Konvoi: Every Truck, Every Driver, Every Document.
The Problem: A Transport Fleet Runs on Paperwork It Can’t Afford to Lose
A transport company doesn’t run company cars. It runs tractors, trailers, rigids, vans and work vehicles - and every one of them carries a stack of obligations that a passenger-car fleet never has to think about.
Tachograph data that has to be pulled off the vehicle and off the driver card on a fixed clock, and kept. Registration papers, insurance certificates, technical inspections, ADR paperwork and transport permits, each with its own expiry date. Drive and rest times that an inspector can ask about at the roadside. Fuel cards spending five figures a month across a dozen stations. Walkaround checks that are supposed to happen every morning and mostly happen on a clipboard.
Miss one and the consequences aren’t administrative. A lapsed inspection takes the vehicle off the road. A missing tacho download is a fine at the next control. An unnoticed fuel discrepancy is money leaving the company every week.
The hard numbers:
- Fleet managers lose 15-20 hours/month on document admin alone
- Human data entry error rate: 8-12% - leading to payment mistakes and driver disputes
- Missed inspection deadlines = vehicles off the road = revenue lost
- Fuel is typically the single largest line in a transport fleet’s cost base
Konvoi was built to run the whole operation, not one corner of it.
What Konvoi Actually Is
Konvoi is a fleet operations platform for transport, logistics and utility fleets. It connects to the trackers already in your vehicles, pulls in the documents your fleet generates, tracks who was driving what, books your fuel, and turns walkaround checks into a record you can hand to an inspector.
Vans, trucks, trailers, work vehicles. Not company cars.
The Konvoi dashboard: fleet health, live vehicle state, cost trends, deadlines and activity - all at a glance.
Feature Deep-Dive
1. Live Telematics - Ruptela and Transics, No Middleware
Konvoi talks to the telematics you already run. Not through a broker, not through a middleware subscription - through native integrations a workspace admin configures themselves.
Ruptela (TrustTrack): paste your TrustTrack API key in Settings and connect. Konvoi validates it live, then pulls positions, trip history and vehicle signals on a five-minute cycle. The vehicle import reads make, model, VIN and plate straight from your Ruptela objects, so onboarding a fleet is a selection screen, not a spreadsheet.
Transics (TX-Connect / TX-DCC): read and write. Konvoi imports fleet, devices and telemetry over TX-Connect, and pushes normalised vehicle state back into TX-DCC on a two-minute cycle for the dispatchers who live in that screen all day. Data pulled in over one channel is never echoed back out over the other - that guard is built into the integration.
- Live location and telemetry for every van and truck
- Automatic odometer readings, trip history and utilisation per vehicle
- Provider-agnostic underneath: telemetry is normalised once, then reused everywhere
- Geozones and known places imported from the provider, deduplicated against your own
2. Tachograph - The Downloads You Are Legally Obliged to Make
Tachograph data is not optional and not negotiable. The vehicle unit has to be downloaded roughly every 90 days, driver cards roughly every 28, and the files kept for at least a year. In most fleets that means someone drives to the depot with a download key and hopes the truck is there.
Konvoi handles the downloads remotely and archives them automatically. Driver files and vehicle files land against the right driver and the right vehicle, with the retention clock running in the background instead of in someone’s head.
- Remote tachograph and driver-card downloads, no depot visit
- Driver files and vehicle files filed against the record they belong to
- Automatic archiving for the legal retention period
- Drive and rest times available alongside the rest of the vehicle’s data
3. Compliance Documents - Nothing Lapses Quietly
Registrations, insurance certificates, technical inspections, ADR and dangerous-goods paperwork, driver licences, transport permits, invoices, fuel receipts, fines. Upload it, mail it in, or let it arrive through an ingestion channel - Konvoi’s AI classifies it, extracts the fields, and files it against the right vehicle or driver.
- 9+ document types recognised automatically
- OCR + AI extraction for any scan, photo or PDF, in Dutch and French
- Auto-links documents to the right vehicle and driver
- Expiry tracking so certificates and inspections are flagged before they lapse
- Low-confidence results flagged for human review - no blind automation
Vehicle-specific attributes that don’t come on a form - ADR equipment level, tacho calibration date, which fuel-card network the truck is on, whether it’s dispatch-ready - live as custom fields on the vehicle, filterable and reportable like anything else.
It reads messy scans, photos taken at weird angles, and faxed papers. What used to take four hours takes four clicks.
4. Driver Tracking - Who Drove What, and When
Konvoi keeps a time-based assignment history between drivers and vehicles, not a current-state field. Ask who was in that truck on the 14th of March and there is an answer, with provenance: a manual assignment, a driver-card session, a Transics driver session, or a fuel-card swipe.
When a fine or an incident arrives, it is matched to whoever held the vehicle at that moment, automatically.
- Time-based driver ↔ vehicle assignments with the full history kept
- Assignment provenance recorded, so you know where the attribution came from
- Driver sessions replayed from the telematics provider, not typed in
- Every driver gets a passwordless portal: their vehicle, their documents, their fines, their deadlines
- Fines and deadlines routed to the responsible driver without anyone chasing them
5. Fuel - Every Litre, Matched and Cross-Checked
Fuel-card providers mail a transaction file with the invoice. Konvoi parses those files deterministically - no AI, no guessing, confidence 1.0 - so the same file always books the same way.
AS 24 (TotalEnergies), UTA, IDS, Romac, DKV, Q8 and Total are all supported. Machine-readable exports are parsed natively against a column map, including the Dutch and French contract variants of the same sheet, splitting fuel lines from Telepéage and Maut toll lines and service charges. Anything a driver hands you on paper goes through the document pipeline instead - the fuelling still lands on the right vehicle and driver, it just arrives via OCR.
The interesting part is what happens next. Every card transaction is cross-checked against the vehicle’s own telemetry: was the truck near that station at that time, does the tank level move by what the card says was pumped, is there distance to justify the volume. Discrepancies are flagged, and - just as importantly - the checks Konvoi couldn’t run are recorded explicitly, so silence never reads as an all-clear.
- Direct, deterministic imports from AS 24, IDS and Romac
- Any other card or paper receipt processed through the document pipeline
- Consumption (l/100km) and spend tracked per vehicle and per driver
- Card transactions reconciled against telemetry, unexplained gaps surfaced
- Toll lines split off automatically instead of polluting your fuel numbers
6. Vehicle Inspections - Walkaround In, Report Out
A driver walks around the vehicle with a phone. Guided capture makes sure every required view is actually photographed and every shot is sharp, exposed and framed close enough to be usable - the completeness problem is solved before the analysis starts.
Walkaround inspection: condition score, defects, warning lights and human review - from a phone in the yard.
Konvoi then produces a structured, timestamped condition report: damage mapped onto a canonical vehicle frame, defects and notes written straight to the vehicle record, and a shareable PDF. The same taxonomy covers vans, rigids, tractors and trailers, so a trailer inspection is not a car inspection with the wrong diagram.
- Guided capture ensures full coverage, works offline in the cab
- Roadworthiness and compliance checks, not just photos
- Damage mapped to a shared vehicle frame, panel by panel
- Defects flow into a workflow instead of dying on a clipboard
- Human-in-the-loop review on every assessment - AI assists, people decide
A real Konvoi inspection report: condition score 95/100, vehicle details, damage mapping and full photo documentation.
See this inspection report live: Live Konvoi Inspection Example
7. Traffic Fines - One Document Type Among Many
Fines were where Konvoi started, and they are now simply one output of the document pipeline. A fine arrives, gets classified, gets read, gets matched to the vehicle, and gets attributed to whoever held that vehicle at the violation timestamp. Belgian structured payment references (OGM/VCS) and IBAN validation are handled natively. Related fines, duplicates, reminders and corrections are grouped rather than processed three times.
The economics of that one document type are worth stating, because they are the clearest measurement of what the pipeline does to a manual process:
| Manual | With Konvoi | |
|---|---|---|
| Cost per fine | ~€156 | ~€8 |
That’s an 87% reduction, and the same pipeline is doing the same job to your registrations, your insurance certificates and your fuel invoices - it’s just harder to put a per-document price on those.
8. Incident Management - From Crash to Claim
Upload a European accident statement and Konvoi extracts both parties’ details and circumstances, impact points, damage descriptions and fault indicators, at 95%+ extraction accuracy. Photo documentation, timeline tracking and insurance coordination in one place.
9. Total Cost of Ownership
Fuel, tolls, maintenance, repairs, tyres, insurance, fines, cleaning - every cost linked to the right vehicle, categorised, and trended.
Total cost tracking: invoices, fuel documents and cost breakdowns per vehicle.
- All costs categorised and linked per vehicle
- Monthly trend charts and category breakdowns
- Invoice management with supplier and category filtering
- Cost per kilometre that reflects what the truck actually did
10. Partner API
Full REST API with scoped JWT tokens, webhook notifications and an OpenAPI spec. Process documents, manage vehicles, trigger inspections, handle incidents - programmatically. For operators with a TMS or ERP that should stay the system of record.
The Numbers That Matter
| Metric | Before Konvoi | With Konvoi | Impact |
|---|---|---|---|
| Cost per fine | ~€156 | ~€8 | 87% reduction |
| Document processing | 15-20 min each | 10 seconds | 98% faster |
| Data extraction accuracy | 88-92% (human) | 99.2% (AI) | Near-perfect |
| Vehicle inspections | 30-45 min paper | 5 min walkaround | 85% faster |
| Monthly admin hours | 15-20 hours | 1-2 hours | 90% reduction |
| Compliance readiness | Manual filing | Automatic | Always audit-ready |
ROI Calculator
Konvoi has a built-in ROI calculator on their site. For a typical fleet of 50 vehicles with 100 monthly documents:
Manual cost: €750/month vs Konvoi: €100/month = €650 monthly savings, €7,800 yearly ROI, 87% cost reduction.
Who Uses Konvoi
Transport & Haulage (10-100 Vehicles)
Tractors, trailers and rigids, a handful of office staff, and no room for a full-time compliance officer. Konvoi keeps the tacho downloads, the inspection dates and the ADR paperwork off your desk, and tells you which truck is where.
Logistics Operators (100-500+ Vehicles)
You’re moving freight, not paper. Telematics from Ruptela or Transics feeding one platform, fuel reconciled against telemetry across the whole fleet, and walkaround inspections that scale past what a clipboard can carry.
Utility & Works Fleets
Vans, tippers, cranes and specialist gear that spend the day on site. Assignment history, defect reporting from the field, and cost per vehicle for machines that don’t fit a leasing spreadsheet.
Lease Companies & Fleet Service Providers
Managing fleets for clients? Konvoi’s multi-tenant workspaces give you isolated data, separate billing and per-client reporting from one account.
Pricing
| Plan | Price | What’s Included |
|---|---|---|
| Starter | €99/month | Up to 100 vehicles, 120 documents included |
| Growth | €2/vehicle | Beyond 100 vehicles, 2 documents per vehicle |
| Extra Documents | €0.80/document | When you exceed the per-vehicle allowance |
Annual billing saves 20%. 14-day free trial. No credit card required.
Security & Compliance
- GDPR Compliant: All data encrypted at rest and in transit, isolated per workspace
- Human-in-the-loop AI: Low-confidence results always flagged for human review
- Belgian Standards: IBAN validation, structured payment references (OGM/VCS)
- Audit Trails: Every action logged, every assignment tracked, every document versioned
- Hardened Sessions: Short-lived access tokens with rotating refresh, passkeys and TOTP, idle session locking
- Telematics Credentials: Stored encrypted per workspace, never shared across tenants
The Tech Behind It
Konvoi was built by glue.blue. We designed and built the entire platform from scratch:
- Telematics layer with native Ruptela and Transics adapters over one normalised telemetry model
- AI/OCR pipeline trained on real Belgian fleet documents (NL + FR)
- Deterministic parsers for fuel-card exports, so machine-readable files never go near an LLM
- Computer vision for walkaround capture guidance and damage mapping
- Multi-tenant SaaS architecture with per-workspace data isolation
- REST API with OpenAPI spec, JWT auth and webhook events
This isn’t a wrapper around ChatGPT. The parts that should be deterministic are deterministic, and the parts that need judgement always show their confidence.
What Came Out of It: Sluice
The document ingestion engine behind Konvoi - the part that takes a mailbox, a scanner or an API drop, classifies whatever lands in it, extracts the fields and routes the result - turned out to be useful well beyond fleets. We spun it out as a standalone product, Sluice. Konvoi is now one of its customers: workspaces that ingest through Sluice get their intake channels there, and the fleet platform gets clean, structured documents back.
Get Started
Still driving to the depot with a download key? Still finding out an inspection lapsed when the truck gets stopped? Still reconciling fuel cards in a spreadsheet?
Your fleet deserves better.
Visit konvoi.ai and start your free trial. Upload a document and watch the AI classify and extract it in real time - right on the homepage.
Want to see it in action first? Watch the live demo - no signup needed.