Step 1: Confirm the Work Order is Complete
Before submitting an invoice, confirm that the work order has been completed.
From the Overview tab of the work order:
Check in to the job
Check out of the job
Mark the work order Complete
Also confirm the invoice amount is within the NTE (Not-To-Exceed) amount.
Step 2: Navigate to the Invoices Tab
Inside the work order, click the Invoices tab.
This is where invoices are uploaded and reviewed before submission.
Step 3: Upload the Invoice
Click “Click to Upload” and attach the invoice file.
Supported formats typically include:
PDF
Image files
Scanned invoices
Step 4: 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 5: 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 6: Create the Invoice
Once all information looks correct:
Click “Create Invoice”
This will generate the invoice within the work order.
Step 7: Publish the Invoice (Important Final Step)
After creating the invoice, it will remain in Draft Status.
To submit it for approval:
Click “Publish Invoice”
Once published, the invoice will move to Pending Status and be sent to the customer for approval.
Final Result
Your invoice is now submitted and awaiting approval.
Benefits of AI Invoice Upload:
No manual charge entry
Faster invoice submission
Accurate expense categorization
Better maintenance spend tracking