Datatruck makes it easy to manage and document your maintenance expenses through the Work Order section. Whether you are uploading invoices or manually entering details, this guide will walk you through the full process.

Step 1: Navigate to the Maintenance Section

From your Datatruck web app, go to the Maintenance section.
Click on Create Work Order,  you’ll see a dropdown with three options:

• Upload using Truck GPT (most commonly used)
• Truck (manual entry)
• Trailer (manual entry)

Step 2: Upload Using Truck GPT (Recommended)

1. Select Upload using Truck GPT.
2. Upload your Maintenance Invoice.
3. Choose whether the work was done on a Truck or Trailer.
4. Click Done.

Truck GPT will read and auto-fill most of the work order details, saving you time and reducing manual entry.
 

Step 3: Review and Complete the Work Order

After uploading, you’ll be taken to a screen showing the extracted invoice details. Complete the remaining fields:

• Select the Truck Number.
• Choose the Type of Work Order (e.g., Repair, Maintenance, Inspection).
• Choose the Procedure Name from the dropdown.
  
  If you can't find a relevant procedure name please follow the steps shown in this guide:
  How to Add a Custom Procedure Name to a Work Order
   
• Select the Payment Type (e.g., Bank, Cash, EFS, Check, Other).
  If you selected Other and couldn't find a relevant name you can always customize it and here's the guide on: Adding a Custom Payment Method to Work Orders
   
• Add any relevant notes.
• Under Attachments, upload the Receipt for the charged amount if work order is manually created.
• Enter your name or the relevant person's name in the Assignee field.
• In the Tasks section, the system will automatically read the work performed on the truck or trailer from the invoice. You can add additional tasks by clicking on + Add Task.
  
  

Step 4: Assign Relevant Party

You can assign the cost of the work order to relevant parties, such as a driver, vendor, or customer, based on who is responsible.

Example Scenarios:

Scenario 1: Company Driver Paid in Cash

• A company driver gets an oil change for $250 at a TA in Dallas, TX.
• Select the driver’s name.
• Set the payment type to Reimbursable.
• Enter the amount: $250.

Scenario 2: Owner-Operator/Vendor Paid with Company Card

• An owner-operator/vendor gets the same oil change but pays with a company card (e.g., EFS Card).
• Select the driver’s name.
• Set the payment type to Billable.
• Enter the amount: $250.

To save the work order, click on Create Work Order. This will finalize and save it.
 

Once saved, you can reopen the work order to make any necessary changes. Click on Update Work Order and then Approve. The system will display who approved it and the time of approval.

These steps will help you accurately create a work order while ensuring that the correct information is captured for billing and reimbursement purposes.


We hope this article was helpful. However, if you have any further questions, please don't hesitate to reach out to our Live Support.