Auto populate receipts

Hi @Jcook, 

Currently, MaintainX does not have a built-in feature that allows uploaded receipts to automatically populate line items directly within the platform. However, there is a potential workaround that could help automate this process using Zapier and an external tool like ChatGPT.

Here’s a step-by-step outline of how you might set this up:

1. Upload Receipt to MaintainX:

   • Continue to upload receipts to your work orders as you normally do.

2. Trigger a Zapier Workflow:

   • Use Zapier to monitor your MaintainX account for new receipt uploads.
   • Set up a Zap (an automated workflow) that triggers when a new receipt is uploaded.

3. Extract Receipt Details Using ChatGPT:

   • Integrate ChatGPT or another OCR (Optical Character Recognition) tool to read the uploaded receipt.
   • Use the tool to extract relevant details such as item names, quantities, and prices.

4. Format Data for MaintainX:

   • Format the extracted data into a structured format that matches the required input for MaintainX’s cost fields.

5. Update MaintainX Cost Tracking:

   • Use Zapier to send the formatted data back to MaintainX, automatically populating the cost tracking fields with the itemized details from the receipt.

Example Workflow:

1. Zapier Trigger:

   • When a new receipt is uploaded to a work order in MaintainX.

2. Action:

   • Send the receipt image or PDF to an OCR tool (such as Google Cloud Vision or ChatGPT with OCR capabilities) via Zapier.

3. Action:

   • Extract text and itemize details from the receipt.

4. Action:

   • Format the extracted data into a structured format (e.g., CSV or JSON).

5. Action:

   • Use Zapier to update the work order in MaintainX with the itemized cost details.

Note: This process requires some setup and might involve custom integrations or use of API endpoints. 

If you need further assistance setting this up or exploring other automation possibilities, feel free to reach out. The MaintainX community and our support team are here to help!

​@nickhaase 

A quick question. How to use Zapier to monitor for new receipts?  I can only see 3 trigger events there: 

1. New Category on Work Order
2. New Work Order
3. Work Order Status Change

Could you kindly share more information about this? For example, If someone add or delete parts or upload a new receipt to a work order in MaintainX (work order status will not change), then I would like to do something. How to set this kind of trigger?

Thank you for help.