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.
