An overview of how Intelligent document scanning works and how to get the most value from it in your business.
Overview
Intelligent document scanning is part of FleetAI. It uses AI to turn your vendor invoices into work orders.
Typing invoices into work orders by hand is slow, and it's easy to make mistakes. With Intelligent document scanning, you upload your invoices, AI reads them and fills in the work orders, and you review the results before anything is created.
It does not replace your review. You stay in control of every work order that is created.
How Intelligent document scanning works
Upload
Upload up to 10 invoices at once with Scan documents on the Work orders page.
AI reads each invoice
AI reads the details on each invoice, such as:
Asset details (VIN, plate or unit number)
Line items
Total cost: parts, labor, tax and miscellaneous
Matched to your data
AI matches each invoice to your Whip Around data: the asset, and each line item to a defect, service schedule or service task.
Confidence
Each document gets a High, Medium or Low confidence label, so you know which ones to check closely.
Review and create
You review each document, fix anything that needs it, and create the work orders one at a time or all at once. The invoice is attached to each work order.
Why use Intelligent document scanning?
Save time on data entry
AI fills in the work order from the invoice, so your team spends less time typing.
Reduce mistakes
Values come straight from the invoice, and you review them before the work order is created.
Create work orders in bulk
Review several invoices on one screen and create all the work orders in one go.
Keep your records complete
The invoice is attached to each work order, and costs are saved with it. Charges that aren't parts, labor or tax go into the new Miscellaneous cost field, so the work order total matches the invoice.
Who can use it?
Accounts with FleetAI.
Users with work order Create and Update permissions.
Available on the web app.
If Hide hourly rates and costs from mechanics is on for you, Scan documents is greyed out. Contact your manager to get access.
Best practices
To get the most value from Intelligent document scanning:
Check every document against the invoice, even when confidence is High. AI can make mistakes.
Use Preview to compare the invoice with the values in the grid.
Look closely at documents marked Medium or Low.
Turn on Edit cost in summary when an invoice lists several items but only one total cost.
Before creating a work order as Completed, check it carefully. Approval and signature steps are skipped, including signatures your compliance settings require for defect repairs.
Using Intelligent document scanning
How to scan your invoices, review the results and create work orders.
Intelligent document scanning uses AI to read your invoices and fill in work orders. Nothing is created until you review it.
How to scan documents
Go to Maintenance > Work orders and click Scan documents.
Upload up to 10 files, up to 50MB each. You can upload PDF, Word (DOC, DOCX), Excel (XLS, XLSX), CSV and image files (JPG, JPEG, PNG, TIF, TIFF, HEIC, HEIF).
Click Next. AI scans each file.
Review scanned documents opens when scanning is done.
If two files in the same upload have the same name, the second one shows "A file with this name is already in this batch. Rename it or remove the other copy."
Each document is scanned once. If AI reads something wrong, correct it in the grid.
Review scanned documents
Each document is one row. The page subtitle reminds you: AI can make mistakes, so check every document against the invoice even when confidence is high.
Confidence
Confidence shows how much of this document AI could match to your Whip Around data. AI checks three things: Asset (matched to one of your assets), Repair lines (matched to work order items), Total (the invoice total matches the repair lines). Based on those checks:
High (green) - all three match.
Medium (amber) - one needs a check.
Low (red) - two or more need a check. Review carefully before creating.
Hover the label for more detail. The info icon next to the page subtitle explains how confidence is scored.
Preview
Click Preview to open the document and check it against the grid. It shows every page. Use Previous and Next to move between documents, and Close to go back. You can't edit in the preview.
Row fields
Asset - required. Prefilled from the invoice. Search to change it.
Line items - the number of lines found, or "No line items detected".
Assignee - optional. Not prefilled from the invoice. Choose a vendor, mechanic or third party. If you choose a vendor, a contact is required. To add a new mechanic or third party, use the standard work order form.
Due date - optional. When the work order is due. It is not prefilled or read from the invoice.
Status - follows your usual work order statuses. Use Set all in the column header to set the status for every row that doesn't have a work order yet. You can still change each row after.
Line items and costs
Click Show to open a row's line items and cost summary, and Hide to close it. One row is open at a time.
Work order item - each invoice line is matched to a defect, service schedule or service task. A line with no match shows "Search defects, schedules or service tasks". Click to change it, or type to search. To add a new service task, type its name and select Create "[name]" as a new service task.
Changing the asset - defects and service schedules belong to the asset. If you change the asset, those picks are cleared, and switching back doesn't bring them back. With no asset, only service tasks are listed.
Add line item - adds a line. You can remove lines, except the last one.
Cost summary
Parts sub total
Labor sub total
Parts tax
Labor tax
Miscellaneous cost (new) - any charge that isn't a part, labor or tax, for example shop supplies, disposal, freight or surcharges. AI puts these charges here so the total matches the invoice.
Total - calculated for you
Parts tax and Labor tax can be negative, for refunds or discounts.
Edit cost in summary
Turn on to enter the parts and labor sub totals for the whole work order instead of per line item. Use it when an invoice lists several items but only one total cost. Line item costs are locked while it is on.
Create work orders as Completed
Many invoices are for work that is already done. Choose Completed in the Status dropdown, or in Set all. You need both work order Create and Update permissions.
A Completion date picker appears, set to today. Change it to the date the work was done. Only today or earlier can be picked.
Any approval or signature steps are skipped.
Mileage and engine hours stay at their current readings.
Before you create, each line linked to a defect that needs a signature shows a red message:
"Signature will be skipped. This defect needs a signature under your compliance settings. Creating as Completed skips the signature and any approval steps."
After the work order is created:
The work order page shows a grey info bar above Work order details: "Completed from a scanned document. When this work order was created: approval was skipped, defects that need a signature were not signed, and mileage and engine hours were not updated."
Each defect in the Items table shows a red Signature skipped chip.
On the Work orders list, the Approval column shows "Approval skipped" if the work order passed a status that needs approval.
Create work orders
A row is ready when it has an asset and at least one line item. If the assignee is a vendor, a contact is also required. Every line with a cost also needs a work order item.
Create WO - creates one work order. A message confirms it, and the row shows the work order number. Click it to open the work order in a new tab, so you keep your place.
Create work orders - creates all the remaining work orders, once every row is ready.
Close - shows when every row has a work order.
If a row is missing a required field, the field is highlighted in the grid. Rows with a work order can't be edited.
The invoice is attached to each work order. Work orders created from a scan show an AI icon next to their number on the Work orders list and the work order page.
Remove a document
Click the remove icon on a row and confirm. The document is removed from the grid.
Have a question? See Intelligent document scanning: frequently asked questions.
Intelligent document scanning: frequently asked questions
Answers to common questions about Intelligent document scanning.
Which accounts can use Intelligent document scanning?
Accounts with FleetAI. You also need work order Create and Update permissions.
Why is Scan documents greyed out for me?
If Hide hourly rates and costs from mechanics is on for you, Scan documents is not available. Scanned work orders include parts, labor and other costs. Contact your manager to get access.
How many files can I upload, and how big can they be?
Up to 10 files at once, up to 50MB each. You can upload PDF, Word, Excel, CSV and image files (JPG, PNG, TIF, HEIC and HEIF).
What does the confidence label mean?
It shows how much of the document AI could match to your Whip Around data: the asset, the repair lines, and whether the total matches the lines. High means all three match. Medium means one needs a check. Low means two or more need a check.
What if a document can't be scanned?
It stays in the grid. Add the asset and at least one line item, then create the work order. The invoice is still attached.
Can I scan a document again?
No. Each document is scanned once. If AI reads something wrong, correct it in the grid.
What is Miscellaneous cost?
A new cost field on work orders for any charge on the invoice that isn't a part, labor or tax, for example shop supplies, disposal, freight or surcharges. AI puts these charges there so the work order total matches the invoice. You can change it in the cost summary.
What do I need before I can create a work order?
An asset and at least one line item. If the assignee is a vendor, a contact is also required. Every line with a cost needs a work order item.
Can I add a new mechanic or third party from the grid?
No. Use the standard work order form to add a new mechanic or third party.
What happens if one work order fails when I create them all?
That row shows an error, and the other work orders are still created. Click Create WO on that row to try again.
What happens when I create a work order as Completed?
It uses the completion date you pick, which starts as today and can be changed to any earlier date. Any approval or signature steps are skipped, and mileage and engine hours stay at their current readings.
What if a defect needs a signature?
If your compliance settings require a signature to repair a defect, creating the work order as Completed skips that signature. Before you create, the line shows a red "Signature will be skipped" message. After you create, the defect shows a red "Signature skipped" chip, and the work order page shows what was skipped.
How can I tell a work order was created from a scan?
An AI icon shows next to the work order number on the Work orders list and the work order page.
Can I change a work order after it's created?
Yes, open it from the work order number. It follows your usual work order rules.
What is Review & edit?
It's coming soon, so it's greyed out for now. It will show the document and its fields side by side. For now, click Preview on a row to quickly check the invoice. It opens read only, and you can use Previous and Next to move between documents.