# How to set up a supplier price list so every bill is checked

Make a CSV with item code, description and unit price ex GST. One list per supplier. Upload it on the Database page under Price Lists, match the three columns and save. Every later bill from that supplier is checked.

## Short answer

1. Build a CSV with item code, description and unit price ex GST.
2. Go to Database > Price Lists > Upload price list.
3. Choose the supplier, match the three columns and save.
4. Every bill from that supplier is checked from then on.

## Before you start

- A supplier contact synced from Xero or MYOB. The list belongs to that contact.
- The agreed prices. Use the supplier's price list, your quote or your purchase agreement.
- Admin, Approver or Reviewer access.

Prices must be ex GST. If your source list shows GST-inclusive prices, divide each by 1.1 and round to the cent.

## Build the file

You can build it in Excel or Google Sheets and save as CSV. In Pulsify click Download template for a file with the right headings.

Each row needs three things:

- An item code, up to 100 characters. This is the code the supplier prints on invoices.
- A description, up to 500 characters.
- A unit price of zero or more. A "$" or a comma is fine. Words like "POA" are not.

Each row needs a code or a description plus a price. Use both if you can. Pulsify matches the item code first and then the exact description, ignoring case and extra spaces.

Duplicate item codes are refused. If a supplier has two prices for one code, keep the one you agreed to and note the other somewhere else.

## The manual way in Xero

Xero holds one purchase price per item, not one per supplier, and it does not compare bills to it.

1. Go to Business > Products and services.
2. Open the item and set the purchase unit price.
3. Pick the item on a bill line and Xero fills in that price.
4. Compare the filled price to the invoice yourself, as Xero will not flag a difference.

This works for one supplier per item. It does not work if two suppliers sell the same item at different prices.

## The Pulsify way

1. Click Database in the sidebar and open the Price Lists tab.
2. Click Upload price list. Choose the Supplier and the CSV file.
3. Pick the columns that hold Item code, Item description and Unit price. Pulsify guesses first. Fix any wrong guess.
4. Check the preview. It shows the first five rows and "N items will be saved".
5. Click Save price list.

Pulsify will not save a file with a bad row. It lists each one, for example "Row 4: unit price "POA" is not a number". Fix the sheet and upload again.

Pulsify finds the right list by the supplier's ABN. If the bill or the supplier has no ABN it uses the supplier the bill is linked to. If two suppliers share an ABN, the latest upload wins.

## Worked example

Example Electrical Wholesalers sends you a 6-line price sheet.

| Item code | Description | Unit price |
| --- | --- | --- |
| CBL-25 | 2.5mm cable, 100m | 142.50 |
| CBL-15 | 1.5mm cable, 100m | 98.00 |
| SWT-1G | 1 gang switch | 4.85 |

You save it as a CSV, upload it and map the three columns. The preview says "6 items will be saved". Next week a bill arrives with CBL-25 at $148.00. The line shows "Price list: $142.50 each". You call the supplier before you approve.

## Common mistakes

- Uploading GST-inclusive prices. Pulsify warns you if a column heading suggests it.
- Uploading a partial list. Saving replaces every row, so include the full list each time.
- Leaving off the ABN on the supplier contact. Add it in Xero or MYOB so Pulsify picks the right list.

## Next step

[Try an invoice](https://app.pulsify.tech/sign-up) after you upload your first list. The [supplier price lists guide](/guides/price-lists/) shows each screen.

## Common questions

### How big can a price list be?

Up to 10,000 items per supplier, and the file must be a .csv. If your spreadsheet is larger, split off the items you actually buy from that supplier.

### Who can upload a list?

Company Admins, Approvers and Reviewers can upload, replace and remove lists. Submitters cannot. Any company member can see the lists.

### Does the supplier need to be in Xero or MYOB first?

Yes. The list is tied to a supplier contact that has synced from your accounting system, so connect Xero or MYOB first and make sure the supplier exists there.

Source: https://www.pulsify.tech/how-to/set-up-a-supplier-price-list-so-every-bill-is-checked/ (last checked 2026-10-19)