Step 1: Confirm the Supplier is Assigned to the Work Order
Before uploading an invoice, make sure the correct supplier is assigned to the work order.
This ensures the invoice is properly tied to the supplier and the service performed.
Step 2: Navigate to the Invoices Tab
Open the work order and click the Invoices tab.
Step 3: Upload the Invoice
Click “Upload Invoice” and attach the invoice file provided by the supplier.
OpenWrench’s AI Invoice Processing will automatically extract and classify the charges from the invoice.
(See Additional AI Invoicing Steps Below)
Step 4: Confirm Payment Status (Important)
When uploading the invoice, you will be asked to indicate whether the invoice has already been paid.
If “No” is selected
The invoice will move to Pending Status
The customer will review and approve or dispute the invoice
If “Yes” is selected
The invoice will skip Pending Status
It will move directly to Paid Status
AI Invoice Upload & Classification
Submit Invoices in Seconds with AI
OpenWrench’s AI Invoice Upload & Classification automatically reads your invoice and categorizes each line item into Labor, Parts, Tax, and Other — eliminating manual entry and making maintenance spend tracking more accurate.
Follow the steps below to submit an invoice using AI.
Step 1: Navigate to the Invoices Tab
Inside the work order, click the Invoices tab.
This is where invoices are uploaded and reviewed before submission.
Step 2: Upload the Invoice
Click “Click to Upload” and attach the invoice file.
Supported formats typically include:
PDF
Image files
Scanned invoices
Step 3: AI Reads and Classifies the Invoice
Once uploaded, OpenWrench AI automatically reviews the invoice and extracts the information.
The system will classify each line item into categories such as:
Labor
Parts
Tax
Other Charges
This eliminates the need to manually enter each charge.
Step 4: Review the Extracted Information
After the AI processes the invoice, you will have the opportunity to review all fields and charges.
If OpenWrench detects anything that may need attention, it will display a red alert notification.
Review and adjust any fields if necessary.
Step 5: Create the Invoice
Once all information looks correct:
Click “Create Invoice”
This will generate the invoice within the work order.