Supplier profiles
Every subcontractor’s invoice looks different. A profile is the saved recipe for reading one supplier’s layout — which columns mean what, how a line splits into charges, and how their codes for sites, streams and containers translate into yours.
You build a profile once. After that, uploads from that supplier are read automatically and you only get involved when something genuinely new turns up.
Creating one
Open Manage profiles from the upload screen, then New supplier profile.
Choose the subcontractor
Pick the supplier this profile belongs to. They must already exist as a subcontractor in this organisation — if they don’t, add them on Suppliers first.
Upload a sample invoice
Give it a real invoice from that supplier. WastePro reads the file and shows you what it found, so you’re mapping against actual data rather than guessing.
Map the columns
Match each field WastePro needs to the right column in their file — the site, the date, the quantity, the charge. For spreadsheets you also set which row is the header row and, if the workbook has several sheets, which sheet to read.
Set the invoice details
Record the report format, payment terms, and optionally the matching Xero contact so supplier bills line up later.
One profile per supplier — always
This is the rule that catches people out. Two different suppliers can send invoices that look identical, because they use the same billing software. The file gives you no reliable clue which is which — the filename certainly doesn’t.
The profile is what decides who gets credited for the work. Upload one supplier’s invoice under another’s profile and the collections are attributed to the wrong company, which flows into their cost, their margin and their supplier bill.
Check the letterhead, not the filename. Some billing systems name every supplier’s file the same way. WastePro warns you when a file’s sites historically belong to a different subcontractor, but a brand-new supplier has no history to check against — so for a first upload, the letterhead is the only thing that will save you.
Existing profiles can’t be edited
The builder only ever creates new profiles. An established one can’t be changed from this screen, deliberately — a live mapping that’s been working for months shouldn’t be one mis-click away from breaking. If a supplier genuinely changes their invoice layout, create a new profile for the new format.
Next: Uploading invoices.