IFTA receipt capture
#1Trigger Fuel purchase
- Driver texts a photo of the receipt
- Extracts state, gallons and price
- Logs for quarterly IFTA
Outcome Complete IFTA records
Typical stack: SMS, spreadsheet
Trucking & logistics · Owner-operators
AI automation for owner-operator truck drivers
Spend less time on paperwork: capture fuel receipts for IFTA, send invoices and factoring packets after delivery, and keep your registration and insurance documents from expiring.
Where time leaks
Where the hours go in owner-operators
Patterns we see in this industry. Your workflow will differ; discovery confirms which ones apply.
01
Fuel receipts for IFTA are lost or crumpled.
02
Invoices and rate confirmations must be sent to factoring after each load.
03
Registration, insurance and medical cards expire.
04
Finding the next load takes hours.
05
Broker rate confirmations, detention time and lumper receipts are easy to lose, and unpaid accessorial charges add up over a quarter.
Common tools in owner-operators:DATTruckstopTruckLogicsRTS FinancialMotiveQuickBooks
Named for compatibility only. No partnership or endorsement implied; we confirm API access for your plan during discovery.
Automation recipes
5 automations built for owner-operators
Trigger → steps → outcome. Each one is a scoped, fixed-price build.
Factoring packet
#2Trigger Delivery
- Collects rate con, BOL and POD photos
- Builds the packet
- Sends to the factoring company
Outcome Faster payment
Typical stack: Email
Compliance document reminders
#3Trigger Registration, insurance, medical card or permit nearing expiry
- Reminds 60 and 30 days ahead
- Lists what is needed to renew
- Stores the new document for roadside and broker requests
Outcome No expired paperwork
Typical stack: Calendar, document storage
Next-load alert
#4Trigger Truck is empty or nearly delivered
- Searches load boards for your preferred lanes and rates
- Sends the top matches with deadhead miles
- Drafts the key questions to ask the broker
Outcome Less time searching, less deadhead
Typical stack: DAT, Truckstop
Detention and accessorial log
#5Trigger Driver arrives at a shipper or receiver
- Logs arrival and departure times when the driver taps a link
- Flags detention once your free-time limit passes
- Adds detention and lumper receipts to the invoice packet
Outcome Accessorial charges get billed instead of forgotten
Typical stack: SMS links, invoice packet
Interactive
Build your automation
Pick what starts it and what should happen next. Your workflow assembles live below. This is a planning tool; we confirm what your tools support during discovery.
Your workflow
Planning preview- Trigger
-
Add at least one step on the left.
Demo
Try a missed-call text-back
Tap "Start a missed call" and reply as the customer. Runs in your browser.
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Missed-lead revenue estimate
EstimateMove the sliders to match your business.
Est. recovered / month
Est. per year
missed → re-engaged → won per month
Estimate = leads × missed % × re-engaged % × close % × deal value, using only the numbers you entered. Not a guarantee; excludes software and build costs.
Plan my text-back automation
Demo
Watch the workflow run
Step through "IFTA receipt capture" one stage at a time. Click any step.
ROI estimate
A starting ROI estimate for owner-operators
Preset for a small team. Change the numbers to match your business.
How we implement
Built around how work actually runs in owner-operators
We start with your paperwork flow and factoring company requirements. Most owner-operators start with receipts and factoring packets, because that is where cash flow improves first. Load search alerts and compliance reminders come next, once the paperwork habits are in place.
Discovery call: We walk through your current process and tools (free, 30 minutes).
Workflow map & fixed quote: Written scope, software costs listed separately, compliance notes included.
Build in a test environment: Your accounts, test data first, then a supervised pilot.
Handover: Documentation, training and an optional support plan.
Limitations & compliance notes
- IFTA filings are the carrier's responsibility; the system organizes records.
- FMCSA hours-of-service rules apply; the assistant never asks a driver to text while driving.
- Keep originals of documents your factoring agreement or broker requires; the automation stores copies.
General information, not legal advice. Confirm requirements with your own counsel or compliance officer.
Want these automations running in your business?
Tell us your tools and the one task you'd remove first. We reply with a plan.
Part of Trucking & logistics
The broader playbook for the whole trade, including recipes that apply across specialties.
AI automation for Trucking & logistics →Related industries
Services behind these automations
FAQ
Common questions
It organizes fuel and mileage records for your quarterly filing.
Most factoring companies accept emailed packets.
No. It is designed for use while parked.
Yes. Everything runs by text message and photos, and records go to a spreadsheet or your accounting software.
It can remind you of oil changes, PM services and inspections by mileage or date and store the receipts.
No. It works by text and photos. If you use an ELD such as Motive, mileage data can be pulled in for IFTA where your account allows it.
The packet for each load is assembled the moment you send the POD photo, so it reaches your factoring company or broker the same day instead of at the end of the week.
More Trucking & logistics specialties
Freight brokerage
Post loads, vet carriers before tender, send rate confirmations in seconds, and replace manual check calls with automated tracking updates.
Moving companies
Quote moves from a virtual walkthrough, book crews and trucks without conflicts, and send required consumer documents before move day.
Towing companies
Answer every tow call at any hour, capture the caller's exact location by text link, dispatch the nearest truck and handle impound release questions without tying up dispatch.
Free tools: ROI calculator · AI readiness assessment · Experience Lab
Next step
Tell us how your owner-operators work flows today
Two short steps. We reply by email, usually to set up a 30-minute discovery call.
What happens after you submit
- 1
We read it personally
A person reviews your note. No automated sales sequence.
- 2
We reply by email
Usually with 2–3 clarifying questions and times for a 30-minute call.
- 3
You get a written plan
Workflow map, fixed quote and listed software costs before any build. No obligation.
Prefer to talk? Call (214) 891-5650 or email info@fullstopsolutions.com.
Not ready to talk? Try the ROI calculator or readiness check. No email needed.