--- title: How do I use the AP Hub? description: Learn the standard operating procedures for using the AP Hub in WickedFile --- [Skip to content](https://help.wickedfile.com/knowledge-base/how-do-i-use-the-ap-hub-0-0#main-content) [![WF-LOGO-RGB\_ICON-WHITE-1](https://help.wickedfile.com/hs-fs/hubfs/WF-LOGO-RGB_ICON-WHITE-1.png?width=50&height=60&name=WF-LOGO-RGB_ICON-WHITE-1.png)](https://23975302.hs-sites.com/knowledge-base?hsLang=en) Open main navigation Close main navigation How can we help you? - There are no suggestions because the search field is empty. 1. [WickedFile Service Bay](https://help.wickedfile.com/knowledge-base?hsLang=en) 2. [Getting Started](https://help.wickedfile.com/knowledge-base/getting-started?hsLang=en) 3. [AP Hub](https://help.wickedfile.com/knowledge-base/getting-started?hsLang=en#ap-hub) # How do I use the AP Hub? ## Learn the ideal Standard Operating Procedures for utilizing the AP Hub in your shop(s). ### **SECTION 1 — What the AP Hub Is** WickedFile’s AP Hub is your daily workspace for reviewing, coding, and approving vendor invoices, statements, and transactions so you can ensure they are ready for payment. It gives an invoice-first view so you don’t wait for statements to start AP work.  ![Screenshot 2026-03-04 at 9.08.12 AM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202026-03-04%20at%209.08.12%20AM.png?width=670&height=323&name=Screenshot%202026-03-04%20at%209.08.12%20AM.png) ---   ### SECTION 2 — What You Do Every Day AP Hub Code Colors: What They Mean | Color | Meaning | Action Required | | --- | --- | --- | | 🟢 Green | All parts accounted for | No action | | 🟡Yellow | Bought for RO but not sold | Review/recode/task-out | | 🔴 Red | Uncategorized spend (PO issue) | Review/recode/task-out | | ⚪ Grey | Pending AI analysis | None (Auto-updates nightly) |  ![Screenshot 2025-12-15 at 2.52.17 PM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202025-12-15%20at%202.52.17%20PM.png?width=670&height=216&name=Screenshot%202025-12-15%20at%202.52.17%20PM.png) ##### DAILY WORKFLOW (3 STEPS) 1️⃣ P**rocess Invoices** (Open red + yellow coded invoices) **Why:** So you can focus on exceptions 2️⃣ **Use Workflow Status** (Optionally) **Why:** So you never use your place 3️⃣ **Adjust coding for parts** **Why:** So you can ensure everything is accurate and accounted for 4️⃣ **Assign tasks when you need help** **Why:** If you can’t recode or are unsure, ask the appropriate team member (creates accountability) **Your goal:** ✔ Every invoice is coded accurately ✔ No uncategorized or unsold items before paying off vendor ✔ Clean month-end --- ### SECTION 3 — How to Work Each Invoice ##### **1. Open invoice** Check vendor, date, RO numbers, line items. ##### **2. Fix coding** Examples: - Wrong RO number (but sold)? →  change code to Sold to Customer - Inventoried? → change code to Inventory Purchase - Was sold on the RO, but matching issue? → recode to Sold to Customer - Unsure? → Create a task using the Tasks tab and assign to the appropriate user Important: Your goal is to **code the money**, not “force matches.” ![Screenshot 2025-12-15 at 2.58.05 PM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202025-12-15%20at%202.58.05%20PM.png?width=670&height=339&name=Screenshot%202025-12-15%20at%202.58.05%20PM.png) *Click on code to recode parts* #### **3. Update workflow status (optional)** If you’d like to not lose your spot and “mark” to yourself that you were working this invoice, change the Workflow Status from “Unreviewed” to “Under Review” or “Reviewed”. ![Screenshot 2025-12-15 at 3.00.26 PM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202025-12-15%20at%203.00.26%20PM.png?width=670&height=427&name=Screenshot%202025-12-15%20at%203.00.26%20PM.png) #### **4. Assign tasks if needed** Ask a manager, service advisor, or other team member for clarification. This will send them an email with your message, and they can respond in the Task thread within WickedFile. ![Screenshot 2025-12-15 at 3.01.18 PM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202025-12-15%20at%203.01.18%20PM.png?width=670&height=375&name=Screenshot%202025-12-15%20at%203.01.18%20PM.png) --- ### SECTION 4 — How to Work Each Statement (AP Hub) ### 1. Open the statement and verify Click into the vendor statement inside the AP Hub. Check: - Statement date - Beginning balance - Ending balance - Total amount due - Missing AP Docs column ![Screenshot 2026-03-04 at 9.48.43 AM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202026-03-04%20at%209.48.43%20AM.png?width=670&height=325&name=Screenshot%202026-03-04%20at%209.48.43%20AM.png) ![Screenshot 2026-03-04 at 9.49.32 AM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202026-03-04%20at%209.49.32%20AM.png?width=670&height=322&name=Screenshot%202026-03-04%20at%209.49.32%20AM.png) **After verifying the statement, it will go through a reconciliation process by WickedFiles AI** --- ### 2. Verify all invoices are uploaded Once the statement has been reconciled by the AI, check and look for line items in the statement that are not matched: - Check **Missing AP Docs** - Upload any missing invoices - Make sure multipage invoices were uploaded together Most unmatched statement items are simply missing documents. --- ### 3. Confirm credits are applied Look for: - Open credits not reflected on the statement - Credit memos uploaded but not matched - Returns that were never actually credited If a credit memo exists but isn’t applied, contact the vendor before paying. Remember: Returned ≠ Credited. --- ### 4. Review exceptions before payment Before marking a statement verified: - Resolve red/yellow invoices in the AP Hub - Confirm high-dollar transactions - Make sure no large inventory purchases were miscoded You are validating the balance — not just clearing the screen. --- ### 5. Mark as Reviewed (Only When Clean) Once: - All invoices are uploaded - Credits are accounted for - The balance matches expectations Mark the statement as **Verified**. Important: Your goal is to validate the vendor balance before money leaves the bank — not rush to payment. ![Screenshot 2026-03-04 at 10.09.49 AM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202026-03-04%20at%2010.09.49%20AM.png?width=670&height=323&name=Screenshot%202026-03-04%20at%2010.09.49%20AM.png) ### SECTION 5 — The Four Tabs of the AP Hub You mainly work in Invoices, but here's what each tab is: 1. Invoices (Primary Workspace) - - Code invoices - Handle exceptions - Recode - Assign tasks       2.   Statements - - Shows missing invoices/credits - Alternate view to invoice-first workflow       3.   Transactions - - Confirm COGS invoices were uploaded       4.   AI Document Issues - - Scans with AI extraction issues - Fix to ensure all invoices are reconciled ![Screenshot 2025-12-15 at 3.09.58 PM](https://help.wickedfile.com/hs-fs/hubfs/Screenshot%202025-12-15%20at%203.09.58%20PM.png?width=670&height=269&name=Screenshot%202025-12-15%20at%203.09.58%20PM.png) Triaging Document Issue [Examples](https://youtu.be/Fb6AMNdguik?si=aRsMElnQcrqyUs60) --- ### **SECTION 6 — What Shop Staff Should Not Do** **Shop-level users should:** ✔ Upload documents ✔ Respond to tasks **They should NOT:** ✖ Code invoices ✖ Work exceptions ✖ Handle AP Hub --- ### SECTION 7 — Best Practices (Quick List) - Upload every part invoice, credit, and statement **daily** - Use correct PO conventions (RO# = PO#; STOCK/INV for inventory; SHOP for supplies) - Avoid uploading official vendor documents - Code daily → reconcile monthly --- ### **SECTION 8 — One-Page Daily Checklist** ###### **✔ Daily** - Filter to Yellow + Red - Fix coding - Assign tasks - Mark invoices Reviewed ###### ✔ Weekly - Work “Document Issues” if needed - Check for Missing Invoices (and upload) ###### **✔ Monthly** - Confirm vendor totals - Final “Okay to Pay” decisions - [Getting Started](https://help.wickedfile.com/knowledge-base/getting-started?hsLang=en#main-content) - [AP Hub](https://help.wickedfile.com/knowledge-base/getting-started?hsLang=en#ap-hub) - [Setup & Integrations](https://help.wickedfile.com/knowledge-base/setup-integrations?hsLang=en#main-content) - [Shop Management System Integrations](https://help.wickedfile.com/knowledge-base/setup-integrations?hsLang=en#shop-management-system-integrations) - [Document Uploading Integrations](https://help.wickedfile.com/knowledge-base/setup-integrations?hsLang=en#document-uploading-integrations) - [Vendor Management](https://help.wickedfile.com/knowledge-base/vendor-management?hsLang=en#main-content) - [Configurations](https://help.wickedfile.com/knowledge-base/vendor-management?hsLang=en#configurations) - [Verified/Unverified](https://help.wickedfile.com/knowledge-base/vendor-management?hsLang=en#verified-unverified) - [Ignored Vendors](https://help.wickedfile.com/knowledge-base/vendor-management?hsLang=en#ignored-vendors) - [Statements](https://help.wickedfile.com/knowledge-base/vendor-management?hsLang=en#statements) - [Features & Capabilities](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#main-content) - [AP Hub](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#ap-hub) - [Statements](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#statements) - [Tasks](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#tasks) - [Search](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#search) - [Custom Reports](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#custom-reports) - [Folders](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#folders) - [Trackers](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#trackers) - [Risk Ratings](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#risk-ratings) - [Parts Matrix](https://help.wickedfile.com/knowledge-base/features-capabilities?hsLang=en#parts-matrix) - [Account & Billing](https://help.wickedfile.com/knowledge-base/account-billing?hsLang=en#main-content) - [Scans](https://help.wickedfile.com/knowledge-base/account-billing?hsLang=en#scans) - [Payment Information](https://help.wickedfile.com/knowledge-base/account-billing?hsLang=en#payment-information) - [Billing History](https://help.wickedfile.com/knowledge-base/account-billing?hsLang=en#billing-history) - [FAQs](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#main-content) - [Scans](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#scans) - [QuickBooks](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#quickbooks) - [Custom Reports](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#custom-reports) - ["Inventory"](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#inventory) - [Best Practices](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#best-practices) - [Repair Orders](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#repair-orders) - [Account](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#account) - [Bank Account & Credit Card Integration (Plaid)](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#bank-account-credit-card-integration-plaid) - [AP Hub](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#ap-hub) - [Other](https://help.wickedfile.com/knowledge-base/faqs?hsLang=en#other) [![WF-LOGO-RGB\_MAIN](https://help.wickedfile.com/hs-fs/hubfs/WF-LOGO-RGB_MAIN.png?width=200&height=55&name=WF-LOGO-RGB_MAIN.png "WF-LOGO-RGB_MAIN")](http://wickedfile.com) [mailto:contact-support@wickedfile.com](mailto:contact-support@wickedfile.com) Copyright © 2025, WickedFile