Your Garage
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 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 inbox table
The Inbox table shows everything still waiting on you -- receipts that have not been converted or rejected, plus forwarded event schedules that have not been linked or discarded. Each row displays:
| Column | Description |
|---|---|
| Item | Vendor name or document subject for a receipt; event or track name for a schedule |
| Status | Confidence-based badge (see above) |
| Car | Matched car, if detected (schedules link to an event, not a car) |
| Date | Service date for a receipt; first event day for a schedule |
| Cost | Total cost extracted |
| Confidence | AI confidence as a percentage |
A calendar icon marks schedule rows; receipts show a receipt icon. The sidebar Inbox badge counts receipts and schedules together, so a forwarded schedule brings you back to the page on its own.
Click any row to open its 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
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.
Receipts stay private
Receipt photos and PDFs are stored encrypted and are not served at a public file URL. Open them from Inbox or the car's Documents tab after you sign in.
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.
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.
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
- 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
- Marks the receipt as converted (removes it from the Inbox)
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.
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.
Conversion is final
Once a receipt is converted, the created records live independently. The receipt stays processed even if scanning finishes a moment later, so it will not return to the Inbox or create a second set of records. You can still edit the created service records, tires, and parts from their respective pages.
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.
Your run group is remembered
The run group you pick is applied to every day on the schedule. TrackOut also remembers the run groups it found on the schedule against that organizer, so the next one you forward from the same club offers them as choices instead of asking you to type one in.
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