Reconciling Estimates with Supplier Items

Supplier reconciliation matches the items in your estimate to actual products from your supplier lists. This gives you accurate costs based on what you'll actually purchase.

New: automatic supplier pricing (from 21 July 2026)#

As of 21 July 2026, the following changes apply. Sammy can now price your estimate from your supplier lists automatically, as he builds it, so you no longer have to open the Reconcile drawer on every job. This is added on top of the manual process: everything further down this page (the Reconcile Suppliers drawer, Magic Match, and saving matches as rules) still works exactly the same.

Here's what's new:

• Priced as he quotes – when Sammy generates an estimate, he matches material lines to your catalogue and prices them from your real supplier prices where he's confident. A matched line carries a small supplier tag (the supplier and the date) on your estimate, so you can see where the price came from.
• A quick review in chat – after a quote is generated, Sammy checks your supplier lists and, if he finds matches, pops a card into the chat panel. Review his suggestions and apply the ones you want, the same way you accept or swap a match in the drawer.
• Ask for options – ask Sammy in chat for a "good, better and best" on any material and he'll price each option straight from your own catalogue.

You choose how this behaves on the Suppliers settings page:

• Review-first (default) – Sammy suggests the matches and you apply them.
• Auto-apply – Sammy applies the confident matches for you and notes it in your version history, so you can always roll it back.
• Off – Sammy sticks to the manual drawer only.

A couple of things to know: a supplier price only sets the line's cost. Your markup, and the price your client sees, don't change unless you change them. Labour lines are never matched, and any line already priced by a rate rule or a kit is left alone.

We're switching this on account by account, so if you don't see it on your account yet, it's on its way.

Why Reconcile?#

• Accurate costing – Use your real supplier prices instead of estimated costs
• Easy ordering – Know exactly what products to order
• Better margins – Ensure your pricing covers actual costs
• Less manual work – Sammy does the matching for you

Starting Reconciliation#

1. Open the estimate and tap Edit to open it in the editor
2. Click Supplier Lookup in the toolbar. If Simpro is connected, choose Using Sammy Suppliers. On your phone, open the tools menu and tap Match Suppliers (or Match using Sammy Suppliers)

A drawer opens showing all items that can be matched to supplier products.

How Matching Works#

Sammy analyses each estimate item and searches your supplier database for matches. For each item, you'll see:

• Estimate item – The original line item from your estimate
• Suggested matches – Supplier products ranked by confidence
• Confidence score – How certain Sammy is about the match

Reviewing Matches#

For each item:

Accept the Top Match#

If Sammy's top suggestion is correct, click the checkmark to accept it.

Choose an Alternative#

If a different suggestion is better:

1. Click the item to expand options
2. Select the correct supplier product from the list
3. Confirm your selection

Search Manually#

If none of the suggestions are right:

1. Click Search
2. Type to find the correct product
3. Select the right item

Adjusting Quantities#

Sometimes unit sizes differ between your estimate and supplier products.

Example: Your estimate has "100 screws" but the supplier sells boxes of 500.

You can adjust the quantity to match how you'll actually order:

• Change the required quantity
• Select a different pack size if available

Applying Matches#

Once you've reviewed and confirmed matches:

1. Check the box next to each item you want to apply
2. Click Apply Selected

The estimate updates with your actual supplier costs.

Magic Match#

Magic Match lets you give Sammy custom instructions for matching items.

How to Use Magic Match#

1. In the reconciliation drawer, find the Magic Match input
2. Enter your preference or instruction
3. Click Apply

Sammy re-matches items based on your instruction.

Example Instructions#

• "Always prefer the cheapest supplier option"
• "Match timber items to Bunnings products"
• "Prefer bulk pack sizes when quantity exceeds 10"
• "Use trade-quality products, not consumer grade"

Saving Matches as Rules#

For items you match frequently, you can save the match as a rule:

1. When accepting a match, tick Save as rule
2. This creates an AI instruction linking the estimate description to the supplier item
3. Future estimates with similar items will automatically use this match

This is useful for items you use regularly where Sammy should always pick the same product.

After Reconciliation#

Once reconciliation is complete:

• Your estimate totals update to reflect actual costs
• The takeoff report shows the matched supplier products
• You can export a purchase list to order from suppliers

When you apply a match, Sammy keeps your line description clean — the supplier and product code no longer get squashed into the description text.

Product Codes (SKUs)#

When a supplier match is applied, Sammy saves that product's code (its SKU) on the line. You'll see it as a small grey label under the description on your takeoff, so a won job walks straight onto a supplier order.

You can also set a SKU yourself on any line — even one Sammy built or that never matched a supplier:

• On the estimate: hover a line and tap + SKU (or tap an existing SKU) to type or change it. On your phone, open the line and use the SKU field.
• By asking Sammy: say "put SKU CB-042 on the Colorbond line" or "clear the SKU on line 3".

SKUs are for you by default and don't show to your client. If you want them on the proposal your client sees, turn on Show SKUs in the proposal options (it's off unless you switch it on).

Tips for Better Matching#

• Descriptive names – Use clear product names in your supplier lists
• Complete data – Include SKUs and units for better matching
• Multiple suppliers – Upload lists from all your regular suppliers
• Keep prices current – Update supplier lists when prices change

What's Next?#

You've now learned how to personalise Sammy. For accounting integration, see Xero Integration to sync your invoices.