Importing Price Sheets

The fastest way to populate your Rate Library is to import a supplier’s price list. The system uses vision AI to read PDFs, spreadsheets, and even scanned images.

Step-by-step

1. Go to Rate Library → Imports (or Imports in the side nav).
2. Click New Import and choose Price Sheet.
3. Drag-and-drop the file (PDF, XLSX, or image). Multi-page PDFs are fine — each page is processed.
4. Pick the Supplier. If they’re not in the list, click + New supplier and add them inline.
5. Set the Effective date — the date these prices became valid. Defaults to today. Every price imported in this batch is stamped with this date so you keep a clean price history.
6. Click Start Import. Extraction takes roughly 30–90 seconds per page. You can leave the page and come back — the import runs in the background.

Reviewing the extraction

When extraction finishes, you land on the Review screen. Each row shows the parsed description, pack/unit, and price. Three things to check:

• Section headers from the original sheet are detected and become Subcategories automatically (e.g. Plumbing → Copper pipework). You can rename or merge subcategories before confirming.
• Pack vs. unit — make sure pack qty and purchase UOM are right (e.g. 10 m per roll should read pack qty 10, UOM m). The unit rate is calculated from these, so if they’re wrong every estimate downstream will be wrong.
• Match column — for each row, choose:
  • Match to existing product (recommended where possible — keeps the price history together).
  • Create new product (for items you don’t have yet).
  • Skip (for headings, blanks, or things you don’t sell).

Click Confirm Import to commit. Matched rows add a new Price to the existing product; new rows create both the product and its first price.

Tips and gotchas

• Re-importing a newer sheet for the same supplier adds new prices with the new effective date — old prices are kept and visible in the price sparkline on the product detail page. You don’t need to delete the old import.
• Fix mistakes in the review screen, not by re-uploading. Manual corrections take seconds; re-extraction takes minutes.
• Wildly off prices (e.g. €4500 instead of €45.00) are usually a missed decimal — the review screen highlights outliers in amber. Always sanity-check those before confirming.
• Different currency? Switch the Currency dropdown at the top of the review screen before confirming. Imported prices are stored in the company’s base currency.

Related

• Adding products manually
• Adding prices manually