Sublet Invoice Capture
Sublet Invoice Capture Overview
The AI Invoice Review & Work Order Mapping tool in Fleet360 (Sublet Invoice Capture) streamlines how external vendor invoices are added to your Work Orders. Instead of manually retyping invoice details, the system uses AI to extract line items and presents them in a guided review screen where you can quickly validate and finalize the data before saving.
Within this interface, users can review invoice details side-by-side with the original document, edit line items, assign VMRS and Cause Codes, adjust quantities and costs, and organize entries into Labor, Parts, or Misc. categories. Built-in validation highlights missing or incorrect information, helping ensure everything is complete and accurate before posting.
This tool improves efficiency, reduces data entry errors, and ensures consistency across your fleet data, giving you greater confidence in your reporting, cost’s, and maintenance records. See below to learn how to use this tool.
How To Access Sublet Invoice Capture
Click on Maint. & Repair
Click on Sublet Invoice Capture
This is where you will be able to upload invoices
Adding an Invoice
Drag and drop or browse your files to select a single file to upload
Click Next
After Next is clicked, there may be a small waiting period while the utility is reviewing the invoice
Attaching an Asset
Once the invoice review is completed you will see asset information and a copy of the invoice
If there is a matching asset click on “Use This Asset”, if you would like to search for the asset click on “Search for Asset” and use the grid to find the asset to use
Creating/Preparing Work Order
Once the asset is chosen, the option to create a work order is now available
If there is existing work orders open on the asset, you have the ability to add the lines from the invoice to the existing work orders
Click Create New Work Order
Select the proper Reason Code
Click Next
Editing Work Order Lines
Work order lines will populate based off the information from the imported invoice. You will have the ability to edit Customer information, Reason Codes, Work Order VMRS Codes, Dates, Vendors, NOTES and more. This may all be done while maintaining a view of the invoice to ensure the proper data and costs are being captured. To learn more how to edit these lines to your preference, please see below.
To edit the Customer or Reason Code, simply click on them to change to the appropriate choice
To edit the Work Order VMRS, Date, add Vendor and Cause code, simply click on their associated boxes to select the proper codes
When reviewing Work Order Lines you may notice that a VMRS Codes may not always populate. This may happen because the utility could not exactly provide the best choice as seen in picture below.
Review posted items with in the Work Order Lines
To delete certain parts you click on the trashcan icon
To edit the parts total or labor totals, click on the price and/or quantity to adjust
To delete, click on the trashcan icon
To remove a whole Work Order Line, simply click on the “Delete Line Item”
Once everything is reviewed and edits are made, you can then “Save To Work Order”
A work order will then be created and you will be asked if you would like to view the work order or if you have more sublet invoices to import
