Overview
Uploading body invoices is a crucial step in ensuring that your inventory is up-to-date and accurately reflects the actual specifications of each vehicle. Many dealers find uploading their body invoices directly into their Work Truck Solutions commercial site to be quite convenient.
By following the steps below, you can easily upload your body invoices from either your desktop or mobile device, ensuring that your commercial buyers have the most relevant and up-to-date information at their fingertips.
Step-by-Step Guide to Uploading Body Invoices
Step 1: Prepare Your Files
Before uploading your invoices, make sure they meet the following specifications:
File Format: Save each invoice as a separate PDF or image file (e.g., jpg, jpeg, png).
Acquiring the File:
Scan the invoice using a scanner.
Alternatively, take a photo of the invoice using a cell phone.
VIN or Stock Number: Ensure that the VIN or Stock Number is clearly visible on the invoice. If it is not visible, please manually write the VIN or stock number on the invoice.
Dealer Trade: If the vehicle was acquired through a dealer trade, make sure your dealership name is included on the invoice file.
Step 2: Log in to your Work Truck Solutions site
You will need to be logged in to access the invoice upload methods and complete the body invoice submission.
Step 3: Choosing Your Upload Method
Once your file is prepared, you can upload it from your Work Truck Solutions commercial site from the Inventory Management Page, the Vehicle Detail Page or the Invoice Binder.
From the Inventory Management Page
From the Inventory Management Page
Hover over the Tools tab in the main navigation bar and select Inventory Management.
Use one of the following methods to locate the vehicle listing that you want to submit an invoice for:
Use the Advanced Search feature to browse for the listing.
Click the red action items in the Inventory Summary that says “X Listings Missing Body Invoices” to automatically filter listings missing invoices.
Enter the stock number or VIN into the search bar in the top-right corner to find the specific listing.
Once the correct listing is located, click the View Invoices button in the Body Type column.
Continue to Step 4 below for next steps.
From the Vehicle Detail Page
From the Vehicle Detail Page
From the Vehicle Search page, locate the specific vehicle that requires a body invoice.
Click the Invoices button.
Once selected, continue to Step 4 for the upload process.
From the Invoice Binder
From the Invoice Binder
Hover over the Tools tab and select Invoice Binder.
Locate the vehicle you want to upload the invoice for.
Click the red action items in the Inventory Summary that says “X Listings Missing Body Invoices” to automatically filter listings missing invoices.
Enter the stock number or VIN into the search bar in the top-right corner to find the specific listing.
Continue to Step 4 below for next steps.
Step 3: Upload Your Invoice
Once you have clicked on the "Invoice" button from your choice of upload method, this will have opened up a pop-up window.
In the Invoice pop-up, click anywhere in the large field labeled Drag & Drop PDF or Images.
This will open the file selection on the device you are using.
Step 4: Find and Select the File You Prepared for the Invoice
Locate the prepared invoice file on your device, then click Open.
Alternatively, you can drag and drop the file directly into the Drag & Drop PDF or Images area.
Step 5: Confirm Upload
Once your file is uploaded, you will see the following details displayed:
File Name: The name of the uploaded file.
File Type: The file format (e.g., PDF, JPG).
Date Uploaded: The date the invoice was uploaded, confirming it has been received.
If you accidentally uploaded the wrong invoice, click the red "X" in the far-right corner of the file entry to remove the incorrect file. (A in image below)
Once the correct file is uploaded, click the white "X" in the upper-right corner of the window to close it and complete the upload process for the specific vehicle. (B in image below)
Troubleshooting/FAQ's
Processing Times: The Processed Date field will be filled in by the Work Truck Solutions Invoice Team once the invoice has been processed and typically takes 1-3 business days after uploading.
Pro Tip: If you have a large number of invoices to upload, feel free to email them directly to the address listed in the pop-up.
Conclusion
Uploading your body invoices through the Work Truck Solutions commercial site streamlines the process, ensuring that your inventory is always up-to-date and accurate. By staying on top of your invoice uploads, you can help maintain the integrity of your vehicle listings, keeping your commercial buyers informed and confident in the vehicles you're offering.
For additional questions or assistance, you can always chat with us for a fast response. If your plan includes Customer Success Manager support, you may also reach out to your CSM directly, or visit https://www.worktrucksolutions.com/contact-us for more options.