AI document reader for vehicle dealers
Upload or email in supplier invoices, preparation bills, parts invoices and V5Cs. AI reads each one, matches it to the right vehicle by its registration and to your suppliers, and lays it out beside the original in the Vehiso DMS (Dealer Management System). You check it, press File, and the costs land on the vehicle and in your accounts without any typing.
Included on every paid plan, alongside the other AI features. Nothing is filed until someone in your team has checked it.
Check and file
Preparation billSupplier
Shine Valeting Ltd
MatchedFull valet
£150.00
Smart repair, rear bumper
£220.00
Alloy wheel refurbishment
£180.00
From a pile of paperwork to filed costs
The document reader sits under Administration in the Vehiso DMS, with a Read a document button on Expenses too.
Send it in
Drag in a PDF or a photo taken on your phone, several at once if you like, or forward the supplier's email to your dealership's own document address.
AI reads it
The supplier, reference, dates, each line, the VAT and the totals are read for you. Each line is matched to a vehicle in your stock by its registration, and the supplier to the ones you already use.
You check and file
The original sits beside what was read. Change anything that needs it, press File, and each line goes where you chose.
The paperwork a dealership actually gets
Common UK supplier invoices, whatever their layout, plus the V5C.
Vehicle purchase invoices
Set the purchase price on the vehicle you bought, so its profit is right from the day it arrives.
Preparation bills
Valeting, smart repair, paint and alloy work, each line put against the vehicle it was done on, even when one bill covers several.
Parts invoices
Parts bought for a vehicle are added to its costs, and anything else can be filed as an overhead.
V5Cs
The document reference, VIN, first registration date, colour and previous keepers, offered as updates you tick one by one. Nothing on the vehicle changes unless you tick it.
General supplier bills
Bills that are not for a vehicle, such as utilities or advertising, are filed as overheads under the category you choose.
Email it in
Each dealership has its own document address. Forward an invoice to it, or give it to your suppliers, and every attachment waits in the reader for you to check.
Nothing is filed until you say so
AI does the reading, not the deciding. Every document waits on the review screen until someone in your team has checked it and pressed File.
- The original document is shown next to what was read, so checking takes seconds
- Every field can be changed: the supplier, dates, each line, the vehicle, the category and the VAT
- Choose for each line whether it is a cost on a vehicle, the vehicle's purchase price, an overhead, or not filed at all
- You are warned when the lines do not add up to the printed total, or a registration is not in your stock
- A new supplier can be added to your supplier list as you file
Straight into your accounts
Costs and overheads are filed as expenses, so with Xero, QuickBooks or Sage connected each one goes across as a supplier bill, just as if you had typed it into Vehiso yourself.
Explore more of the platform
Expense management →
Every overhead with its receipt and VAT, and costs put against stock vehicles.
Accounting integrations →
Sales invoices, payments, purchase orders and expenses flowing into Xero, QuickBooks or Sage.
Preparation and reconditioning →
Track every vehicle through preparation, with the cost of the work on its card.
Frequently asked questions
What can the document reader read?
Vehicle purchase invoices, preparation bills, parts invoices, V5Cs and general supplier bills, sent as a PDF or as a photo (JPG, PNG, WebP or HEIC). A photo taken on a phone is fine, as long as the text is readable.
Does anything get filed automatically?
No. Every document waits on the review screen, and nothing reaches a vehicle's costs, your expenses or your accounts until someone in your team has checked it and pressed File.
How does it know which vehicle a cost belongs to?
It reads the registration on each line and looks it up in your stock. If a registration is missing or not found, the line is flagged and you choose the vehicle yourself, or file it as an overhead instead.
How does emailing documents in work?
Your dealership has its own document address, shown in the DMS. Forward a supplier's email to it, or ask suppliers to send invoices there, and each attachment appears in the reader ready to check. Logos in an email signature are ignored. If the address gets passed around more than you would like, you can replace it with a new one.
Is it included in my plan?
Yes. The document reader is included on every paid Vehiso plan, alongside the other AI features, with no charge per document. It can be switched off under AI features in the DMS.
Who in my team can use it?
Anyone with the Expenses permission can upload, check and file documents. Setting a vehicle's purchase price or updating it from a V5C also needs permission to manage stock.
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