Adding Suppliers

Adding your suppliers and their product lists helps Sammy use your actual costs in estimates. This means more accurate pricing and easier reconciliation with your real purchases.

Accessing Suppliers#

1. Click Settings in the sidebar navigation
2. Select the AI Settings tab
3. Click Suppliers management

Or navigate directly to Settings > Suppliers from the sidebar.

Adding a Supplier#

Manual Entry#

1. Click Add Supplier
2. Fill in the supplier details:
   • Name (required) – The supplier's business name
   • Contact Name – Your contact person
   • Email – Supplier email address
   • Phone – Supplier phone number
   • Address – Supplier location
   • Notes – Any additional information
3. Click Save

Uploading Supplier Product Lists#

The real power comes from uploading your supplier's product lists with pricing. This gives Sammy access to your actual costs.

Preparing Your File#

Your supplier list should be a CSV or Excel file with columns like:

The file should include:

• Item name or description – What the product is
• SKU (optional) – Supplier product code
• Price – Your cost
• Unit – How it's measured (each, box, metre, m², etc.)

GST — prices are stored ex GST#

Sammy stores all supplier prices excluding GST — the same way your estimate line prices work. GST is added once, on the estimate total, so it's never counted twice.

• If your file's prices are ex GST (most trade price lists), nothing changes — they import exactly as they appear.
• If your file's prices include GST, choose "Yes — prices include GST" on the import screen and Sammy will remove the GST for you (price ÷ 1.1). Sammy has a guess based on your column headings, but always check it matches your file.
• For PDF price lists, Sammy reads the document and picks the ex GST price when both are shown. If only a GST-inclusive price is printed, Sammy removes the GST automatically.

Uploading the File#

1. Click on the supplier you want to add products to
2. Click Upload Product List
3. Drag and drop your file or click to browse
4. Wait for the file to be processed

Reviewing Imported Items#

After upload, you'll see a preview of the imported items:

1. Review each item to ensure it was parsed correctly
2. Fix any issues (wrong prices, incorrect units, etc.)
3. Click Apply to save the items to your supplier

Tip: If your file format isn't recognised, try simplifying the spreadsheet to just the essential columns: name, price, and unit.

PDF and Photo Uploads — the Review Queue#

PDF price lists and photos take a few minutes to process, and you don't need to wait on the page. When processing finishes, the extracted suppliers go into a review queue:

• On the Suppliers page you'll see an amber banner: "You have suppliers waiting to be reviewed". Click it to open the review screen.
• For each extracted supplier, choose Create New, Update Existing (if it matched one of your suppliers), or Skip.
• Skip doesn't delete anything. A skipped supplier stays in your review queue so you can decide later — the banner stays until you import or delete it.
• To permanently delete extracted suppliers, use Discard all extracted suppliers at the bottom of the review screen. Sammy asks you to confirm first, because that can't be undone. Your existing suppliers and items are never touched — if you delete by mistake, just upload the file again.
• If a price list sits unreviewed for a few days, Sammy sends you a reminder email with a link back to the review screen.
• Items with no price are left out. If a line in your price list has no price (for example "POA" or "call for price"), Sammy imports everything else and tells you which items were left out — in the pop-up when processing finishes, and in an amber note at the top of the review screen. Add those items to the supplier by hand if you need them. Sammy never imports an item at $0, because a $0 price could end up in one of your estimates.
• If Sammy can't find any supplier or pricing information in the file (for example a drawing or photo uploaded by mistake), you'll see an "Import failed" message saying so. Nothing is added, so just upload the right file.

Managing Supplier Items#

Viewing Items#

Click on any supplier to see their product list. You can:

• Search for specific items
• Edit prices or details
• Delete items you don't need

Updating Prices#

When supplier prices change:

1. Re-upload an updated product list, or
2. Edit individual items manually

Keeping prices current ensures your estimates remain accurate.

Searching Across Suppliers#

When you have multiple suppliers, you can search across all of them to find products. This is useful when:

• Checking if you already have a product
• Comparing prices between suppliers
• Finding the right item to match in reconciliation

How Sammy Uses Supplier Data#

Once you have supplier items loaded:

1. As of 21 July 2026, Sammy prices from your lists automatically as he builds an estimate, matching material lines to your products and using your real costs where he's confident
2. You can also reconcile estimates by hand any time to review, change, or add matches
3. Matched items use your real costs instead of Sammy's estimated pricing
4. Your takeoff reports show actual products to order

Best Practices#

• Upload regularly – Get updated price lists from your suppliers quarterly
• Name items clearly – Use descriptive names that Sammy can match to estimate items
• Include all items you use – The more products in your database, the better matching works
• Add multiple suppliers – Having all your regular suppliers gives you flexibility

What's Next?#

Now that you have suppliers set up, learn how to Reconcile Estimates with Supplier Items for accurate costing.