Importing a price list

On Rate agreements, choose an Excel workbook (.xlsx) or a CSV file. A workbook with more than one sheet asks which sheet holds the rates. Map its columns to item, unit and rate, plus any of minimum quantity, zone, GST-free and product code. Every row is shown before anything is saved, and a row that can't be read one way only is refused and listed rather than guessed.

Confirm, set the dates it applies from, and the agreement becomes active. A new organisation-wide schedule for a supplier ends the one it replaces the day before it starts.

Choose the PDF of a supplier's price list or quote (up to 10 MB). Its tables are read and come back as sheets, with a suggested mapping of the columns for you to check. From there it's the same map, review and confirm as a spreadsheet, and nothing is saved until you confirm.

A quote fills in the kind, its number, the date it's valid until and the job it names, for you to keep or change. The supplier is always yours to choose. A PDF that calls itself an invoice needs a tick that it really is an agreed price list or quote: an invoice's prices are what was paid, not what was agreed, so build those from invoices instead.

A quote or price list emailed to your CostCode address isn't checked as an invoice: it waits in the review queue. Press Load it under Rates there and the importer opens with that PDF being read, with no need to download it and choose it again. The copy read for the importer is deleted once it's read; the email's original stays with the email, like any other.

Some suppliers publish their standard prices and fees: a concrete supplier's service fees (waiting time, minimum load, after hours), a merchant's list price. When you load a schedule, say whether it was agreed with the supplier for your account or is their published schedule or list price, not agreed for your account. A quote is always agreed, so it isn't asked.

A published schedule is checked against like any other, and a line billed above it holds the invoice. But it's the supplier's standard terms, and your quote or account terms override them, so what it finds stays with your team and is never put in a query to the supplier. It shows as "Published, not agreed". Where a schedule agreed for your account prices the same item, the agreed rate is the one used.

Once you know it applies to your account (your account terms say so, the supplier says so, or a quote backs it), an owner, admin or commercial manager opens it under Rate agreements and presses Confirm it applies to us, saying how they know. Your name and the time are recorded, and the supplier's held and unchecked invoices are checked again; from then on a line above it can be queried with them. You can also ask the supplier to confirm it by link, as for a schedule built from invoices.

Service fees are charges, so add them on the supplier's page under Charge agreements and mark them as from the published fee schedule; the same confirmation applies there. Rate agreements lists the fee schedules we know suppliers publish, with a link to each. Nothing is checked against them until you enter what applies to your account.

A spreadsheet is read in your browser and the rows are saved to your organisation's records in Sydney. No outside service sees it.

A PDF is read by Azure's document reader in Australia and deleted once it's read. The text of its price tables (their headings and first rows) may go to Anthropic in the United States, only to suggest which column is which; the PDF itself never does, and no price comes from it. The privacy page lists both.