Vehicle fleet · Digital waybills · Fuel tracking
A digital waybill on the driver's smartphone, auto-synced with the accounting system.
Paper waybills are gone. The driver fills out the form on a phone in 2–3 minutes, the operator approves it with one button, and the data syncs to the accounting system automatically over a secure channel. Fuel receipt photos, fuel control, mechanic sign-off, Excel export: all in one system.
Paper waybills cost an operator 30–60 minutes a day of data entry, and fuel consumption goes unchecked
A digital waybill on the driver's smartphone: receipt photos, one-tap approval, auto-sync with the accounting system
Frees up a full-time operator (6–8 hours of data entry a day), data in accounting right away, fuel under control: 3–7% savings
By the numbers
Problem
Where a fleet loses hours and money on paper waybills.
- Paper waybills take an operator 30–60 minutes a day to enter into the accounting system, with errors from misreading drivers' handwriting.
- Lost originals cause trouble during tax audits. Papers in a cabinet burn, get lost, get mixed up.
- Fuel receipts aren't linked to waybills, and fuel consumption goes unchecked. A classic channel for fuel theft.
- A driver forgets to hand in a waybill, and mileage, working hours and payroll "hang" until month-end.
- The mechanic and HR officer don't see the current picture and keep calling the operator asking "where's the vehicle now?"
How it works
Five steps from the driver's shift to a record in the accounting system.
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The driver opens the app on a smartphone
No app store install: it opens in the browser via a link. The driver picks their vehicle from a list and fills out the waybill.
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Every refueling requires a receipt photo
Each refueling is recorded with a photo of the receipt. Start/stop odometer readings are a mandatory check. Without them, the waybill can't be submitted.
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The operator sees a feed of submitted waybills
The admin panel shows all of the day's waybills in one list. The operator can review, fix errors and approve with one button.
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Approved waybills go to the accounting system
Automatic sync over a secure channel. Data lands in the books right away, with no manual re-entry by the operator.
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If the connection drops, data waits in a queue
When the accounting system is unavailable, data is saved and sent automatically as soon as the channel is back. Nothing gets lost.
Features
What the solution includes.
An app without the App Store or Google Play
The driver opens it in a browser via a link and installs nothing. Works on any smartphone, including older Android devices.
Fuel control via photos
Every refueling must be confirmed with a receipt photo. Actual vs. standard consumption is compared automatically. The theft channel is closed.
Three separate roles + admin
Operator, mechanic, HR officer: each has their own interface and permissions. Nobody sees what they don't need or breaks someone else's process.
Role-based chat with the driver
Each role can message the driver in a separate thread: the operator about waybills, the mechanic about repairs, HR about documents.
Document bank with escalation
A document unread for 3 days triggers a push to the driver. After 7 days, the sender gets an alert. Key documents are guaranteed to be delivered.
Queue with automatic retries
If the channel fails or the accounting system is down, no data is lost. It waits in a queue and is sent automatically.
Multi-site support
Different vehicles, mechanics and operators at different sites. Each works in its own perimeter, with a combined report for the whole fleet.
One-click Excel reports
Three sheets: by driver (19 columns), by vehicle (12), by fuel coupon (9). Five period presets: day, week, month, quarter, custom.
Economics
Before and after in one table.
| What changes | Before | After |
|---|---|---|
| Filling out a waybill | 10–15 minutes on paper | 2–3 minutes on a phone |
| Operator data entry into the accounting system | 5–7 minutes per waybill | automatic, no operator needed |
| Fuel control | paper receipts at month-end | photos in the system right away |
| Data accuracy in the books | handwriting misreads | zero manual entry errors |
| Legal protection | papers in a cabinet that can get lost | electronic archive with signatures |
A fleet of 70 drivers × 1 waybill a day = 70 a day. Manual entry at 5–7 min per waybill = 6–8 hours = one full-time operator freed up. Plus typical fuel savings of 3–7% from theft control across a fleet of 70 vehicles.
Who it's for
Where the solution works.
Any business with its own vehicles and manual waybill entry into an accounting system. The solution adapts to industry specifics and any fleet configuration.
What makes it different
Why this isn't an off-the-shelf service.
Stock fleet accounting system
Has no mobile interface for drivers, only a desktop client in the office. A driver on the road physically can't fill out a waybill without paper.
Off-the-shelf SaaS telematics
Typical telematics platforms do GPS tracking, but they don't cover waybills with refueling, receipt photos and accounting system integration.
Queue with automatic retries
Critical where the accounting system runs on-premises and the connection is unstable. Without a queue, data gets lost. We guarantee delivery.
We'll roll out digital waybills in your fleet in 2–3 weeks.
Free audit: in a 30-minute review, we'll show how many operator hours and liters of fuel a digital waybill will save your fleet per year.
Quiz · 6 questions · 1 minute
Or right away: Telegram · @one_lab_support → · [email protected]