Inbox & Receipt Processing

The Inbox is where uploaded receipts and documents, plus event schedules you forward by email, land for review. AI automatically extracts vendor names, service dates, costs, and line items so you can convert them into service records, tires, parts, or brake pad entries with minimal manual input -- and reads forwarded event schedules so you can attach a run-group timetable to a track day. Navigate to Inbox in the sidebar to get started.

Uploading receipts

There are two ways to get receipts into the Inbox:

Drag and drop

Drag files directly onto the Inbox page. A drop zone highlights green when files are detected. Release to upload.

Upload buttons

Click Upload receipt or Upload document in the top right corner and select one or more files from your device. Both feed the same reader, which sorts receipts, schedules and documents itself. Multiple files can be uploaded at once.

Forward by email

TrackOut can also receive receipts and schedules by email. Your garage address is shown at the top of the Inbox -- Forward receipts to your personal address, with a Copy button. Personal addresses include a unique token, so forwarded receipts and schedules route directly to your account after sender checks pass. The same address is under Settings → Garage email.

TrackOut replies once it has read a forwarded receipt, showing the vendor, date, mileage, line items, and total it extracted, plus how confident it is in that reading. The receipt is waiting in your Inbox for review at that point -- it is not yet a service record. See Email notifications.

How processing works

After a file is uploaded, it goes through an automated pipeline:

1. Upload -- The file is stored securely in cloud storage
2. Processing -- AI reads the document via OCR and extracts structured data (vendor, date, cost, line items)
3. Ready for review -- The receipt appears in your Inbox table with extracted data pre-filled

Each row shows how sure Crew Chief is of what it read:

Ready to file

Ready to file lists everything still waiting on you, newest first -- receipts that have not been filed or rejected, plus forwarded event schedules that have not been linked or discarded. Each row shows who it is from and when (with email or upload), what it is -- a one-line summary of the receipt's items, such as "Hoosier R7 ×4" or "Oil filter + 0W-20", once it has been read -- the amount, the confidence badge and the matched car (schedules link to an event, not a car). The sidebar Inbox badge counts receipts and schedules together.

A high-confidence receipt offers File; everything else offers Review. Both open the review, where you confirm what the receipt becomes.

Filed this week

Receipts you filed into a service record in the last seven days stay listed under Filed this week, with where they went (Service history) and the car. Click one to open that car's service history filtered to the receipt.

Reviewing a receipt

When you click a receipt row, a review modal opens showing:

• Read by Crew Chief -- The file it read, and a confidence badge: High confidence (80% and up), Good match (60--79%) or Needs review (below 60%)
• Receipt preview -- The original uploaded image or PDF attachment
• Extracted data -- Vendor, date, mileage and total. A field Crew Chief could not read is yellow and marked Not on receipt; an unread mileage hints at the car's last logged reading
• Draft items -- Service records, tires, brake pads, or parts that the AI detected on the receipt, each showing where it goes (Spares, On the car, Service, Setup or Cost only)

What is this receipt for?

Pick one outcome below the lines. The button at the bottom names the result:

A receipt with a service line opens on Create a new service record; a receipt with only parts opens on Parts for the shelf. Choose the car with Which car? in the footer, or press Later to leave the receipt in your Inbox. A receipt's mileage is added to the odometer log only through a service record it creates.

Keyboard focus moves into the review dialog when it opens, Tab stays inside the modal, and focus returns to the Inbox when you close it.

Extracted fields and draft items load as soon as the receipt is ready, even if the attachment preview is still decrypting or cannot be shown. A slow thumbnail no longer blocks the whole review -- you can edit and convert while the preview catches up.

Assigning a car

The AI reads the vehicle the receipt names (for example "2003 BMW M3 (E46)") and selects the one car in your garage it matches by year, make, model, or nickname. If it cannot tell -- no vehicle printed, or two cars that fit -- select the correct car from Which car? at the bottom of the review. If you only have one car, it is selected automatically.

Editing drafts

Each extracted item appears as a card that you can:

• Enable or disable -- Toggle whether the item will be created
• Edit fields -- Adjust the name, service type, cost, or other details
• Reset a tracker -- On a service line, pick which of the car's trackers filing it resets (for example Resets Brake fluid flush). Leave it on Tracker: by service type to let the service type decide
• Add new items -- If the AI missed something, add a service record, tire, brake pad, or part manually

For itemized receipt reviews, each line can be classified as Part, Consumable, or Service:

Use the service link when one invoice includes both labor and parts, such as pads installed during a brake service. A service's cost is its labor plus the parts and consumables linked to it plus its share of the receipt's tax and fees, so Reports counts what the job cost. The running totals under the ledger show each record at that cost, and count a linked part's price in its record rather than again in the items total. Each part keeps its line price (quantity × unit price) in your parts inventory. Leave the link empty when a part belongs in inventory or was installed outside a specific service record.

When TrackOut drops unnamed drafts during review, consumable-to-service links stay pointed at the service that will actually be created -- so a fluid or shop supply on the same invoice still imports as used on that job, not as unlinked stock.

For shop repair orders, TrackOut recognizes common brake-job patterns automatically:

• Bare Brake pad line items are treated as brake pad inventory instead of generic part installation
• Labor lines such as REPLACE FRONT BRAKES or REPLACE REAR BRAKES are typed as Brake pad replacement so your pad schedule can advance when you convert the receipt
• Rotors, hardware, and other durable parts still import as parts

Review the draft cards before converting -- you can still change the service type or disable any line you do not want to create.

If OCR finds a pad model but no manufacturer, the draft keeps the model only -- for example DS2500, not DS2500 DS2500. You can still type a brand before you convert.

Converting

Click Convert to create all enabled items at once. This:

1. Creates service records, tires, brake pads, and/or parts in your garage. A service is titled by the work on its line (the shop's "Labor -" prefix is dropped) and filed under the receipt's shop, which shows in the Logbook's Where column
2. Links them to the selected car
3. Links every created service record back to the original receipt file so you can open the shared PDF or photo from any of those Logbook lines later
4. Marks the receipt as converted (removes it from the Inbox)

Deleting

If a receipt is not useful, open it and click Delete in the review footer (beside Later; on a phone it shows as a trash icon), then confirm. Nothing from the receipt is imported, and the receipt and its attachments are permanently removed from your Inbox. A receipt that failed to scan offers Delete receipt in the same place as Retry scan.

Deleting a document from a car's Documents tab also permanently removes the receipt and its attachments.

If that receipt was linked to Logbook entries, parts, or detailing products, TrackOut clears those links when the file is deleted. The created records stay in your garage -- only the document link is removed, so you can attach a replacement PDF or photo from the service record later.

Documents for a car

Open a car's Maintenance → Documents to browse its receipt history. Each group shows the receipt's subject, vendor, date, and processing status. Choose Show files to see its attachments, then View document to open a file. Review opens receipts that still need your attention.

Use Load more documents to reach older receipts and Load more files when a receipt has more attachments. A line above the lists totals the car's documents and receipts; a + after a number means there are more than that.

Upload checks for matching files across the car's history, including older receipts you have not loaded. If a duplicate is found, choose Keep both or Replace. Deleting a document removes its entire receipt group and all its attachments.

Reviewing a forwarded schedule

Schedules reach the Inbox by email only — files you drag in or pick with Upload are processed as receipts. Forward an event schedule to your personal TrackOut address and it lands in the Inbox alongside your receipts. AI reads the PDF or image and pulls out the event name, track, organizer, dates, run groups, and the session timetable for each day.

Click a schedule row to open its review modal, which shows:

• The original attachment -- the forwarded PDF or image, decrypted on demand
• The parsed timetable -- each day's sessions with run group, session type, and start/end times
• Suggested matches -- the event registration or track day TrackOut thinks the schedule belongs to

Linking a schedule

Pick the event registration or track day the schedule belongs to, confirm your run group, and click Link to track day. TrackOut attaches the timetable so your session times and run group show up on the day itself.

If the suggested match is wrong, choose a different one from the dropdown. If the schedule is not useful -- a duplicate forward, or the wrong event -- click Discard to remove it from the Inbox.

What receipts can create

The AI categorizes receipts and creates the appropriate record types:

A single receipt can create multiple items. For example, a shop receipt might generate a service record for the labor plus individual part entries for each component purchased. A detailing invoice can create the service record and automatically register the products the shop used as reusable consumables.

Tips

• Upload receipts right after service visits while details are fresh
• Photos of printed receipts work well -- the AI can read most formats
• PDF invoices from online orders tend to extract with high confidence
• Check the confidence percentage -- high confidence receipts can often be converted without edits
• Use the Inbox as a staging area: upload documents throughout the week and batch-review them later