RTA: The Fleet Success Company Launches AI-Enabled Sublet Invoice Capture, Reducing Invoice Entry Time by Up to 75%

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New AI-enabled capability turns outsourced vendor invoices into structured Fleet360 work orders, reducing manual entry and closing a persistent fleet blind spot

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GLENDALE, Ariz. — RTA: The Fleet Success Company today launched Sublet Invoice Capture, a new AI-enabled functionality that quickly turns sublet invoices into structured work orders in RTA Fleet360. Sublet Invoice Capture reduces manual entry, improves accuracy, and ensures every repair is documented in the fleet’s maintenance history. This closes a long-standing blind spot and ensures that sublet work is fully captured in the fleet record completely and accurately, with minimal manual entry required.

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Outsourcing a portion of fleet work is standard practice for most fleets. Body work, accident repairs, specialty mechanical services, and emissions testing are routinely handled by outside vendors, often accounting for 10 to 15 percent or more of total repairs, depending on the fleet.

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Capturing that work, however, has long been a challenge and a persistent fleet blind spot. Invoices arrive as PDFs or paper documents, sit in inboxes or stacked on desks, and are inconsistently entered into fleet management systems. When this data entry is missed or entered inconsistently, asset maintenance history ends up incomplete, total cost of ownership figures are wrong, and lifecycle decisions get made on incomplete or inaccurate data.

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“Fleet managers are expected to show a complete picture of what it costs to keep an asset on the road,” said Marc Canton, VP of Product and Consulting at RTA. “That picture only holds up if outside work is in the record, not sitting in an inbox. Sublet Invoice Capture makes sure it gets there without adding hours of manual work.”

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Sublet Invoice Capture allows RTA Fleet360 users to upload a scanned or PDF vendor invoice directly into RTA Fleet360. The AI-enabled process captures key details including vendor name, asset information, parts and labor, quantities, totals, taxes, notes, and invoice date. Users then review the extracted data, edit any fields that need adjustment, and save the record. RTA Fleet360 creates an open work order or adds lines to existing work orders tied to the asset, bringing outside work into the same maintenance workflow as in-house jobs.

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By reducing manual entry, improving accuracy, and ensuring every repair is documented in the fleet’s maintenance history, outside work becomes easy to track and report. It also provides high-quality data that supports more accurate cost reporting and work history.

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For fleet leaders, the impact extends beyond administrative efficiency. Fleets may process hundreds or thousands of sublet invoices each year—RTA Fleet’s research shows some handle them at roughly 8 minutes per invoice—with manual entry often requiring dedicated staff. By reducing manual entry time by up to 75%, Sublet Invoice Capture enables teams to process outside work faster and more consistently, while ensuring every detail is available for better decision-making, resource allocation, and vendor management.

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Fleet managers responsible for budgeting, replacement planning, and performance reporting rely on complete, defensible data to lead with confidence. Sublet Invoice Capture ensures that outside work is consistently ingested, giving fleet leaders a complete record they can trust. The new functionality is now available within RTA Fleet360.

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About RTA: The Fleet Success Company

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With over 45 years of industry experience, RTA: The Fleet Success Company delivers a modern fleet management information system (FMIS) and legendary fleet consulting services. RTA’s software is built by fleet professionals for fleet professionals that manage most of their maintenance in-house. From budgeting and performance reporting to streamlining technician and inventory workflows, RTA gives fleet teams the tools and resources they need to run high-performing, cost-efficient organizations. The combination of easy-to-use software, practical consulting, and the industry’s best customer service helps public sector and enterprise fleets make better decisions and maximize operational efficiency.

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