Assigning vehicle costs to the right car

A company with ten vehicles receives two very different invoices: a monthly fuel invoice from the station with hundreds of lines, and a repair invoice from the garage. In both, the cost has to be assigned to a specific vehicle – the car is just identified differently on each. That is exactly the work Ezura does automatically.

Why assigning transport costs by hand hurts

Transport costs are almost never one number. They need to be split – by vehicle, by department, by project or site. Doing it manually means reading every line, working out which car it belongs to and picking the right dimension. The errors are quiet ones: the invoice total still matches, the cost just sits against the wrong car.

Fuel invoices: linked through the fuel card

A fuel invoice usually carries no licence plate – each line shows the fuel card used to pay. Ezura reads that card number from the invoice and matches it against your list of vehicles: because each card is already assigned to one car, the cost lands on that car automatically. No plate is needed – you set up once which card belongs to which vehicle.

So a hundred-line fuel invoice reaches your accounting already split by vehicle – with no manual division after export.

Repair invoices: the licence plate is recognised

A garage or repair invoice has no card, but it almost always shows the licence plate of the vehicle that was serviced. It is not part of the standard VAT or totals structure, so Ezura finds it in the invoice text itself – whether that is a clean PDF or a scan. A clean digital document is read directly; if the invoice is scanned or harder to read, AI recognises the plate instead.

The plate is then standardised: "ABC 123", "abc-123" and "ABC123" become one form, so suppliers writing plates differently do not create three separate "vehicles" in your books.

The card or plate becomes a dimension, not a note

Neither the card nor the plate is just dropped into a comment – it becomes the value of a specific dimension, "Transport" or "Vehicle", for example. Depending on the invoice, it is assigned either to the whole document or to each line separately. On a fuel invoice the right answer is the line: one invoice, ten vehicles, ten different dimension values.

Not just the car: any field on the invoice

Recognising the vehicle is not a separate feature – it is one use of the same field-extraction system. The same logic pulls out other fields that matter to you:

• •a contract or purchase-order number
• •a site, construction object or delivery location
• •a responsible person or department
• •any other recurring field on your suppliers' invoices

Each of them can become a dimension or a free-text value carried into your accounting system. That is the difference between reading an invoice and understanding it: competitors export a file, Ezura exports a classified record.

What changes in practice

• •A hundred-line fuel invoice is prepared in minutes, not an hour
• •Transport costs are visible per vehicle – without a side spreadsheet
• •Cards and rules are set once and apply to every invoice from that supplier
• •The accountant reviews the result instead of entering data

We set the cards and rules up with you, based on your own suppliers' invoices – usually a single sample PDF is enough.