SmartBills FAQ

Disclaimer: This feature is currently in early access (Beta) and is not available to all Tradify users at this time. 

Topic

Tradify's SmartBills feature helps you save time when managing bills and tracking job costs. Simply email your bill PDFs to the Supplier Bill Inbox, and SmartBills will extract the relevant details, create the bill, and match it to a supplier and job whenever possible. For more information, check out the FAQs below.

FAQs

How does Tradify choose the supplier for an emailed bill?

Tradify checks the following, in order, and uses the first one that finds a single supplier:

1. Purchase order: If the bill shows one of your Tradify purchase order numbers, the supplier on that purchase order is used.
2. GST / ABN / Tax number: If you have approved an earlier SmartRead bill from this supplier, Tradify remembers the supplier's tax number and uses it to match later bills.
3. Supplier name: The name on the bill is compared with your supplier list. Capital letters, punctuation and words such as Ltd, Limited, Pty, Inc and Group are ignored.
4. Logo: If the name doesn't match, the text in the supplier's logo is compared with your supplier list.

How can I get my suppliers matched more often?

• Name your suppliers in Tradify the way they appear on their bills (e.g. Reece, not Reece LTD PTY account).
• Remove or archive duplicate suppliers. Archived suppliers are never matched.
• Check the supplier and approve your draft bills. Each approval teaches Tradify that supplier's tax number, so future bills from them match even when the name on the bill is different.

How do I get emailed bills attached to the right job?

Ask your supplier to put your Tradify job number or purchase order number, including its prefix, in the Order No or Reference field when you order. For example, JB00042 or PO00118. Tradify reads every page of the bill, so the number can be anywhere on it.

Note: If the bill doesn't show the number, you can put it in the email subject line when you forward the bill to your Bills Inbox. The subject line is only used when the email contains one bill. The email body is not read.

Does the job number need the prefix and leading zeros?

The prefix is required, but the leading zeros are not: JB42 and JB00042 both match job JB00042. A number on its own (e.g. 42) is not matched, as it could be anything on the bill.

What happens when the bill shows a purchase order number?

The bill is attached to the purchase orders job, linked to the purchase order and given the purchase orders supplier. A purchase order number takes priority over a job number on the same bill.

Note: A purchase order can only be linked to one bill. If the purchase order already has a bill, the new bill is still attached to the job but is not linked to the purchase order.

Why wasn't my bill attached to a job?

• The bill didn't show a job or purchase order number with your prefix, or it showed a number that doesn't exist in Tradify.
• The bill showed more than one different job or purchase order number, so SmartBills couldn't tell which one to use.
• The job is Cancelled. Bills are never attached to cancelled jobs; a note on the bill tells you which job was found.

Note: If no job is matched, but you know which job a bill is for, you can attach the bill to a job yourself from Options > Attach to Job before approving it.

Will a bill be attached to a completed job?

Yes. A note is added to the bill so you know the job was already complete.

Will Tradify create a new job, purchase order or supplier from an emailed bill?

No. Tradify only matches bills to jobs, purchase orders and suppliers that already exist.

Additional Information

For more info on Smart features for bills, see here: Use Tradify's Supplier Bill Inbox Feature