WickedFile:

User Guide
WickedFile:
Your Complete AP System
This guide will walk you through everything you need to master your accounts payable workflow and protect your bottom line.
How WickedFile Works Behind The Scenes
WickedFile continuously compares invoices, credits, statements, transactions, and Repair Orders to detect discrepancies and surface blind spots automatically.
Missing Invoices
Identifies gaps in your vendor documentation
Missing Parts
Highlights parts bought but not billed to customers
Vendor Billing Issues
Detects pricing errors and statement discrepancies
Uncredited Cores
See cores that have not yet been returned
Follow The Industry Standard AP Process: Every shop should ensure all parts are accounted for before making a payment on a vendor's statement.
Best Practices
Document Upload Standards & PO Number Rules
What to Upload
Only AP-related documents belong in WickedFile:
Parts invoices from vendors
Sublet and shop-supply invoices
Credit memos
Vendor statements
Daily Upload Best Practices
For those uploading by scanner:
Upload documents once daily for best results
Keep all pages of multi-page documents together
Upload statements separately by vendor
Avoid duplicate uploads
PO Number Standards (Critical)
To avoid noise, PO Numbers on invoices must contain the Repair Order number. Abnormal exceptions will stem from incorrect uploads or improper PO number usage.
AP Hub Guide
Invoice-First AP: A Smarter Workflow
Traditional AP processes wait for statements to arrive, creating month-end chaos. WickedFile flips this approach by putting invoices first, creating a predictable and manageable workflow.
Upload
Capture invoices and credits as they arrive daily
Work Exceptions
Address issues regularly as they appear in the AP Hub
Confirm with Statements
Before paying the vendor, use statements as a final validation step
This approach eliminates month-end chaos and creates a predictable, manageable AP process your team can rely on.
AP Hub Guide
Your Daily AP Hub Process
Follow this recommended workflow to maintain smooth operations and avoid month-end surprises. Consistency is key to success.
01
Review Exceptions
Start by examining all invoices coded as exceptions (red or yellow)
02
Recode Invoices
Update parts to their correct final state—this is your goal
03
Assign Tasks
Create tasks for shop-level team members if clarification is needed
04
Clear Document Issues
Fix any invoices needing human review so they get reconciled & coded
AP Hub Guide
Understanding Part Codes
Part Codes represent the final state of an invoice and answer one critical question:
Where did this money go?  Recoding all exceptions is your primary goal.
Pending AI Analysis
Invoice was recently uploaded and awaiting nightly reconciliation. 
Sold to Customer
Part was installed on a customer RO and invoiced. This is your ideal outcome—revenue generated.
Credited by Vendor
Part was returned and credit memo received. Money back in your account—closed loop.
Inventory Purchase
Part added to stock inventory for future sale.
Tip:  Invoices are coded here automatically by the PO Numbers "INV"/"Stock"/"STK". T
Shop Supplies Purchase
Operational expenses like cleaners, gloves, rags, or cleaners. Invoices are coded here automatically by PO.
Tip:  Invoices are coded here automatically by the PO Number "SHOP". 
Office Supplies Purchase
Operational expenses like paper, staples, ink, etc. Necessary overhead costs.
Tip:  Invoices are coded here automatically by the PO Number "OFF". T
Untraceable PO Number (Exception)
Part ordered for an approved job but not invoiced to customer or credited. Requires investigation and action (recode).
Uncategorized Spend (Exception)
Part unable to be tied to an approved job due to an untraceable PO Number. Requires investigation and action (recode). 
Custom codes with auto-coding PO recognition can be configured in the AP Settings page. This can be helpful for:
Employee Purchases
Counter Sales
Configuring a non-standard PO process for Inventory, Shop Supplies, or Office Supplies
AP Hub Guide
Statements
Statements serve as your final checkpoint in the accounts payable process, ensuring all invoices are uploaded and all associated parts are accounted for before payment.
Statement Verification Process
Before WickedFile can reconcile a statement, you must complete the verification step. This critical checkpoint ensures data integrity within your AP proocess.
1
Confirm Valid Statement
Verify this is an official part vendor's statement.
2
Check Completeness
Ensure all pages of the statement are present.
3
Validate Details
Confirm extracted scan information such as the statement total.

Understanding Reconciliation Results
After verification, WickedFile processes each line on the statement and provides clear visual indicators of the reconciliation status. Understanding these results helps you quickly identify any final gaps in your AP records.
Reconciled Lines
These lines indicate the corresponding invoice has been successfully uploaded to WickedFile. 
Unreconciled Lines
These lines signal a missing invoice. You'll want to locate and upload the missing document.
Part Status Inheritance
Each reconciled line item inherits the Part Codes from the associated invoice:
Green – All parts fully accounted for
Yellow – Part(s) returned, but not credited back
Red – Part(s) not tied to Repair Order, sold, or credited.
Best Practice Workflow
Process invoices daily in the Invoices tab to maintain current records. At month-end, use statements to confirm completeness before authorizing vendor payments.
When all invoices are uploaded and all correlating part statuses (codes) show green, the statement may be considered as Okay To Pay.
Resources & Support
Help Menu
Ask Bob (Recommended)
In-App AI support chat bot
Knowledge Base
Searchable Help Articles
YouTube
Short, task-focused video walkthroughs on YouTube
Schedule Webinar
Live Webinars held every Wednesday at 2:00 PM EST
Contact Support
Submit a support ticket to support

Click on the blue "?" icon within WickedFile to access the help menu
WickedFile is the AP system of record for auto repair. Work invoices daily in the AP Hub. Reconcile statements monthly for final review. Let AI surface what matters—so you can protect profit with confidence.