself.
What does the service cost?
A basic monthly price and an amount per invoice received in the month. The exact quote depends on the size of your fleet.
Set-up and price
The service is part of the Vehicles add-on and is activated on request. You are charged a basic price per month and an amount per invoice received. Request a quote