# Document Management

Capture, classify, and approve fleet documents with AI-powered processing.

<figure><img src="/files/Z6YBHT7qFweXhudCf1Nc" alt=""><figcaption></figcaption></figure>

## Overview

From the sidebar, select **Documents** (document icon) to open the Document Management page. FleetFusion provides a centralised inbox for every document related to your fleet, invoices, MOT certificates, inspection reports, and more. Documents can enter the system via web upload, email ingestion, or the FleetFusion mobile document scanner. An AI processing pipeline extracts the vehicle registration number, suggests the document type, and routes the document through an approval workflow.

## Page Layout

### Date Range and KPI Cards

At the top of the page, the current date range is displayed (e.g. "07/01/2026 to 07/04/2026 (inclusive of all Pending Review)"). Below it, four KPI cards summarise your document status:

| Card                         | Description                                                                             |
| ---------------------------- | --------------------------------------------------------------------------------------- |
| **Documents Pending Review** | Count of documents awaiting action                                                      |
| **Documents Status**         | Doughnut chart showing Approved vs Rejected counts                                      |
| **Document Type**            | Doughnut chart breaking down documents by type (Inspection, Invoice, MOT, Unclassified) |
| **Date Range**               | From/To date pickers with **Clear** and **Search** buttons to adjust the range          |

### Tabs

Four tabs filter the document list by approval status:

* **Inbox** -- documents pending review (with count badge)
* **Approved** -- documents that have been approved (with count badge)
* **Rejected** -- documents that have been rejected (with count badge)
* **All Documents** -- every document regardless of status

### Filters

Below the tabs, additional filters let you narrow the list:

* **Search** -- search by document name or content
* **All Types** -- filter by document type
* **All Vehicles** -- filter by VRN
* **All Suppliers** -- filter by supplier
* **All Fleets** -- filter by fleet

### Data Grid Columns

| Column            | Description                                                               |
| ----------------- | ------------------------------------------------------------------------- |
| **Document Name** | The file name with a file type icon                                       |
| **Received Date** | When the document was received                                            |
| **Sender**        | The source of the document (email address or uploader)                    |
| **Subject**       | The email subject or upload description                                   |
| **Document Type** | A badge showing the classified type (Invoice, MOT, Inspection, etc.)      |
| **VRN**           | The vehicle registration number linked to this document, shown as a badge |
| **Action**        | **Review** button, edit icon, and delete icon                             |

### Actions

* **+ Add Document** -- upload a new document manually.
* **Export** -- export the document list.
* **Settings gear** -- configure which columns are visible.

## The AI Processing Pipeline

When a document enters FleetFusion, it goes through an automated processing pipeline:

1. **Ingestion** -- the document is received via web upload, email, or mobile scanner.
2. **AI extraction** -- FleetFusion's AI reads the document and extracts key data, including the vehicle registration number (shown as **Suggested VRN**) and the likely document type.
3. **Review** -- the document appears in the **Inbox** tab with the AI's suggestions pre-filled. You review the suggestions and correct them if needed.
4. **Approval** -- click **Review** to approve or reject the document. Approved documents are linked to the appropriate vehicle record. Rejected documents can include a rejection reason.

{% hint style="info" %}
The AI improves over time as it processes more documents from your organisation. Always review the suggested VRN and document type before approving.
{% endhint %}

{% hint style="warning" %}
Documents in the Inbox are pending review and are not yet linked to vehicle records. Review your Inbox regularly to keep compliance records up to date.
{% endhint %}

## Related Articles

* [Vehicles](/documentation/core-modules/vehicles.md)


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