Overview

Introduction

To help save time when receiving orders you didn’t generate in WISK, you can scan invoices using the mobile app or upload images / PDFs of the invoices on the web.

The data from the scanned / uploaded invoice is extracted using character recognition software and placed into a draft invoice on the WISK Web Portal.

Note: This was designed for and works best with invoices. If you upload a receipt it will still pull data but may require some adjustments.

Depending on your subscription plan, you can either review and approve the invoice yourself, or have the WISK Invoicing team take care of it for you.

Note: The Professional plan includes 100 invoices / month processed by our team. The Elite plan includes 300 processed invoices / month. The typical turnaround time to process an invoice is between 24 - 48 hours.

When the invoice is approved, the items on it are added to your stock, and any item costs are updated.

Important Note About Invoices

Depending on the method you choose to scan / upload invoices, make sure you read the corresponding section of this article for tips on how to do this.

If you don't follow the steps you may upload a number of files that should be treated as separate invoices together as one, that can't be processed properly.

Here are some quick links for uploading:

When to Use Invoice Scanning / Uploading

This feature is best used when:

  • adding items during the initial setup of a Food venue

  • you receive a delivery or purchase product and didn’t generate the order in WISK and you don’t have the time to Add a Manual Invoice.

If you generated the order in WISK, it's easier to convert the purchase order to an invoice when it's received. For more information, please see:

Scanning an Invoice

WISK App

When scanning invoices in the app, make sure to only submit one invoice at a time.

If you have multiple invoices to scan, submit each invoice separately.

Do not take photos of all of your invoices and submit them as one.

Note: If multiple invoices are submitted as one, there is no way for the system to accurately track it. You'll need to resubmit each invoice individually.

To scan an invoice in the mobile app:

  1. Tap “Orders” on the bottom menu bar

    An arrow points to the

  2. Tap “Scan invoice”

    The

    Note: If you don't see the "Scan invoice" button, please contact WISK Support and they will activate the feature in your account.

  3. Scroll through your distributors or use the search bar to find the distributor the invoice is from. Tap the distributor.

    All of the distributors for your venue display. Tap the one the invoice is from.

    Note: If you need to add the distributor to your venue, tap the 3 dots on the top right of the screen.

  4. Tap the “Scan” button to open the camera on your device

    An arrow points to the

    Note: If you have already taken photos of the invoice on your device, tap "Select" instead and proceed to Step 9.

  5. Follow the prompt on the screen to position your camera so that the invoice page is in the frame

    The camera opens in the app. An onscreen prompt directs you to position the invoice within the frame.

  6. You’ll see a visual indicator when the camera detects an invoice page. Hold the camera still and it will take a picture automatically

    When the invoice is detected, it is highlighted in blue, and scans the highlighted area.

  7. When the photo is taken, it appears as a thumbnail on the bottom left. Tap the thumbnail to review it and make sure it isn't blurry

  8. If the image appears blurry, you can tap “Retake” on the top-right corner to take another photo. If it looks good, tap “Done”

    A scanned invoice page.

    Note: Poor quality uploads impact the accuracy of the character recognition software's output.

  9. If the invoice has multiple pages, scan each of them. When finished, tap “Save”

    An arrow points to the

  10. You’ll see a summary of all the photos you’ve taken. You can tap a photo to view it, or delete it by swiping it to the left and tapping “Delete”. When you are done, tap “Submit”

    The invoice photo review screen where you can view or delete photos. The

Note: As a reminder, if you have multiple invoices to scan, submit each invoice separately. Do not take photos of all of your invoices and submit them as one.

Android Devices

If you don't have access to an iOS device, there are a number of apps available on Android that you can use to scan your invoices.

We recommend Genius Scan, but there are lots of options available to you.

Once the invoice is scanned, you can then either upload it on the WISK Web Portal, or send it to your venue's unique email address. Find out more in the "Uploading an Invoice" section below.

Scanner Printers

Alternatively, your venue may have access to a built-in scanner as part of a printer.

When scanning invoices, please make sure that the glass scanning surface is clean and nothing is obscuring or obstructing the invoice. Otherwise, this will interfere with the character recognition software when uploading it.

Once the invoice is scanned, you can then either upload it on the WISK Web Portal, or send it to your venue's unique email address. Find out more in the "Uploading an Invoice" section below.

Uploading an Invoice

You can upload invoice images or a PDF of an invoice on the WISK Web Portal. You can also send an email to your venue's unique upload email address.

Tip: For the best results, make sure that the images or PDFs are in focus and that none of the line items are obstructed. A poor quality upload will impact the accuracy of the character recognition software's output.

WISK Web Portal

On the WISK Web Portal, you can upload multiple images or PDFs at the same time, and choose whether:

  • they are processed together as a single invoice

  • or create separate invoices for each file

To upload invoice images or PDFs on the WISK Web Portal:

  1. Click “Draft Invoices” under “Orders”

    The

  2. Click “Upload invoice”

    An arrow points to the

    Note: If you don't see the "Upload Invoice" button, please contact WISK Support and they will activate the feature in your account.

  3. Follow the on-screen directions to upload any images (any file type) or PDFs of an invoice

    The Upload Invoice screen.

    ❗Important: If uploading a PDF, it should only contain one invoice. If you have multiple invoices in a single PDF file, it won't process correctly. A PDF with multiple pages is okay as long as they're all part of the same invoice.

  4. If you have selected more than one file, choose how they will be processed. You can have each file be processed as separate invoices, or process all files as a single invoice

    Note: If you're only uploading one file you don't have to choose an Upload Mode.

  5. After making your selection, click "Save". In this example we've selected "Process as multiple invoices" so each PDF creates a separate invoice.

Email

You can also email invoice images or PDFs to your venue’s unique email address (provided by WISK) and it will upload automatically.

This address is visible on the Draft invoices page.

The message that shows your unique email address for uploading invoices is highlighted for emphasis.

Tips for emailing invoices:

Emailing invoices functions differently than uploading them in the WISK Web Portal. Please see these tips to make sure emailed invoices are processed correctly:

  1. You can attach multiple images in an email, but they will all be considered part of the same invoice. If you have images of more than one invoice, send a separate email for each with the corresponding images attached.

  2. If sending PDFs, you can attach each invoice as a separate PDF in the same email. Each PDF creates a separate draft invoice in your account. Don't put multiple invoices in the same PDF however, because it will only create one draft invoice

  3. If you attach an image and a PDF in the same email, they're processed as separate invoices.

Reviewing & Converting the Draft Invoice

After scanning or uploading an invoice, you'll see a draft invoice in your venue's account. You can view them on the WISK Web Portal by going to Orders > Draft Invoices.

The draft must be reviewed and converted into an invoice before stock is added to your venue and item costs update.

If you're on the Professional or Elite plan, the WISK Invoicing team will take care of this for you.

You can learn more about this in the "Reviewing & Converting a Draft Invoice" article.

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