Reconciling Estimates with Supplier Items

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 an estimate from the Estimates page
2. Click Reconcile Suppliers in the toolbar

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

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.