Why use Post Office?
Centralization: A single hub for invoices, fines, and vehicle papers.
Intelligent Naming: No more cryptic filenames like "SCAN_1234.pdf".
Time Savings: The AI handles the legwork; you just provide the final "OK".
Who can access Post office [Beta]?
Users on Pro & Enterprise packages can secure early access today. This allows you to thoroughly test all features and integrate them into your workflows before the official launch.
Using a different package and want to test Post Office? Contact your Account Manager or our Support team.
How it Works
By leveraging AI Post Office automatically identifies, names, and routes your documents to the correct entities within your fleet management system.
The process is designed to be seamless, moving from ingestion to organization in three simple steps:
Ingestion: Upload files via drag-and-drop or use your unique Post Office email address to forward documents directly from your scanner or service provider.
If your company has several organisations, you can create a separate email address for each of them. See the FAQ "How do I set up a Post Office email address for a sub-organisation?".
AI Processing: The system identifies the license plate, date, and document type. It automatically suggests a standardized name and the appropriate target folder.
Review & Confirm: Confirm suggestions individually or use bulk actions for maximum speed.
Supported Document Types
During the current Beta phase, Post Office is optimized for the most common fleet management document types.
Document Type | AI Actions Performed |
Fines | Automatically creates a new fine record and suggests a standardized document name. |
Invoices | Creates a new invoice entry and suggests a standardized document name. |
Vehicle Docs | Identifies the vehicle, suggests the correct sub-folder (e.g., "handover protocols"), and files it in the vehicle record. |
Damage Docs | Adds documents to existing damage records or assists in creating a brand-new damage record via AI. |
Bundled documents (multiple documents in a single PDF, e.g. a scan) | The AI suggests where the split should be made; you confirm this; each part is then saved as a separate document. |
What is coming next:
Driver documents
Leasing contract adjustments
Registration certificates (VIN lookup)
UVV/TÜV task completions
Leasing or procurement quotes: Please continue to use the dedicated procurement module.
Managing Your Documents
Auto-Naming & Folders
The AI constructs document names by extracting the date, the object (e.g., License Plate), and the document type.
Missing dates? The AI defaults to the upload date.
Where do Vehicle Docs go? The AI scans your existing vehicle folder names. The more descriptive your folder names are, the better the AI becomes at matching them!
Confirming Documents
A document can be confirmed once all required fields are identified. You have three ways to finish the job:
Individual Review: For documents requiring close inspection. Open the document, check the data, and click "Confirm."
The Review Queue: A guided workflow that leads you through all new documents. Use the "Review" button in the top right to process all pending documents efficiently one after another.
Bulk Actions: Select multiple documents and use "Bulk Confirm."
Note: Bulk confirmation automatically applies AI-suggested names and folder placements.
Status Definitions
Error: This usually occurs during the invoice readout if data is missing or the format is unsupported. These must be deleted or re-uploaded.
Unsupported: The AI doesn't recognize the document as a fleet-specific type (e.g., a general marketing letter). You can manually categorize these or delete them.
Frequently Asked Questions
Who can see and upload documents in the Post Office?
Only users with Write Access can upload. Visibility is restricted by Organization; you will only see documents assigned to your specific Org level or below.
Documents sent to the email address of a sub-organisation can be seen and edited by members of that sub-organisation and of all organisations above it. Access only passes upwards: members of sister organisations or of organisations below it cannot see these documents.
Can I still use the standard Fine and Invoice readout features?
Yes! Post Office is an "extra front door." Any document confirmed in Post Office will automatically appear in your existing Fines or Invoice readout pages. The main advantage of Post Office is the ability to upload multiple fines at once, which was previously limited.
How do I handle new damages?
If a document refers to a damage case that doesn't exist yet, simply click "Create New." Post Office will open a new tab to help you set up the record (supported by AI).
How do I set up a Post Office email address for a sub-organisation?
Go to Settings > Post Office and click Add Post Office email address. Choose the organisation, adjust the email handle to your needs and confirm to activate the address. Only admins can do this.
Who can see documents sent to a sub-organisation's email address?
The members of that organisation and of all organisations above it. Example: your hierarchy is Germany > Munich > Schwabing. A document sent to the address of Munich can be seen by Munich and Germany, but not by Schwabing or by sister organisations such as Cologne.
I use a SmartScan email address for invoices. Do I have to change anything?
No. Your SmartScan and fine import email addresses keep working, and you can keep using them. If you want to choose the handle yourself, or have one address per organisation, you can switch to a Post Office email address.