Your Garage
Inbox & Receipt Processing
The Inbox is where uploaded receipts and documents 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. 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 button
Click the Upload button in the top right corner and select one or more files from your device. Multiple files can be uploaded at once.
Forward by email
TrackOut can also receive receipts and schedules by email. When a forwarding address is shown in the app, use that personal address instead of a shared inbox. Personal addresses include a unique token, so forwarded receipts and schedules route directly to your account after sender checks pass.
Use the address shown in TrackOut
Forwarding addresses are account-specific. Copy the current address from the app whenever you set up an email rule or forward a receipt manually.
Supported file types
The Inbox accepts images (JPEG, PNG, WebP, GIF, HEIC) and PDF files. Maximum file size is 10 MB per file.
How processing works
After a file is uploaded, it goes through an automated pipeline:
- Upload -- The file is stored securely in cloud storage
- Processing -- AI reads the document via OCR and extracts structured data (vendor, date, cost, line items)
- Ready for review -- The receipt appears in your Inbox table with extracted data pre-filled
The status badge shows where each receipt is in the pipeline:
| Badge | Meaning |
|---|---|
| Scanning (green, pulsing) | Upload received, AI is still processing |
| Ready (green) | High confidence extraction (80%+), ready to approve |
| Review (amber) | Medium confidence (60--79%), some fields may need correction |
| Verify (orange) | Low confidence (below 60%), manual review recommended |
| Failed (red) | Processing failed -- try re-uploading |
The receipt table
The Inbox table shows all receipts that have not yet been converted or rejected. Each row displays:
| Column | Description |
|---|---|
| Receipt | Vendor name or document subject |
| Status | Confidence-based badge (see above) |
| Car | Matched car, if detected |
| Date | Service date extracted from the receipt |
| Cost | Total cost extracted |
| Confidence | AI confidence as a percentage |
Click any row to open the review modal.
Reviewing a receipt
When you click a receipt row, a review modal opens showing:
- Receipt preview -- The original uploaded image or PDF attachment
- Extracted data -- Pre-filled fields for vendor, date, cost, mileage, and car assignment
- Draft items -- Service records, tires, brake pads, or parts that the AI detected on the receipt
Assigning a car
The AI tries to match the receipt to one of your cars. If it cannot determine the car, or if you have multiple cars, select the correct car from the dropdown. 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
- 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:
| Line type | What you can choose | What TrackOut creates |
|---|---|---|
| Part | Mark the durable part as Installed or In Stock, and optionally link it to a service line | Installed parts are added to the car and linked to the selected service when provided; in-stock parts go to inventory |
| Consumable | Optionally link the consumable to a service line | Consumables are saved as consumable parts and linked as used on the service when provided |
| Service | Edit the service details | A service record in the car's Logbook |
Use the service link when one invoice includes both labor and parts, such as pads installed during a brake service. Leave the link empty when a part belongs in inventory or was installed outside a specific service record.
Converting
Click Convert to create all enabled items at once. This:
- Creates service records, tires, brake pads, and/or parts in your garage
- Links them to the selected car
- Marks the receipt as converted (removes it from the Inbox)
Converting on iOS
On iOS, open a ready receipt and tap Convert to Service Record. TrackOut opens a pre-filled sheet with the receipt's best-known service name, type, date, mileage, cost, and notes. Pick the car if one was not already matched, edit any fields, then tap Create. The receipt is marked converted only after the service record is created successfully.
Rejecting
If a receipt is not useful, click Reject to dismiss it. Rejected receipts are removed from the Inbox view.
Deleting
Click Delete to permanently remove the receipt and its attachments.
Conversion is final
Once a receipt is converted, the created records live independently. The receipt is marked as processed and will no longer appear in your Inbox. You can still edit the created service records, tires, and parts from their respective pages.
What receipts can create
The AI categorizes receipts and creates the appropriate record types:
| Category | Creates |
|---|---|
| Service | Service records (oil change, inspection, general service, etc.) |
| Tires | Tire entries in your tire inventory |
| Brake pads | Brake pad entries with location and compound info |
| Parts | Parts in your parts inventory with vendor and pricing |
| Detailing service | A Detailing service record pre-filled with the detailing type and any products the shop applied |
| Consumables purchase | Consumable parts (waxes, coatings, fluids, cleaners) added to your parts inventory under the Consumables & Detailing category |
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