1. Keep the original bill with the entry
Start with the photo, paper slip or supported file the driver or office received. Record the source and date, and check whether the same document is already attached to another expense.
2. Check the readable fields
Compare the vendor, date, vehicle reference, litres, rate and total with the original. Do not fill a missing field by guessing; keep it open for review.
Worked arithmetic example
This illustrative example uses the sample receipt shown on JC Fleet’s OCR page: 45 litres at ₹90 per litre gives ₹4,050. The multiplication checks the printed figures only. It does not establish how much fuel entered a tank or which vehicle received it.
| Field | Sample value | What to verify |
|---|---|---|
| Quantity | 45 L | Read from the original slip |
| Rate | ₹90/L | Read from the original slip |
| Total | ₹4,050 | Check 45 × ₹90 = ₹4,050 |
Illustrative values only; this example is not a live OCR result or a customer transaction.
3. Match the vehicle and trip
Use the vehicle and trip details recorded by your office. If two vehicles could match, a trip is missing, or the date conflicts, keep the item in review until a person checks the source.
4. Compare readings only for the same period
When a configured vehicle feed provides fuel or odometer readings, compare them with the slip and trip period as context. Differences can have several causes; a number alone is not evidence of theft or a confirmed loss.
5. Post only after the review is clear
- Keep the original document linked to the expense entry.
- Record which vehicle or trip the team confirmed.
- Leave unresolved values and duplicate questions visible to the reviewer.
- Apply a correction with a note rather than silently replacing the earlier figure.
This is an internal recordkeeping checklist, not accounting or tax advice. JC Fleet can process supported documents and keep unclear OCR results in review; it does not guarantee OCR accuracy or determine fuel loss.