How to assign traffic fines to the right driver automatically

To assign a traffic fine to the right driver, match the licence plate and the violation date on the fine against your vehicle assignments: who had that vehicle at that moment. Doing that automatically takes two things: a fine whose plate, date and amount have been read into your system, and assignments with a start and end date. With both in place, picking the driver becomes a lookup, and a person only has to confirm it.

Why “who usually drives it” is not enough

In a transport fleet, trucks change hands. Drivers swap shifts, a spare truck covers for one in the workshop, an employee leaves and another takes over the vehicle. A fine often arrives weeks after the offence, so the driver on the truck today may not be the driver who was on it that day. If you only know the current driver, you will charge the wrong person sooner or later.

The records you need

• Time-based assignments. For every vehicle, which driver had it from when to when. Close an assignment when a driver hands the vehicle over.
• Plate history. Plates change after a re-registration or a transfer. Keep the plate per period so an old plate still finds the vehicle.
• The fine’s details. Plate, date and time, place, amount, payment deadline and the issuer’s reference.

From fine to driver, step by step

1. Collect fines in one place. A shared inbox or a single upload point, instead of letters on several desks.
2. Read the key fields. Plate, violation date and time, amount, deadline, reference and payment details.
3. Look up the assignment on the violation date, not today’s driver.
4. Link reminders to the original through the reference number, so one offence stays one file.
5. Keep identification requests apart. A letter asking you to name the driver is not a fine to pay. Answer it before the deadline on the letter and record who you named.
6. Have a person confirm, then tell the driver and track payment: paid or not, by the company or the driver, and whether it has to be recovered from the driver.

How Konvoi does it

Fines reach Konvoi by upload or by forwarding them to the workspace’s own e-mail address. AI reads the plate, violation date, place, amount, payment deadline, reference and bank details, and recognises whether the letter is an original fine, a reminder or a request to identify the driver. Reminders are linked to their original by reference number.

As soon as the fine is read, Konvoi assigns it to the driver whose assignment covered the plate on the violation date. Each assignment keeps the plate the vehicle carried at the time, so this works even if the plate has since moved to another vehicle. In review, Konvoi shows the assignments in the 30 days either side, so a person can confirm or change the driver. Fines can then be marked paid by the company or the driver, with reimbursement noted. The fines list filters on fines with no driver or still to pay, and marks a passed due date in red. Drivers see their own fines and the scanned document in the driver portal. More on the documents and compliance page.