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.
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.

Bill_Import_-_1.png

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.

Bill_Import_-_2.png

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".

Bill_Import_-_3.png

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.

Bill_Import_-_4.png

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.

Bill_Import_-_5.png

 

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.

Bill_Import_-_6.png

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.

Bill_Import_-_2.png

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".

Bill_Import_-_3.png

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.

Bill_Import_-_4.png

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.

Bill_Import_-_7.png

 

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.

 

Field

Field Description

Is Mandatory?

Rules

Invoice Number

The supplier invoice name or number.

Yes

  • Limited to 20 characters.

Invoice Date

This will be used as the invoice creation date.

Yes

  • Date format must be dd/mm/yyyy
  • Must be before Due Date.

Due Date

This will be used as the invoice due date.

Yes

  • Date format must be dd/mm/yyyy.
  • Must be after Invoice Date.

Item Code

Used as the unique identifier for the item in Tradify. May also be known as Product Code, SKU, PKU.

 Yes
  • Limited to 100 characters
  • Can only be used once for each supplier
  • Must be unique or it will overwrite the existing supplier price list item with the identical item code.

Description

Used to describe the item.

No

  • Limited to 200 characters.

Quantity

Used for the item quantity.

No

  • Can be fractional amounts or whole numbers
  • Must be numeric characters.

Unit Price

Price per item.

No

  • Must not contain the $ symbol.
  • Must be numeric characters.

Amount

The total amount of the line item (multiply unit price by quantity).

No

  • Must not contain the $ symbol.
  • Must be numeric characters.

 

Tips for importing bills

1. Check to make sure there are no missing or blank rows (common issue on larger files).

2. Certain characters can cause issues if they’re used in specific ways. For this reason, we recommend removing the following characters/symbols:

  • $   (dollar symbol)
  • “   (quotation symbol)
  • -   (en dash symbol)
  • –  (em dash symbol)

3. If you’re using column headers, please ensure that there are no duplicates. i.e. you can't have two columns with the same header.

4. The file size must be no larger than 20mb.

5. There are no limits to how many bills you may load against a Job in Tradify

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