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Suppliers

How to manage supplier price lists

Import and automatically update supplier price lists in ServiceM8.

Use the Automated Supplier Import add-on to import a supplier price list into your Materials & Services list in the Online Dashboard. After the first import, files sent to the supplier’s unique email address use the same saved import settings.

Before you start

  • Activate Automated Supplier Import from Account > Features & Integrations.
  • To calculate sell prices using a Pricing Strategy, also activate Markup Billing and create a Pricing Strategy.

Add and import a supplier price list

  1. Go to Account > Materials & Services, then click More actions (…) > Supplier Price Lists.

    Supplier Price Lists outlined in the Materials page's More actions menu

  2. Click Add Supplier. Enter the Supplier Name, select the supplier’s Price List File, then click Next. Use a .csv or .txt file with a header row and at least one Material row.

    Supplier Details with a supplier name and price list file selected

  3. Under Pricing Rule, check how you want to set sell prices. Your default Pricing Strategy may already be selected.

    Select a Pricing Strategy to calculate sell prices from the supplier’s purchase costs.

    Pricing Rule menu with an existing Pricing Strategy selected

    Or select Price set by CSV to use the file’s sell prices. Enter an optional Markup Percentage to increase them, or leave it blank to use them unchanged.

    Pricing Setup using CSV prices with an optional percentage markup

  4. Click Next. On Associate Fields, check the automatically matched columns and change any incorrect selection. Map Item Number and Name, plus Price for CSV pricing or Purchase Cost for strategy pricing. With a strategy, Price is calculated from Purchase Cost.

    Purchase Cost mapped to the supplier column, with a calculated Price sample

  5. Click Next to open Review. Check the sample Materials, purchase costs and sell prices, then click Next to start importing.

    Review table of sample Materials and prices, with Next outlined

  6. Copy the supplier’s unique import email address, then click Finish. The import runs in the background. Give this address to your supplier, or forward future price list files to it.

    Import started confirmation with the supplier's dedicated import email address

Check an import

Open Supplier Price Lists to check each supplier’s:

  • unique Import Email
  • latest Status
  • saved Pricing Rule / Markup

When an import completes successfully, click its Status.

Successful import Status outlined beside the saved Pricing Rule

The Materials & Services list opens with that supplier’s Materials. ServiceM8 also posts an update to your Activity Feed when the import completes.

Materials list filtered to the supplier after a successful import

How automatic updates work

Files sent to the supplier’s unique email address reuse its saved field mappings, pricing rule and markup. ServiceM8 checks the Item Number for each row:

  • A new item number creates a Material.
  • An existing item number updates the matching Material.
  • A Material from that supplier that is missing from the updated file is deactivated. Materials already used on jobs are not removed from those jobs.

Blank mapped price or purchase cost cells do not clear the corresponding values on existing Materials. Pricing Strategies still determine calculated sell prices.

Edit or remove a supplier price list

Open Supplier Price Lists, then open the three-dot menu beside the supplier.

Click Edit to review the saved pricing setup. The Pricing Rule used when the supplier price list was created is read-only. For a list using Price set by CSV, you can update the optional Markup Percentage.

Click Remove to deactivate the supplier’s unique import email address and deactivate the Materials imported for that supplier.

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