Add license and insurance photos

What this is

Instead of typing a customer’s driver’s license and insurance details by hand, you can upload a photo of each card and FleetLoop reads the details for you. This happens right on the customer’s page in FleetLoop, from a computer or a phone browser — there’s no separate app needed for this step. Driver’s license photos and automatic reading are for individual customers; business and fleet customers can still store an insurance card photo, but automatic reading only applies to individuals.

Before you start

• The customer must already be added — see Add a customer.
• Have a clear photo of the front (and back, if you have it) of the driver’s license and insurance card — JPEG, PNG, WebP, or HEIC.
• Good lighting helps — FleetLoop reads a sharp, well-lit photo more reliably than a blurry one.

Steps

1. Go to Customers, then click the customer’s name to open their page.

📸 Screenshot: A customer’s page, showing the Driver’s license and Insurance card sections.

2. In the Driver’s license section, click the file picker under DL front and choose the photo. Do the same for DL back if you have it.
3. In the Insurance card section, click the file picker under Card front and choose that photo. Do the same for Card back if you have it.

📸 Screenshot: An uploaded document slot showing the photo thumbnail and an “Uploaded” label.

4. Scroll down to the OCR documents section. Next to the document you just uploaded, click Extract fields.

📸 Screenshot: The OCR documents section, showing the “Extract fields” button next to each document.

5. FleetLoop reads the photo and fills in every field it found, along with a confidence label next to each one — High, Review, or Low — so you know how much to double-check. The fields it’s most sure about get a brief gold highlight; always read them all and correct anything that looks wrong.

📸 Screenshot: The extracted-fields review form, showing the confidence labels next to each field.

6. Review the filled-in fields and correct anything that looks wrong.
7. Click Accept and save to add the fields to the customer’s record. If the reading looks off, click Reject and retry instead and try uploading the photo again.

How to know it worked

The document’s slot shows an “Uploaded” label with a thumbnail, and after you accept, a message shows confirming the fields were applied. The Driver’s license or Insurance card section above now shows the new number, state, and other details you just confirmed.

If something goes wrong

“Extract fields” is grayed out. Upload a photo for that document first — there’s nothing to read until an image is on file.

“Extraction failed.” The photo may be too blurry or dark for FleetLoop to read. Click Try again, or retake the photo with better lighting and upload it again.

“OCR cap reached for this month.” Your shop has hit its monthly limit for automatic reading. It resets on the 1st of next month — or type the details in by hand for now, or contact support if you need it sooner.