Best Practices for Uploading in WickedFile

Only Upload What Matters

Stick to essential business documents only. WickedFile is optimized for:

• Part invoices, sublets, and supply invoices
  
  
• Credit memos
  
  
• Vendor statements

Skip Customer Invoices & Handwritten Documents

To keep data clean and readable:

• Don’t upload customer invoices. WickedFile already receives your repair order (RO) data through your SMS integration.
  
  
• Avoid handwritten documents. WickedFile’s system can’t accurately read handwritten text, which can cause upload errors.
  
  
• Do not upload non-related documents. WickedFile expects reconcilable documents with a vendor logo/name listed.
  
  
• Avoid duplicates. WickedFile automatically detects duplicates, but avoiding them upfront keeps things moving even faster. Duplicates can cause reconciliation issues when not caught by WickedFile's AI.

Keep the Industry-Standard PO Process

Accurate PO numbers helps WickedFile (and you) automatically assocaited invoices with the correct repair orders. This is crucial for part traceability.

Use these guidelines:

• For parts and sublet invoices, make sure the Invoice PO Number matches the Repair Order (RO) Number.
• For inventory invoices, use one of the following:
  
  • Stock

• • INV

• • INVENTORY

• For shop supply invoices, use:
  
  • SHOP

• • SUPPLIES

💡 Tip: If your shops uses a different PO Number for Inventory or Shop Supply purchases, you can adjust your AP Settings to have these invoices auto-categorized based on your PO process.

Keep Multi-Page Documents Together

If a document spans multiple pages, upload all pages in the same batch.
You don’t need to split or upload them individually — WickedFile automatically processes multi-page files together.

Summary

By following these best practices, you’ll:

• Speed up WickedFile’s document processing
  
  
• Keep your invoice and statement records organized
  
  
• Prevent upload errors and duplication