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.