When you scan / upload, or import an invoice from a distributor/supplier integration, it creates a draft invoice on the WISK Web Portal.

This gives you an opportunity to approve the contents of the invoice before it’s converted and added to your venue.

This review process is important because it maintains the quality of your item data. New or unrecognized items on invoices are flagged for review before they are created, and you can make edits as needed.

If your subscription plan includes invoice processing by our team, we can process draft invoices for you.

Note: If our team processes your invoices, you'll see a user with an @wisk.ai email address and a role of "Draft Invoice Processing" on your Team page.

You can learn more about scanning / uploading, or importing from your suppliers here:

To select a draft invoice to convert:

If an invoice shows as "Processing", it's been imported / uploaded recently and is currently undergoing character recognition scanning to extract the data from the invoice. Once that process finishes, it's set to "Ready for Review".

You can't interact with the draft invoice while in this status.

Note: If an invoice is stuck in the "Processing" status for more than a couple hours, you can click the details button to open it in a new window. Click Actions > Reprocess to restart the process

This status is only for invoices that were sent to the unique email address for your account. You must select the distributor the invoice is from before the character recognition software runs.

In the other upload methods, you select the distributor as part of the process. The invoice status then switches to "Processing" and line items will start to populate.

When status is “Ready for Review”, you'll see the following info about the draft invoice:

Click the “Details” button to review the extracted data and approve the draft invoice.

Note: Based on the data extracted from the invoice, the “Invoice date” and “Distributor” fields will update if that information is found. If not detected, you'll enter it during the review process.

These have already been converted to an invoice and are kept for your records. You can view them by clicking the "Predefined filters" dropdown and selecting "Completed".

If you click the “Details” button beside a completed invoice, there's a link to view the created invoice.

On the left side (1) , you can view the invoice image / pdf or toggle to the OCR text result to see all of the data that was extracted from the invoice.
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On the right side (2), you'll see the invoice details and items based on the extracted data. The total of all detected items displays on the bottom right corner.

When reviewing the draft invoice, your goal is to make sure the data on the right side matches the invoice image on the left.

Note: If the invoice was imported from a supplier integration, there won’t be an image / pdf, but you'll be able to view the raw text data sent from the supplier.

When viewing the invoice image, there are a number of ways to interact with it to verify the information populated on the right side is correct. If the image quality was blurry or poor and some data wasn't extracted, you can enter it manually by referring to the image.

When you click a line item on the right, it highlights on the invoice where the character recognition software pulled information.

When viewing the invoice image, you can choose between two different cursors:

If you want to download a copy of the invoice PDF, click the "Download PDF" button.

Clicking the "Text Result" tab shows the raw data that was pulled from the invoice.

Based on the image / pdf (or the source data if from a supplier integration), the following invoice details populate:

If any of the information above wasn't detected by the scanning process, you'll see an information icon beside the "Convert to invoice" button that tells you what's missing when you place your cursor over it.

Add the missing information before continuing.

If the invoice number wasn’t populated, you can enter it in this field if applicable.

Note: If this invoice number is already on another draft or processed invoice for the selected distributor, you'll see a message saying this is a duplicate.

Check your records to make sure you haven't already uploaded or converted a draft invoice with the same number.

You can put the invoice number in the search field on the "Draft Invoices" and "Invoices / Returns" to find the potential duplicate.

If the invoice is confirmed to be a duplicate of one you've already added previously, you can archive it safely.

If the distributor isn’t already on your venue’s list of distributors, or no distributor name is detected on the invoice, you can either create a new distributor by clicking on the “+” button or selecting one from the drop-down list.
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​Note: This has to be set before you can modify any of the items on the invoice.

This populates with the date on the invoice. If no date is detected, click into the field to set the date and time

If the date on the invoice doesn’t reflect the time when the items on the invoice were added with the rest of your stock, you can click the “X” and put a new date and time.

​Note: You cannot select a date that's in the future. Most invoices should be from a date in the recent past. Check the date format of the invoice to confirm if it's in dd/mm/yyyy or mm/dd/yyyy.

Make sure that you are also adding invoices before the inventory period is locked. You cannot select a date that falls into a locked inventory period. To learn more, see:

This selects your default stock area. Click the drop-down arrow to select a different area if needed. If items were put into multiple areas, select the most applicable one.

The grand total of the invoice that includes all line items and charges, fees and/or credits. This amount can be edited if needed.

The sum of the individual line items on the invoice. You can add charges and credits to get the two total amounts to match. This value appears on the bottom right of the screen.

Once you've added all missing information, you can start reviewing the items on the invoice.

Below the invoice details, you’ll see each line item that was detected on the invoice.

For each line item, the character recognition software searches for the following information:

Based on the results of the character recognition software, each line item is either:

Note: At the top of the page, you’ll see that the “Convert to invoice” button is greyed out until all items that require action are dealt with.

The invoice scanning process checks the distributor code of the item to find a match in your venue’s item list. If an item is recognized and has no missing information, it's highlighted in green.

Note: For the best results, make sure you've added distributor codes to all of your items.

Clicking a recognized item expands it to see additional details.

Even though an item is recognized, you should double-check the amount with the invoice to make sure that everything is correct.

You can click into any field to edit the value if changes are required.

Note: After making all of your changes, click the "Save" button to commit them and update the totals

Items highlighted in red are either:

An item might be unrecognized because the item code is missing, or the image quality is poor / obstructed.

Note: Under "View Items", you can filter the items to only show the items that need to be addressed.

You’ll need to take the following actions for each items that need attention before you can convert / approve the invoice. Either:

In some cases, an item is recognized, but a detail such as the cost or number of units was missed by the character recognition software.

If the item is already in your venue, but the scan wasn't able to detect it:

If an item is in your venue's list, but doesn't have a distributor code attached to it, it won't find a match during the scanning process. To link the detected distributor code to an existing item:

If the item isn’t already part of your venue’s item list, you'll need to create a new item.

Sometimes you may receive an item that's a variation of an item already in your venue.

For example, you order a 20lb bag of all purpose flour, and receive two 10lb bags instead. These 10lb bags will have different costs and codes, but are still all purpose flour.

Another example would be that you normally order a 750ml bottle of an alcohol, but the supplier only has 1L bottles in stock at the moment.

To learn more about item variations, please see:

To add a new item variation on a line item:

In some cases, the scanning process might not detect a line item on the invoice.

You can add a new line item to the invoice by clicking either:

This creates a blank line item where you can either search for an existing item, or add a new one:

If a line item was added in error or isn't relevant to the invoice, you can remove it by clicking the "Remove" button when you hover your cursor over it.

You can also click the checkboxes beside line items and click the "Remove selected lines button".

Before you approve the invoice, you can add any charges and credits if applicable.

This can include but is not limited to:

As a reminder, the “Scanned Total” is the total value of the invoice, including any charges and credits. The “Total” is the total value of the line items detected on the invoice. To get these values to match you’ll need to add charges and/or credits.

Once you've finished reviewing the draft invoice and the Scanned total matches the Total, you're ready to convert it.

To convert the invoice:

If there are more invoices to process, you can click the arrow buttons on the sides of the window to go to the previous or next invoice.