There is a phone version of WickedFile built for one job: photographing invoices at the counter, the moment the driver hands them over. It suits dealer invoices and counter purchases, which are the documents least likely to reach the back office on their own.
This article covers installing it, taking a capture, what the four counters on the home screen mean, how captures behave without a signal, and who at the shop should be using it.
Install it on your phone
Open WickedFile on your phone and install it to the home screen when prompted. It runs as an installable app rather than a separate download from an app store.
The camera button in the middle of the bottom bar is the whole interface.
Capture an invoice
Set Choose location at the top of the screen to the shop the invoice belongs to. Captures are filed against that location, and a capture filed against the wrong shop has to be corrected later. If you work at one shop, you set this once.
Tap the camera button.
Photograph the page flat and square, with all four corners in frame, and with light that is not coming from behind you. A page still curled from the roll is the most common cause of a poor capture at a counter, so flatten it against something first.
Check the result. There is a quality check on capture, and if it reports that the image is not good enough, retake it rather than sending it. An unreadable capture becomes a document somebody has to fix by hand.
The full list of what interferes with extraction is in What makes a readable scan.
The four counters
Today is how many captures you have made today. Review is captures that need attention. Queued is captures waiting to upload. Captured is the dollar value of what you have sent in.
Queued is the one to check before you file the paper. A number sitting there means those captures have not reached WickedFile yet.
Captures work without a signal
Captures are held on the phone and uploaded when a connection is available. This matters at a parts counter, where reception is often the worst in the building.
A queued capture is not a failed capture. It uploads when the phone reaches signal or wifi. After a batch of captures, spend a minute somewhere with a connection and confirm that Queued has cleared before filing the paper.
Who this is for
Shop staff, mainly: a service advisor or parts person photographing an invoice as it arrives.
The phone app carries a subset of the product. There is an AP Hub tab, and coding invoices is intended to happen on a computer rather than on a phone. Roles and what each one can see are covered in Invite a teammate and choose their role.
Why capture at the counter
Capturing an invoice as it arrives means it does not have to be collected from a pile later. It also means a wrong part or a short shipment is noticed the same day rather than at month end, which is the difference between claiming a credit and writing it off.
The sequence this fits into is described in The standard AP process shops follow.
Related articles