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Best Practices for Uploading in WickedFile

Keep Your Shop Organized with Smarter WickedFile Uploads Want to keep your parts and vendor paperwork clean and easy to find? Follow these quick WickedFile upload tips — they’ll save you time, reduce upload errors, and keep your records running smoothly.

🔧 Only Upload What Matters

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

  • Part, sublet, and supply invoices

  • Credit memos

  • Vendor statements

  • Return merchandise slips (RMAs), if applicable

🚫 Skip anything unrelated to parts or vendor billing — it’ll just slow down processing.

🧾 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.

📋 Match Your PO Numbers

Accurate PO numbers help WickedFile automatically match invoices with the correct repair orders.

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: Matching PO numbers ensures easy tracking and fewer exceptions in your workflow.

📚 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.

🏷️ Separate by Vendor

To maintain clean records:

  • Upload each vendor’s statement or invoice batch separately.

  • Avoid mixing documents from different vendors in one upload.

This makes searching, reviewing, and reconciling invoices much faster.

🚫 Avoid Duplicate Uploads

WickedFile automatically detects duplicates, but avoiding them upfront keeps things moving even faster.

💡 Pro Tip: Take a quick glance through your upload folder before submitting — it helps prevent unnecessary reprocessing.

✅ 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