Automatically Populate Work Orders with AI Invoice Scanning

AI Invoice Scanning automates Work Order creation and enrichment by extracting structured maintenance data from uploaded invoices. This reduces manual data entry, improves cost visibility, and ensures external parts costs and labor are accurately tracked. Invoices can be used to create new Work Orders or enhance existing ones with matched Service Tasks, Parts, Vendors, and cost fields.

Invoice Scanning Process

After a PDF invoice is uploaded, the system performs a series of automated steps:

Invoice parsed: Text is extracted and prepared for matching.
Service Tasks matched: Descriptions and costs are linked to existing Service Tasks.
Parts matched: Line items are matched to defined Parts in your inventory.
Vendors matched: If a vendor name is detected, it is matched to a known Vendor.
Work Order updated: The Work Order is populated with all matched tasks, parts, vendors, and cost data.

Unmatched Item Handling

If the system cannot match a scanned item to your records:

The item is added under a generic task called Items from scanned invoice.
Unrecognized parts are labeled as Scanned part.

Matching accuracy improves as more Service Tasks and Parts are added to your library.

Import an Invoice

Import an invoice to create a new Work Order or enrich an existing one:

Create a Work Order from an Invoice

To create a Work Order from scratch using an invoice, use the following workflow:

In the Samsara dashboard, navigate to Maintenance ( ) > Work Orders.
Click Import Invoice.
Upload a PDF and select an asset.

Add Invoice Data to an Existing Work Order

To apply invoice-derived data to an existing Work Order, use the following workflow:

In the Samsara dashboard, navigate to Maintenance ( ) > Work Orders.
Open the Work Order.
Click Import Invoice.
Upload a PDF file.

Invoice File Requirements

To ensure invoice files are processed correctly, review the following requirements:

Only PDF files are supported.
Each scan must be a single invoice. Batch processing is not currently supported.

Invoice Scanning Process

Unmatched Item Handling

Import an Invoice

Create a Work Order from an Invoice

Add Invoice Data to an Existing Work Order

Invoice File Requirements

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Articles in this section

Invoice Scanning Process

Unmatched Item Handling

Import an Invoice

Create a Work Order from an Invoice

Add Invoice Data to an Existing Work Order

Invoice File Requirements

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