The system assigns lines from fuel and toll invoices to vehicles and periods. Unknown registration numbers go to an employee.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does cost invoice automation for a transport company cost, and when does it pay back?
Short answer
Cost invoice automation for a transport company costs from €3,000 net. In our scenario it pays back in 1.4 months. Today, assigning 3,000 lines from fuel and toll invoices by hand costs €2,618 a month. With the system, the same work costs €399. A person settles the exceptions. The system does the retyping and matching that take the most time today. The test on your process is free.
Statistics
Transport, invoices and e-invoicing statistics 2025
1,869 bn tkm
According to Eurostat (2025), road freight transport in the EU reached 1,869 billion tonne-kilometres in 2024.
a month for assigning 3,000 lines from fuel and toll invoices by hand
Today€2,618
With the system€399
Payback: 1.4 mo.
In your company
Small fleet
1,000 lines · €873 a month
4.1 mo. payback
Mid-sized haulier
3,000 lines · €2,618 a month
1.4 mo. payback
Large operator
8,000 lines · €6,980 a month
0.5 mo. payback
The team gets back about 64 hours of work a month, or 8 working days, and the company €26,628 a year. We count after the time a person spends checking and after the model cost.
3,000 × 1.5 min = 75 h × €34.90 = €2,618 a month. With the system, a person checks the output in 15% of the old time (€393) and the model costs €5.97. That leaves €399. The saving is €2,219 a month, so €3,000 pays back in 1.4 months.
Assumptions: 1.5 minutes per line from a fuel or toll invoice and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: Claude Sonnet 5.5, about 600 + 100 tokens per line, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
foap.com customer service: 95% of replies are sent automatically.
Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.
the system sends the answers itself, without human typing
95%
the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median)
30 s
time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft
100%
e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate)
47 h
less work for every 1000 answers (estimate)
Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.
Our invoice coding system assigns the cost to a cost centre with its basis and holds what it cannot confirm. In transport the cost centre is the vehicle, and the basis is the transaction list. Demonstrator on synthetic data.
“We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”
Reading the summary invoice and the transaction list
Assigning lines to a vehicle and a period
A queue of lines with an unknown number
An export to the TMS or your finance software
What happens to your data
You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.
After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider. With several departments or companies, the engineer suggests a Process Audit from €600 net: a map of the flow and a fixed quote. We deduct the audit fee from a build signed within 3 months.
Questions
How much does automating vehicle costs cost?
From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own invoices.
Would the import in our TMS be enough?
We check that first. If your TMS reads the statements from your fuel and toll suppliers, it is enough. The system makes sense when the formats differ and someone clears up lines with an unknown number by hand.
When does it not pay off?
Below 340 lines a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the team, from €1,150 net.
What about a corrected fuel invoice?
The correction goes to the same vehicle and period as the original line. The system makes sure no second cost appears.
What do we need to prepare?
A list of vehicles with registration numbers, invoices and statements from your fuel and toll suppliers from recent months, and the person who clears up differences today.
What our OpenAI and Anthropic partnerships mean for you.
OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.
Claude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.
Participation in programs does not mean that OpenAI or Anthropic endorses our services.
customer service
