AI invoice reading for US trucking fleets
Every shop invoice, filed under the right truck.
Forward invoices and receipts to your CostTrace address or snap a photo. CostTrace reads every job, files it under the truck or trailer, and shows what each unit costs you per mile.
- Gmail forwarding
- PDF or phone photo
- Samsara mileage
14 days free · up to 5 units · no card needed
Filed to Unit 412 · 3 expenses
- Repair · Brakes$1,245.96
- PM Service · Oil change$433.47
- Tires · Mounting$938.89
Cost per mile · October
9,840 mi from Samsara
$0.27
How it works
From the shop counter to cost per mile
- STEP 1
Send the invoice
Your company gets its own address for invoices. Forward e-mails from shops, let Gmail forward them automatically, or upload a PDF or a photo.
lakeshore-k7m2x9q4pr@in.costtrace.us
- STEP 2
CostTrace reads it
It finds the truck by VIN, unit number or plate and splits a multi-job invoice into separate expenses, with shop supplies and tax spread across them. Anything unclear is checked by a person first.
- STEP 3
See where the money goes
Spending by truck, category and month, and cost per mile. Search a truck's service history to see every time a part was replaced.
alternator
Unit 207 · Mar 3, 2026$612.40
Unit 207 · Aug 19, 2024$548.00
Cost per mile
Counted the way fleets count it
CostTrace adds up PM service, tires and repair, the costs your maintenance decisions control, and divides them by the miles each truck drove. Towing, accidents, parking and washes are tracked too; they just stay out of the per-mile number.
Mileage comes straight from Samsara: connect it with a read-only API token and CostTrace loads a year of odometer history, then adds a reading every day. No Samsara? Type readings in, or let CostTrace take them from invoices.
Counted in cost per mile
- PM Serviceoil changes, filters, engine work
- Tiresnew tires, mounting, roadside tire calls
- Repairbrakes, transmission, electrical, reefer, air system
Tracked separately
- Roadside & Towing
- Accident
- External Damage
- Wash
- Parking & Storage
- Other
14 days free
Every truck or trailer
$5a month
No card to start
Pricing
One price per unit
- Everything included. No setup fee, no charge per invoice.
- Only active units count. Archive a truck you sold and it drops off next month.
- Add a truck mid-month and pay only for the days left.
- Cancel any time. Your records stay readable.
$100 / month
Plus sales tax where it applies.
Questions
Before you start
What kinds of invoices can it read?
PDF invoices, phone photos of paper ones, and receipts sent by e-mail: repair and tire shops, truck stops, towing and parking. Estimates are recognized and held for review, so they don't count as spending until the work is done.
What if it reads something wrong?
When CostTrace isn't sure about the truck, the amount or the category, a person on our team checks the invoice before it reaches your numbers. You can edit any expense yourself, and the original invoice is always one click away.
Do I need Samsara?
No. Samsara fills in mileage automatically. Without it you can type odometer readings in, and CostTrace also picks them up from invoices that show the odometer.
Who can see my data?
People on your account, and CostTrace staff when they check an invoice or help you with a question. We don't sell your data or show you ads.
What happens when the trial ends?
Choose a plan on the Billing page to keep going. If you don't, nothing is deleted: your trucks, expenses and invoices stay readable, and adding new ones is paused.
Can I cancel?
Any time, from the Billing page. Your plan stays active until the end of the month you've paid for.
Something else? Write to info@costtrace.us.
Try it on this week's invoices
Set up takes a few minutes: add your trucks, then send the first invoice.
Start free trial