How To Import Supplier Bills into Tradify

Learn more about how you can use bills/supplier invoices in Tradify.

Tradify refers to supplier invoices as Bills. This is done so our language consistent with our commonly used accounting systems. You can import a Bill from within the Job or via the Bills Dashboard. This article covers both methods.

Note: There are three ways to create Bills in Tradify. For the purpose of this guide, we're going to focus on the importation method, but to view our guides on the other methods, simply use the corresponding links below.

• Create a Bill from scratch
• Convert a Purchase Order into a Bill

A Note For Australian Users
Rexel, Ideal, John R Turk and Lear & Smith in Australia make it even easier to import bills with them formatted for instant import into Tradify.

Simply complete this online form to start receiving your Rexel files tuned for Tradify or mention it to your local rep next time you're in a Rexel, Ideal, John R Turk or Lear & Smith branch.

Check out our Supplier Bill Import Template for more information and guidance on importing bills.

Importing a Bill within a Job

Within the Job, head over to the Bills tab and then select "Import Bill to File" > "Import Bill File".

Note: You also have the ability to download a CSV Bill import template via the corresponding button.

Using the field provided, enter the relevant supplier and click "OK".

Note: If the supplier has yet to be created, click the + icon to create new.

If you’re creating a new supplier, the only mandatory field is the Supplier Name. The rest of the fields can be left blank or can be updated at a later stage if required. For more information on creating suppliers, please see here.

Next, to add your file for import, click on "Choose CSV File". Using the file browser, navigate and select the file you wish to import, then select "Open".

If your file excludes column headers, please untick "My CSV has a header row".

Note: Column headers is a row of characters used to identify each column within the spreadsheet file. The column header row is located above row one.

If you’d like Tradify to update your default price list items with any new information added to the items in the bill, please select "Update Suppliers Price List".

Once the file has uploaded, click "Start Matching".

Note: Tradify will open the CSV file, examine its contents and try to determine which columns contain the data that is required. Any remaining columns are either not required or can't be matched automatically. In this instance, you can manually allocate the unmatched column to the relevant field in Tradify by dragging the field into the middle column.

Once you've matched all the relevant columns, click on "Import Bill File".

Note: Tradify will now start uploading your Bill File. Depending on the file size it may take a few minutes to complete, but usually, this is finalised within a matter of seconds. Once the import has finished, Tradify will list the bills within the "Bills" tab on the Job. The Bill will also be set to a "draft" state. For the purpose of this article, we've imported 1x Bill with 1x line item @ $20.00.

Importing a Bill Independently from a Job

To import a Bill independently from a Job, head over to the Purchases Dashboard. From there, click the 'Options' tab and then select "Import Bill File".

Note: You also have the ability to download a CSV Bill import template via the corresponding button.

Using the field provided, enter the relevant supplier and click "OK".

Note: If the supplier has yet to be created, click the + icon to create new.

If you’re creating a new supplier, the only mandatory field is the Supplier Name. The rest of the fields can be left blank or can be updated at a later stage if required. For more information on creating suppliers, please see here.

Next, to add your file for import, click on "Choose CSV File". Using the file browser, navigate and select the file you wish to import, then select "Open".

If your file excludes column headers, please untick "My CSV has a header row".

Note: Column headers is a row of characters used to identify each column within the spreadsheet file. The column header row is located above row one.

If you’d like Tradify to update your default price list items with any new information added to the items in the bill, please select "Update Suppliers Price List".

Once the file has uploaded, click "Start Matching".

Note: Tradify will open the CSV file, examine its contents and try to determine which columns contain the data that is required. Any remaining columns are either not required or can't be matched automatically. In this instance, you can manually allocate the unmatched column to the relevant field in Tradify by dragging the field into the middle column.

Once you've matched all the relevant columns, click on "Import Bill File".

Note: Tradify will now start uploading your Bill File. Depending on the file size it may take a few minutes to complete, but usually, this is finalised within a matter of seconds. Once the import has finished, Tradify will list the bills within the "Bills" tab of Purchases Dashboard. The Bill(s) will also be set to a "Draft" state. For the purpose of this article, we've imported 1x Bill with 1x line item @ $20.00.

How to format your files for importing

The preferred file format is a CSV (Comma Separated Value). It can also be .txt, however, it must still be compiled in a comma-separated value format when it was generated by your supplier. Not all columns need to be populated either. Only the Item Code, Invoice Number, Invoice Date, Due Date and Amount are mandatory. If you’re unsure at all, use the table below as a reference.